Booking Conditions


Booking Conditions for Sense Africa Ltd

With the Booking Information this form is the Guest’s Contract with Sense Africa Ltd.  The signatory of the Booking Form accepts these contract terms on behalf of everyone named on the Booking Form and those added later.

Your contract is with Sense Africa Ltd with ATOL number 6323.

The following terms shall have the meanings set out below when used in these Booking Conditions:
‘You’ or ‘the Guest’ means the person who books and/or travels on the holiday or any person on your behalf.
‘We’, ‘Our’, ‘Us’ means Sense Africa Ltd, Company Number 8007360, registered in England and Wales.
‘Holiday’ means the Holiday/Expedition/Tour booked by you or any person on your behalf.
‘Force Majeure’ means any circumstances which are unusual and/or unforeseeable which are beyond the control of Sense Africa Ltd, the consequence of which could not have been avoided even if all due care had been exercised, including (but not limited to) war or threat of war; riot; civil strife; hostilities; political unrest; government action; industrial dispute; natural or other disaster; nuclear incident; terrorist activity; weather conditions; closure of airports; fire; flood; drought; re-scheduling or cancellation of flights or alteration of the airline or aircraft type by an airline and technical problems with transportation and all similar events outside our control.

‘Major Change’ includes the following when made before departure:

  1. A change of resort area for the whole or a major part of your holiday
  2. A change of accommodation to that of a lower official classification for the whole or a major part of your holiday,
  3. A change of UK departure airport (excluding change of London airports),
  4. A change of outward departure time or overall length of your holiday of twelve or more hours.

Booking Form and Deposit

After consultation with Sense Africa Ltd a Booking Form will be completed by Sense Africa Ltd and sent to you.  

Reservations held by Sense Africa Ltd with no means of guarantee such as a deposit, may be cancelled by Sense Africa Ltd on notice to the Guest in order to accommodate other bookings.

On the signed return of the Booking Form with a non-refundable deposit of £250 per person paid your place will be booked with Sense Africa Ltd.  At this point a contract between Sense Africa Ltd and you, the Guest, exists. Your booking will be confirmed once overseas reservations have been accepted and a Confirmation Invoice has been issued. 

Your Holiday Contract

When a booking is made, the ‘signed name’ on the Booking Form guarantees that he or she has the authority to accept and does accept on behalf of all members of your party the terms of these booking conditions. After we receive your booking and all appropriate payments, if the arrangements you wish to book are available, we will issue a confirmation invoice. A binding agreement will come into existence between us when we dispatch this invoice to the ‘signed name’. This contract is governed by English Law, and the jurisdiction of the English Courts. It is important to check the details on your confirmation invoice when you get it, or if booking late at the time of booking, that all the details are exactly as you requested. In the event of any discrepancy, please contact us immediately as it may not be possible to make changes later.

By signing the Booking Form the Guest agrees to accept the authority and decisions of Sense Africa Ltd employees, leaders, agents and suppliers whilst overseas. Sense Africa Ltd may at any time during the course of the Holiday terminate the Guest’s participation if considered necessary for the health or safety of the Guest or the group. If the Guest commits an illegal act Sense Africa Ltd shall cease to have responsibility for the Guest.

Balance of Payment

The balance of the price is payable not less than 60 days prior to departure date.  If the balance has not been paid by 45 days prior to departure, Sense Africa Ltd will cancel the booking and levy the cancellation charges.  Group bookings payments, including expeditions, will be paid over a number of lump payments, as directed by Sense  Africa.

For bookings made within 60 days of departure, a contract shall be deemed to exist once the Guest has made the booking by telephone and Sense Africa Ltd has confirmed details, including a Booking Reference Number, on the telephone to the Guest.  Full payment will be due immediately.  The contract and matters arising are subject to English Law and jurisdiction of the English Courts.  

