Booking Terms, Payments terms, and Cancellation terms

Happy Way Safari Terms and Conditions

Agreement to Terms and Conditions

By booking with Happy Way Safari, you kindly acknowledge and agree to the following Terms and Conditions.

Booking Tours

a) Making a booking

Booking a safari or tour with Happy Way Safari is a collaborative and exciting experience. After sharing your travel preferences, we’ll help finalize the tour details and recommend the perfect package for your adventure.

Once we agree on the tour and provide a quote, you’ll receive payment details. A deposit secures your booking, and we’ll confirm your reservation upon receipt. You’ll also complete forms with your travel and dietary details. Special requests can be included in the Registration Form, and we’ll try to accommodate them. If we can’t, we’ll inform you in advance.

Please note, requests outside the Registration Form won’t be part of the contract, and Happy Way Safari reserves the right to decline a booking at any time before issuing final paperwork.

This process ensures a smooth, personalized experience for your safari or tour.

b) Price Guarantee

Once your booking is confirmed and the deposit is paid, we guarantee to honor the prices listed in your quotation, with the following exceptions:

Estimated price increases: If we have not yet received final prices from suppliers, we may include an estimated price increase. The client will be responsible for covering any increases, up to twice the estimated amount.
Government-regulated fees and taxes: Any changes to national park fees or taxes in Tanzania may result in additional charges for the client.
Fuel surcharges: Fluctuations in fuel costs may lead to extra charges for the client.
Major errors: In the event of a significant undercharge in our quotation, we reserve the right to withdraw the offer.
Exchange rate fluctuations: In rare cases, suppliers may apply an exchange rate surcharge due to large currency movements. The client will be responsible for any additional charges of this nature.

These terms ensure transparency and allow us to manage any unforeseen changes in the travel landscape.

Payment Terms

Payment schedules are as follows:

Camping safari: 15% deposit.
Safari in lodges: 30% deposit.
Tailor-made options: Deposit of 10% to 70%.

Final payments can be made on arrival, preferably in cash. Accepted payment methods include bank transfer, credit cards, and online payments (e.g., PesaPal). Banking details will be provided. All payments should be made to company accounts in Tanzania.

For group bookings, the group leader is financially responsible for the entire trip, and all communication should go through them.

Payment and Invoices

All payments and installments must be completed before the tour's start date. When making a payment via bank or wire transfer, clients should email a copy of the receipt to the Company for confirmation. Any additional costs, such as credit card fees or wire transfer charges, are the client's responsibility.

Currency

All quotations are in USD, EUR, and TZS. We prefer cash payments in USD but also accept EUR and GBP. Payments should be made via bank transfer to our provided account details.

Tour Element Modifications

a) Changes by the Company

The payment duties are based on the assumption that the trip can be booked as quoted. While we strive to follow the itinerary, Happy way Safari reserves the right to make changes for the client's convenience. In case of delays or alterations due to unforeseen factors like weather, strikes, or civil unrest, the client is responsible for any extra costs, such as accommodation, meals, or flight changes. We recommend travel insurance for such events.

For group tours with different package options, we may adjust the itinerary to accommodate all members without affecting the overall duration or destinations.

In cases of room availability or unforeseen issues, we may not book the trip as quoted. However, we may make minor changes like adjusting lodges or transportation providers, which won’t affect payment obligations. These changes won’t be grounds for canceling the trip without penalties. Price reductions will be reflected in the final cost, and for price increases, we will seek client approval or absorb the extra cost. Clients must accept any changes arising from errors or omissions, except those that could not be reasonably identified by the group leader.

b) Changes by the Client or Client Representative

If the client wishes to make changes after payment and deposit, an amendment fee may be charged to cover administrative costs. Since itinerary changes can be time-consuming, we recommend minimizing alterations where possible. Standard cancellation charges will apply if any part of the booking is canceled. However, adding to an existing booking generally does not incur an amendment fee.

Cancellation

If an individual cancels less than 10 days before the tour, the tour fees will be forfeited. However, in exceptional circumstances that can be proven, we may consider a refund.
If the cancellation occurs more than 10 days before the tour date, a refund will be offered (except for lodging tours, where the refund is subject to the accommodation’s policies), minus any bank transaction fees.
Exchanges are allowed, but refunds will not be given for individual tours that are canceled. We highly recommend purchasing full insurance coverage for your tour package and airline tickets to protect yourself in case of cancellation or changes.
In some cases, a credit note for the deposit may be offered, particularly for bookings made during shoulder seasons.
For clients traveling from Zanzibar, if we’ve arranged your domestic flight and you cancel the tour, a 50% charge of the flight ticket cost will apply, as we incur cancellation fees.

Modifications and Cancellations by the Company

On rare occasions, we may encounter a supplier failure or the inability to deliver an approved service. For example, a safari operator may be unable to set up a mobile camp due to changes in park regulations, road closures, or extreme weather conditions.

A more common, though still infrequent, issue is an error during the booking process that results in the unavailability of certain elements of the trip. In both cases, we will make every effort to provide a suitable replacement that does not affect the overall booking, payment, or delivery. If a suitable alternative is not available, we may need to discuss a more significant change with you.

Happy Way Safari reserves the right to cancel a tour before departure in situations involving terrorism, natural disasters, political instability, or any other factors that make the planned itinerary unviable. In such cases, we will refund all land payments received, releasing the Company from further liability.

