Booking Details -Terms & Conditions

Booking Details | Terms & Conditions

MAKING A BOOKING

1. PROVISIONAL BOOKING
We ask you to contact us first to make a provisional booking which we’ll hold for one week.
To confirm this, send us your Booking Form available online or offline, and your deposit within this period.
  2. DEFINITE BOOKING
Fill in the Booking Form and return to us, with the specified amount per the Payment Schedule below.
We require that you read and agree to these Booking Conditions plus Privacy Policy as well as sign the Booking Form.
  3. OUR CONFIRMATION
On receipt of the Booking Form and payment we send you a confirmation of your booking.
After this your deposit is non-refundable except in the circumstances detailed below.
Further details of the tour are also sent at thi
s stage.

UNDERTAKING

Our undertaking to you is to act always with integrity, to meet all our legal and regulatory responsibilities, to provide full and accurate information about our tours and to tell you promptly if there are changes.

We aim
is to ensure that every client is truly satisfied with our services.

What we ask of you is to read and heed the information we send.

Your contract with Cape Insights exists from the time we receive your signed Booking Form and payment.

INSURANCE

A requirement of booking is that you have adequate travel insurance to cover, at minimum, such things as medical treatment, repatriation, loss of property and loss of payment to us in the event that you cancel a tour.

TRAVEL & HEALTH 

We count on you to make your own necessary visa arrangements, as well as take appropriate health measures.

Participants must have passports valid for six months after the date of return plus contain at least two unused pages for endorsements.

Since you are making your own international travel arrangements, the only proviso is that it is your responsibility to join your tour on time.

ELIGIBILITY & FITNESS

We require participants to have a level of physical and mental fitness which will not spoil other participants’ enjoyment by slowing them down, require disproportionate attention from the tour leader, or necessitate special arrangements being made.

If you are in any doubt about your own suitability, we ask that you make this known to us before you book.

We reserve the right to decline a reservation without necessarily giving a reason.

CHANGES

Circumstances sometimes arise which prevent us from operating the tour exactly as advertised, and we would try to devise a satisfactory alternative.

If the change represents a significant loss to the tour, we would offer compensation.

If you decide to cancel because the substitute is not accepetable, we would give a full refund. 

Wherever possible, we would advise you of such changes prior to departure, or we would adjust the itinerary to avoid a risky area.

We reserve the right to cancel any tour at any time. 

PRICES

Prices are in South African Rands (ZAR).

Tour prices cover virtually everything, and are specifiied in each itinerary.

Prices do not include air travel to or from South Africa.

We charge a single supplement to individual travellers who want to ensure that they have private rooms throughout a trip. 

We make every effort  to guarantee that the published cost will not change, but we reserve the right to make adjustments in the following circumstances:

Currency fluctuation
– where costs are subject to exchange rates, we will apply the differential (either way) to the price and adjust the balance accordingly when the final payment falls due.

Airfare and fuel surcharges – we will  pass on any increases up until the payment of the balance falls due.  

 

PAYMENT SCHEDULE

To book a Small Group Tour
We require a 10% deposit per person, per tour price.

Full payment or the balance of payment is due 10 weeks (70 days) prior to the start of the tour (or more where specified).
At this stage we require additional information, such as special requirements and your flight details.
Eight weeks before a Small Group tour starts, you receive full details of all aspects of the tour. 

Days prior to tour Cancellation fee p/p –  Small Group Tour
 71 +  100%  of deposit
 56 – 70  25%    of tour price
 31 – 55  50%    of tour price
 0 – 30  100%  of tour price

To book an Add-On Tour
We hold a provisional reservation for an agreed period (usually one week).
Full payment is required on confirmation of availability.
Should you cancel within 45 days of the start date, a 100% cancellation fee of the  tour price applies.

To book a Day Tour
Full payment is required on confirmation of availability.
Should you cancel within 30 days of the start date a 25% cancellation fee applies, and if less than 72 hours prior, a 100% cancellation fee of the tour price applies.

To book a
Custom Tour
An initial, non-refundable deposit is required per person of ZAR5,000.

Usually, to confirm the booking, 30% of the total tour price is required, and the balance of payment is due 90 days prior to the start date.

In some cases, an intermediate payment of 50% of the total tour price is required 180 days prior to the start date, and the final payment 90 days prior.

Days prior to tour Cancellation fee p/p – Custom Tour 
 91 +  100%  of deposit
 90 – 71  50%    of tour price
 70 – 31  75%    of tour price
 30 – 0  100%  of tour price

CANCELLATIONS 

We take as the day of cancellation that on which we receive your written / online confirmation of cancellation.

We might cancel a tour if there were too few participants for it to be viable.

Or if the health, security, or the safety of the participants was judged to be compromised by circumstances amounting to force majeure, such as civil unrest, hostilities, natural disasters or adverse weather conditions.

We reserve the right to cancel any tour at any time for any reason.

PAYMENT OPTIONS

When making payment, please instruct you bank to send the payment in South African rands (ZAR).

And heed our requirement that all bank charges incurred are for your own account – irrespective of type of tour.

We accept payment by bank transfer or credit card since we have an online payment portal.

Should you pay by credit card for a
Custom Tour or Add On Tour, we levy a supplementary fee to cover processing charges, in line with standard industry practice.

 

 

PROTECTION

Financial: Our online payment portal MyGate is approved by FNB, a division of First Rand Bank Limited, an authorised financial services and credit provider.

Consumer: Cape Insights offers and operates all tours listed herein. Registration No. 2006/224867/23.

We hold public liability insurance with SATIB (Safari & Tourism Insurance Brokers), the established leader in tourism, insurance & risk management services.

Our insurance policies comply with the European Union Directive 90/314/ EEC relating to the Travel Trade Act, 1995.

AFFILIATIONS

We operate some small group tours in association with companies that are fully accredited with SATSA (Southern Africa Tourism Services Association); ASTA (American Society of Travel Agents); IATA (the International Air Transport Association) and TRAVEL SMART.

LIMITS OF OUR LIABILITIES

As principal, we accept responsibility for most of the ingredients of a tour, except those in which the principle of force majeure prevails.

With independent suppliers or third party providers, there may be a failure or improper performance of some services, attributable to unforeseeable circumstances beyond our control, and for these Cape Insights may not be liable.

Our responsibilities are also limited where international conventions apply in respect of air, sea or rail carriers.

We are not responsible for any loss incurred on account of non-refundable or non-transferable air tickets or other unrecoverable travel costs.

INDEMNITY

To indemnify Cape Insights we ask that you read and agree to these Booking Conditions, as well as assume full responsibility for your needs in respect of personal insurance and health insurance, in case of any loss of property or illness, injury or death.

PRIVACY POLICY

By signing the Booking Form you are stating that you have read and agree to our Privacy Policy.
This can be found and read online, as well as our Protection of Personal Information Policy (POPI). 

SOUTH AFRICAN LAW

These conditions form part of your contract with Cpe Insights and are governed by the laws of South Africa. 
All proceedings shall be within the exclusive jurisdiction of the courts of South Africa.

Should any aspect of the tour be regarded as less than satisfactory, you are asked to bring the matter to our attention immediately, or to contact us in writing within twenty one days of the incident.

Cape Insights 
PO Box 15594
Vlaeberg  8018
Cape Town
South Africa

BOOKING FORM – OPTIONS

Click here for the online Booking Form

Download the offline Booking Form in PDF Format
Download Booking Form