In the event of Sense Africa Ltd reserving flight tickets for travel, Sense Africa Ltd requires payment in full for the cost of the ticket, plus 20% on the balance of services indicated on the invoice, so that we may issue air tickets (cost of tickets are not confirmed until issued).

Payments can be paid directly into Sense Africa Ltd’s bank account.  

  • Bank:Barclays Bank
  • Sort Code: 20-94-74
  • Account no: 53090647

Sense Africa Ltd reserves the right to cancel all services booked by Sense Africa Ltd should full payment not be received 60 days prior to arrival.

Amendments by Yourselves

If, after our confirmation invoice has been issued, and prior to final balance payment, you wish to change your travel arrangements in any way, we will do our utmost to make these changes, but it may not always be possible. Any request for changes to be made must be from the ‘signed name’ on the Booking Form. You should be aware that these costs could increase the closer to the departure date that changes are made. For an alteration within 60 days of departure, Sense Africa Ltd will treat the alteration as a cancellation of the original holiday (attracting cancellation charges) and regard it as a new holiday booking.  However, Sense Africa Ltd will do all it can to make arrangements that suit you best, at the minimum possible cost.

Note: Certain arrangements may not be amended after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements. In some cases, any changes made may mean you having to pay for the cancelled arrangements and purchasing new ones at full cost.

Cancellation by You

You, or any member of your party, may cancel your travel arrangements at any time. Written notification by mail, fax or e-mail from the ‘signed name’ on the Booking Form, must be received at our offices. The Guest acknowledges that payment for the holiday is an intrinsic part of the holiday’s income and contributes to the overall cost of equipment, running costs, staffing, administration etc., and that Sense Africa Ltd will have incurred the largest part of its costs before the actual date of departure. 

Deposits are non-refundable and any payments for flights are non-refundable.

If you cancel your booking, cancellation charges will be imposed as shown below:

a) 60 days or more prior to departure – loss of deposit
b) 59-46 days before departure – 30% of holiday cost
c) 45-28 days before departure – 60% of holiday cost
d) Less than 28 days – 100% of holiday cost

After the Departure Date, no refund for any unused portion or part of the holiday or services to be provided will be given. If the Guest of their own volition makes any alteration to or departs from, any portion of part of the holiday, such alteration or departure will be entirely at the Guest’s expense and liability and the Guest will forthwith communicate in writing the reason for leaving to the guide. 

Note: if the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges from your insurance company. Cancellation shall only be effective when Sense Africa Ltd receives written notification by recorded or registered mail.  

Cancellation by You As Part of a Group

Cancellation shall only be effective when Sense Africa Ltd receives written notification by recorded or registered mail.  In the event of cancellation by the Guest the following cancellation charges will be made:

Cancellation period Proportion Charge 

6 months – or more Deposit only
4 – 2 months       50%
2 – 1 month            70%
14 days – 7 days        90%
6 days – 0 days        100%

Please note, if only some members of your party cancel, in addition to incurring the applicable cancellation charges, we will recalculate the holiday cost for the remaining travellers. You may have to pay the extra room charges such as single room supplements. In cases where cancellation charges made by our suppliers are higher than the cost of the deposit, we may pass the charge on to you.

Please note, if a Guest should fail to join a trip, join it after departure or leave it prior to its completion, no refund can be made. 

Transfer of Bookings

If you are prevented from taking up this booking by illness, jury service, redundancy, unavoidable work commitment or the death or serious illness of a close family member, you may transfer the booking to another person acceptable to Sense Africa Ltd provided that: 

(a) the transfer is requested in writing at least one week in advance; and
(b) the request is accompanied by documentary proof of the reason for the transfer, any tickets already received from Sense Africa Ltd, full details of the person who will take over the booking, any balance due for the booking and the appropriate administration fee and
(c) the person taking over the agreement agrees to be bound by the booking conditions.  The administration fee will be £50 per booking, plus all charges levied by Sense Africa Ltd’s suppliers.