Please note, the Company is not responsible for any incidental expenses you may incur as a result of your booking, such as visa fees, vaccinations, or non-refundable air tickets.

Insurance

Travel and Medical Insurance is strongly recommended for all Happy Way Safari participants. Your policy should cover trip cancellation, medical expenses, evacuation, death, and loss or theft of belongings.

Clients are responsible for their own insurance, and Happy Way Safari is not liable if coverage is inadequate. Activities like para-sailing, scuba diving, and horse riding are at your own risk. We advise reviewing your policy, as some may not cover high-risk activities.

Ensure you have comprehensive insurance from the moment you book to protect your trip from unforeseen events.

Tour Suitability and Inappropriate Behaviour.

We reserve the right to terminate a trip without notice if a customer's behavior causes distress, danger, or annoyance to others, or if it’s deemed illegal or damaging.

As our trips can be physically demanding, it’s your responsibility to disclose any mobility limitations or health concerns at the time of booking and inform us of any changes before the trip. If, in our opinion or the opinion of any operator or authority, you are unable to meet the demands of the trip, we may terminate your arrangements without notice. In such cases, all obligations will cease, and full cancellation charges will apply, with no refund or compensation.

Problems arising during a trip.

If any issues arise during your trip, we kindly ask that you inform the Company, your guide, or our agents as soon as possible so we can address the matter promptly. We are usually able to resolve problems quickly and to your satisfaction.

Please note that complaints raised long after the event, without giving us the opportunity to address the issue, may not be considered. If you do have a complaint after your trip, any evidence you can provide, such as photos, will be very helpful. When determining if a refund is warranted, we will work with the supplier, so any concessions you can negotiate with them directly will assist in reaching a speedy solution.

Liabilities and their limitations.

Happy Way Safari and its agents are not liable for any claims, losses, damages, injuries, death, costs, delays, inconvenience, or other issues arising from factors beyond our control, such as changes in schedule, overbooking, third-party defaults, natural disasters, strikes, terrorism, or accidents, including those involving wild animals.

We are not responsible for services provided by third-party operators, such as hotels, carriers, or excursion providers. We advise guests to be aware of potential risks and scams, especially in public places, and note that we don’t accept responsibility for additional services not part of our contract, including optional excursions.

We ensure that our services comply with Tanzanian laws, even if they differ from your home country’s regulations. If services meet Tanzanian laws but lack certain safety features common in your country (like child seats), they will still be considered properly provided.

For activities and excursions not organized by us, we do not accept liability, even if we assist with bookings. These are independent services offered by local operators and do not form part of our contract.

If your flight is delayed or canceled, you must pursue compensation directly with the airline under the applicable regulations. We are not responsible for any compensation due to flight issues, as your rights with the airline are separate from our obligations as your tour operator.

Transfer Problems.

If any part of your trip experiences an issue, such as a boat or plane not departing, we will do our best to rearrange things and minimize the impact. However, we cannot be held responsible for any additional consequences that may arise. While it's not typically necessary, we do recommend checking with local operators for the most up-to-date transport schedules.

In Tanzania, it's always good to allow some flexibility in your schedule. We try our best to avoid situations where delays or changes could disrupt your plans, and we’ll inform you of any potential risks. Please also note that Tanzania isn’t always equipped for last-minute arrangements, so bookings made less than seven days in advance are entirely at your own risk.

Health and Safety Expectations.

We know the last thing you want is to fall ill during your travels. It’s important to ensure you’ve taken all necessary health precautions before your trip. Vaccination requirements can change, so we recommend visiting a local travel health specialist for up-to-date advice. For general information, you can also check CDC Travel.

Please remember that when traveling to Tanzania, the standards of hygiene, security, and service may differ from what you're accustomed to in more developed areas. A common concern is that some travelers may not take the necessary health precautions, which can lead to problems.

Additionally, you may find that some facilities, like child seats, may not be available, and health and safety conditions may not meet the expectations you have from home. If you have specific concerns, we encourage you to inquire before your trip, as we are unable to offer special cancellation terms for issues related to health and safety conditions. Your well-being is important to us, so preparing in advance is always the best choice!

Terms and Conditions of Suppliers.

Many of the wonderful services included in your trip are provided by independent suppliers, each with their own terms and conditions. These may limit or exclude their liability, often in line with international agreements. If you'd like, we can provide you with copies of the relevant terms from the supplier.

To ensure our customers are protected, we’ve taken thoughtful steps to offer you peace of mind. Since our clients come from all over the world, we’ve set up our business with your security in mind:

We pay our suppliers well in advance of your arrival, so your bookings are secure even if something unexpected happens with our company.
We keep our profits in a separate account until after you’ve returned from your trip, ensuring your payments are safe and your booking remains intact.
We strongly recommend that all customers have travel insurance, taken out at the time of booking, to protect against any unforeseen changes.

In this way, we aim to offer you maximum protection, giving you confidence and security for your journey with us.

Legal Jurisdiction.

Tanzanian law will govern our contract and any matters that may arise between us. Should any dispute or issue occur, both parties agree that it will be resolved exclusively through the courts of Tanzania.

Fraudulent inquiries.

We kindly request that all inquiries be genuine. Any requests for quotations or information that appear to be from competitors or potential suppliers, disguised as customer requests, will be treated as fraudulent. If we discover any such situation, we will pursue the matter in court to the fullest extent, seeking compensation for the time spent investigating and the unfair advantage gained in a competitive environment. We value transparency and fairness in all our dealings.