Guests should be aware that some suppliers, particularly airlines, may charge a 100% cancellation fee and the cost of a new ticket.

Trip Changes or Cancellation by Sense Africa Ltd

It is unlikely that Sense Africa Ltd will change trips significantly.  If Sense Africa Ltd makes a major change (for example a change of airport, accommodation or transport) or cancels the holiday after it has been confirmed but before departure the Guest will have the choice of:

(a) accepting the cancellation or changed arrangements; or
(b) taking another available holiday with Sense Africa Ltd (if it is more expensive the Guest must pay the difference, but if it is cheaper Sense Africa Ltd will make an appropriate refund); or
(c) (in the case of a major change) cancelling the holiday and receiving a refund.

Sense Africa Ltd cannot be held responsible should airlines discontinue flights on certain routings or change scheduled timetables resulting in missed connections etc. Should an amendment in a routing or itinerary be necessary, we will re–quote you accordingly.

Sense Africa Ltd may cancel a holiday as a result of a Force Majeure or Low Bookings.  Low Bookings are deemed to be where an insufficient number of people have booked the arrangements to make their operation financially viable in the advertised form.  If there is a minor change, Sense Africa Ltd is not obliged to notify the Guest, although it will try to do so, nor is it liable to pay compensation.

We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation. We will not pay you compensation where we make a Major Change or cancel more than 12 weeks before departure or in the event of Force Majeure. Very rarely, we may be forced by Force Majeure to change or terminate your arrangements after departure. If this situation does occur, we regret we will be unable to make any refunds (unless we obtain any from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.

Cost Increases

Sense Africa Ltd reserves the right to increase the price of travel arrangements to allow for variations in transportation costs (including the cost of fuel); dues, taxes or fees chargeable for services such as landing taxes and fees at airports and the exchange rate applicable to your travel arrangements.  Sense Africa Ltd will absorb an amount equivalent to 2% of the holiday price (excluding insurance premiums and any other amendment charges) before passing on any surcharge to the Guest.  Should surcharges exceed 10% of the holiday price shown on the original Confirmation Invoice, the Guest can decide to cancel the holiday and receive a full refund, excluding any premiums paid for holiday insurance.  This option must be exercised within 14 days of the issue date shown on the surcharge invoice.

The airfare and airport tax quoted are current and subject to change without prior warning should the airline impose an increase in rates for any reason. The airfare quoted is based on the lowest class of fare available at the time of quoting and is subject to seats being available in that class at the time of booking. Should the class not be available at the time of booking, the next applicable fare will be booked, and amended costs advised accordingly. Please note that fares may increase between the time of booking, time of payment, and the ticket being issued.

Sense Africa Ltd reserves the right to raise or lower its prices at any time. We also reserve the right to correct errors in both advertised and confirmed prices (both before and after your confirmation has been issued). Please note, changes and errors sometimes occur. Any increase in price may appear as a flight supplement. In respect of Packages, changes in fees (including transportation costs, fuel costs, dues, taxes, fees such as landing taxes or embarkation/ disembarkation fees at ports/airports and exchange rates) and services mean that the price of your travel arrangements may change after you have booked your holiday. However, there will be no change to the cost of your holiday within 30 days of departure. 

Flights

Flight times are provided by Airlines and are subject to change due to air traffic control restrictions, weather conditions and technical problems.  Flight timings are estimates only and cannot be guaranteed. Sense Africa Ltd will not be liable if a flight is delayed.  In the event of a delay, Airlines generally provide refreshments, meals and accommodation, as they deem appropriate.  Where possible, Sense Africa Ltd will make every effort to ensure that suitable arrangements are made.  The Airline’s standard conditions of carriage will apply which may limit or exclude liability in accordance with relevant international Conventions.  

Under EU Law, you have rights in some circumstances to refunds and/or compensation from the airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicised at EU airports and will also be available from airlines. Reimbursement in such cases is the responsibility of the airline and will not automatically entitle you to a refund of your holiday price from us.  

Passports, visas, health requirements and travel documents

It is the Guests responsibility to ensure that you are in possession of all necessary travel and health documents before departure. Medical vaccinations, passports, visas etc. are entirely your responsibility and must be arranged prior to departure. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry correct documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly. In the event we are asked to reissue tickets that have been lost, destroyed or stolen and we agree to do so, any charges incurred as a result of this will be payable by you.

All passports and visas are the responsibility of the Guest.  A standard 10-year passport is required for all travel and must be valid for at least six months after your return.  If you do not have a British passport, you must inform Sense Africa Ltd when you book.  If Sense Africa Ltd is told later, then Sense Africa Ltd cannot be held responsible for any trouble, delays or extra costs incurred.  All children over 16 must have their own passports.

The name on your airline tickets must be the same that appears on your full passport.

Insurance

Guests are required to take out travel insurance at the time of booking as cover will commence for pre-departure cancellation from the policy issue date. This will, therefore, provide cover should you have to cancel your trip for an insured reason such as illness or serious accident.

Cover should also include medical expenses and repatriation in the event of accident or illness, for personal belongings, delay at your outward or homeward point of departure, personal liability, overseas legal expenses, cancellation and if appropriate any sports, volunteer work or adventurous activities, including trekking, on your trip. Please also ensure you read the policy conditions and exclusions.

Please check your policy document before you travel for precise exclusions and the maximum limits on claims for stolen items.  If you wish to take valuables overseas, then it is often easier to get cover for them under your household insurance.

Guests are required to notify Sense Africa Ltd within 14 days of booking that an appropriate policy is in place and to notify us of your insurers and of the policy number.

Medical and Health

It is the Guest’s responsibility to ensure that he/she complies with all applicable requirements, medically and physically, and takes with him/her all documents required for the holiday. 

Guests must take all necessary inoculations or medication within the requisite period before departure and during the holiday and should take advice from their GP or doctor as to which inoculations or medication are necessary and/or advisory for the itinerary. It is essential that you see your GP or a travel clinic at least six weeks before departure to make sure that you have taken all the necessary health precautions. Some vaccinations require more than one visit with a period of weeks between injections. For up to date medical advice you may wish to call the Medical Advisory Service for Travellers Abroad (MASTA) www.masta-travel-health.com. Other good health information services include www.nathnac.org and www.fitfortravel.nhs.uk 

The Guest must complete the Sense Africa Ltd Medical Declaration Form. Any Guest with a pre-existing or existing medical condition, illness, psychological/psychiatric illness (including depression and eating disorder) or disability or who is undergoing any sort of medical treatment should disclose to Sense Africa Ltd and Sense Africa Ltd reserves the right to cancel any application as a result of any such disclosure.  Sense Africa Ltd will not be liable for any illness or injury to any Guest caused by any failure to make  such a disclosure in full. 

You must also promptly advise us if any medical condition or disability which may affect your holiday develops after your booking has been confirmed.

Sense Africa Ltd can not be held responsible or liable for any disease, illness or medical condition contracted during the holiday.

The Guest should be aware that general standards of health, safety and hygiene in the countries to be visited will not be up to UK standards, and of the risk of injury, fatigue and disease inherent in visiting such countries.

Company and Guest Responsibility

The Guest’s booking is accepted on the understanding that they realise the potential risks and hazards that can be involved in holidays of this kind including injury, loss or damage to property, discomfort and inconvenience. The Guest also realises that they may travel to remote areas where possible problems may include: forces of nature; terrorism; civil unrest; war and accidents. The Guest also assumes any associated risks with altitude, illness, disease and physical exertion knowing that access to evacuation and/or suitable medical supplies and support may not always be available.

Mode of Transport: For each holiday, Sense Africa Ltd will use locally arranged transport including minibuses, coaches, trains, buses or river craft as shown in the specific holiday itinerary. The Guest agrees that the obligation of the Company to the Guest is to select competent, independent sub-contractors to provide reasonable transport given local conditions and any other services related to the holiday and to exercise reasonable care in selecting such suppliers. The Guest’s booking is accepted only on the understanding that safety standards in the developing world are not the same as in the UK and things like safety belts are often not available.

Accommodation: We do our best to provide interesting and safe accommodation, however the Guest’s booking is again only accepted on the understanding that safety standards in the developing world are not the same as in the UK and things like fire escapes are often not available. Accommodation, which forms part of the Guest’s booking, may only be used by the persons named on the booking form.  The Guest will be responsible for the cost of repairing or replacing any lost, broken or damaged items, including lost keys.

We do not accept liability for compensation should there be no fault on the part of the Company or its suppliers and the reason for the failure in the holiday arrangements was the Guest’s fault, the actions of someone unconnected with the holiday arrangements or could not have been foreseen or avoided by the Company or its suppliers even if all due care had been exercised. Where the Guest does suffer personal injury or death as a result of an activity forming part of the holiday arrangements booked with the Company, the same rules shall apply.

Our responsibility does not start until you meet the group at the designated start point overseas; usually the airport in the city at the start of the trip. We are not responsible for any additional expenses incurred by you in getting to the meeting point.

Code of Conduct

When you book a Holiday with Sense Africa Ltd you accept responsibility for the proper conduct for yourself and your party whilst on Holiday. If we or any other person in authority is of the reasonable opinion that you or any member of your party is behaving in such a way as to cause or be likely to cause danger or upset to any other person or damage to property, we will be entitled to terminate the holiday of the person(s) concerned. The person(s) concerned will be required to leave the accommodation or other service and we will have no further responsibility to them including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. You will be responsible for making full payment for any damage or loss caused by you or any member of your party during your time away. Payment must be paid direct at the time to the service supplier concerned failing which, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.

All participants are required to observe high standards of conduct and parents of unaccompanied minors will be asked to complete an in-loco parentis’ form prior to departure. Sense Africa Ltd reserves the right to send home any Guest, at the Guest’s own cost, who in the opinion of Sense Africa Ltd is unsuitable for the holiday / expedition. It is the responsibility of the Guest or other person acting in ‘loco parentis’ to advise Sense Africa Ltd in advance of any disabilities or any social or behavioural problems that the Guest currently has, or has recently experienced, which might affect the the Guest or other guests during the activity.

Sense Africa Ltd Leader 

If your Sense Africa Ltd representative is unable to accompany a safari due to illness or loss of family member Sense Africa Ltd reserves the right to substitute another recommended leader.

Behaviour 

When you book a Holiday with Sense Africa Ltd you accept responsibility for the proper conduct for yourself and your party whilst on Holiday. If we or any other person in authority is of the reasonable opinion that you or any member of your party is behaving in such a way as to cause or be likely to cause danger or upset to any other person or damage to property, we will be entitled to terminate the holiday of the person(s) concerned. The person(s) concerned will be required to leave the accommodation or other service and we will have no further responsibility to them including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. You will be responsible for making full payment for any damage or loss caused by you or any member of your party during your time away. Payment must be paid direct at the time to the service supplier concerned failing which, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.

Complaints

In the unlikely event that you have any reason to complain or experience any problems with your holiday arrangements whilst away, you must immediately inform Sense Africa Ltd at the time of occurrence thereby giving Sense Africa Ltd giving the opportunity to rectify the cause of the complaint. Most problems or complaints can be resolved while you are away, however if you remain dissatisfied, please write to us within 28 days of your return to the UK giving your booking reference and full details of your complaint. 

Your Financial Protection

Sense Africa Limited, ATOL no 6323, provides you financial protection. When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.

We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme.

If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the tour operator. You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

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Email

info@senseafrica.co.uk

Telephone

01275 877172

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0775 360 4446

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