Terms and Conditions
The following booking conditions, together with the information set out on the
relevant Tour page of the UK Wildlife Safaris website will form the contract between
you and us for your holiday with us.
In this contract a reference to “you” and “your” include the lead-named person on the
confirmation invoice (who must be at least 18 years old at the time of booking) and
all persons on whose behalf a booking is made.
We are UK Wildlife Safaris Ltd of Unit 4, Shawwell Business Centre, Stagshaw
Road, Corbridge, Northumberland. NE45 5PE
In this agreement, the following definitions apply unless the context requires
“Meeting Point” means the place specified by us in the Tour Pack as the
place we will meet and start your holiday.
“Start Date” means the date on which we meet to start your holiday.
“Tour” means a holiday organised by UK Wildlife Safaris Ltd.
“Tour Pack” means whatever documents we send to you in hard or
soft copy to provide information about your Tour.
2. What is in the holiday
2.1. The following items are included:
2.1.1 travel from the Meeting Point to your return to the departure
point (which is likely to be the same place);
2.1.2 accommodation and all meals (unless otherwise stated in the
2.1.3 drinking water;
2.1.4 services of one or more leaders;
2.1.5 a donation to a designated conservation project as stated on
2.2. The following items are not included
2.2.1 return flights or travel to the Tour destination;
2.2.2 all other costs incurred before you board transport at the
Meeting Point and after you return to the departure point;
2.2.3 travel insurance or any other insurance personal to you;
2.2.4 passport and visa costs;
2.2.5 vaccinations and medication, before, during and after the Tour;
2.2.6 food and drink over and above what we include in the Tour;
2.2.7 gratuities you choose to give, in addition to any we give on
your behalf where we consider appropriate.
3. Booking your holiday
3.1. You can book at any time after our brochure is printed. We will hold a
provisional booking for seven days to allow you time to send us your
deposit. We follow this strictly because many holidays are booked up
fast. When we receive your deposit, we will send you a confirmation
invoice which confirms your booking. The contract between us comes
into existence at that time. You undertake to pay for the holiday you
have booked and we undertake to provide you with the holiday we
describe in the brochure.
3.2. If you make a booking on behalf of others as well as yourself, we shall
take it that you have the authority of each of those other people to
enter into the contract on the basis of these booking conditions and
that you and they have agreed to be jointly and severally liable to us.
3.3. If we are unable to accept your booking, we will of course return your
payment to you immediately. The balance payment for all tours is due
at latest 2 months before departure. We will send you a reminder 1 – 2
weeks before the balance due date. If you are making your booking
within this period, full payment will be necessary immediately.
3.4. Where the cost to us of any part of the tour increases, we reserve the
right to pass on that increase to you and to change the price of unsold
holidays. We will return to you the balance if our costs change
significantly in your favour.
3.5. You can give us your personal details, insurance, special requests,
medical conditions, next-of-kin and passport details by completing a
form we shall send to you.
3.6. For bookings made within 2 months of departure, we require full
payment within 24 hours of a verbal booking. It is also essential that
you give us your passport details so that your flight tickets can be
3.7. For some tours we are able to make provisional bookings. In other
cases we have to use scheduled flights. Availability and prices of these
flights can change significantly, so we book them as soon as possible
after a tour becomes viable. You are therefore liable to us for the cost
of the flight as soon as you receive our invoice for the flight or the
3.8. If you book a holiday less than two months prior to the departure date
you must send us the full payment at the time of booking.
4.1. You can pay by either giving credit or debit card details, or by sending
a cheque through the post. (We accept VISA, MasterCard, Delta or
Maestro, but not American Express). For payment by credit card there
is a charge of 2% of the transaction amount. We do not keep your card
4.2. All payments to us may be made by cheque payable to ‘UK Wildlife
Safaris Ltd’. We shall take account of your cheque on the date it is
cleared into our account. We do not accept post-dated cheques.
4.3. Alternatively, payment may be made by electronic transfer for which full
information will be provided at the time of booking.
4.4. The last date for payment of the balance of the cost of your holiday will
be due to us at least two months before the Tour Start Date. We will tell
you that last date for payment after we have confirmed our acceptance
of your booking.
4.5. If you do not pay us before the last date for payment, we reserve the
right to treat your booking as cancelled. If we do that, you accept that a
cancellation fee will be due to us.
5. Surcharges and refunds
5.1. The prices given on our web site and in our brochure are calculated at
costs current at the time we fixed them. If costs rise or adverse
currency exchange rates apply, you agree that we may increase prices at any
time to a maximum of 5% of the advertised cost of the Tour. If
we do this we shall tell you the costs which have risen and the
percentage by which they have risen.
5.2. No matter what the increase, we shall not increase the cost less than
two months before the departure date.
5.3. If we increase the price of your Tour by more than 5%, you are free to
cancel. In that circumstance we will return to you all money paid to us.
5.4. A minimum number of participants are required in order for a Tour to
be viable. In the unusual event that we cancel a Tour, we shall return
the full amount of your deposit or other payment.
6. Changes and cancellations by you
6.1. We will try to accommodate any change you are compelled to make,
but we cannot promise to do so. If we do, you agree to pay an
administration fee of £ 50 and any additional cost of a different
arrangement. Please note that an airline may treat a change as a
cancellation and create a new booking, charging a 100% cancellation
6.2. Only the person who made a booking may cancel. The cancellation
takes effect from the date at which a written notification reaches our
6.3. If you cancel, your deposit and any flight costs which have been
invoiced, will be forfeit.
6.4. We shall charge an additional sum related to the time remaining before
the date of departure, as follows:
Up to 2 months: Deposit plus invoiced flight cost, if any
2 months- 41
35% of tour cost
40 – 29 days: 55% of tour cost
28 – 8 days: 75% of tour cost
7 – 3 days: 90% of tour cost
48 hours: 100% of tour cost
6.5. If circumstances force you to leave the Tour early, you will have to bear
any additional costs yourself.
6.6. In any circumstances giving rise to cancellation, we will consider
allowing you to transfer the money you have paid, to some other UK
Wildlife Safaris Tour or this booking to some other person. That person
must meet any conditions which may apply to the booking and you,
must ask for the transfer not less than 42 days prior to the Tour Start
7. Changes and cancellations by us
7.1. We reserve the right to change travel and tour arrangements. This is
necessary because many of our tours involve variables which are
outside our control. These include, weather, political issues, currency
problems, flights and accommodation issues.
7.2. We shall tell you about small changes before departure. If we think a
necessary change is important, we will tell you about it as soon as we
can and give you the opportunity to either accept the change, or take
an alternative holiday (paying or receiving a refund / credit in respect of
any price difference), or cancel and accept a full refund.
7.3. If such problems occur during a tour, we will make alternative
arrangements so as to comply as closely as possible to the description
of the tour in our brochure.
7.4. If a problem occurs which is so serious that we have to cancel a tour
before the date of departure, you may choose to accept either an
alternative holiday (paying or receiving a refund/credit in respect of any
price difference) or a full refund of all money paid.
7.5. In certain cases we may pay compensation too, at our discretion.
7.6. We are not liable to you in any circumstances for loss or damage or
loss of your holiday when:
unusual and unforeseeable circumstances arise which are beyond our
control, the consequences of which we could not have avoided even
with all due care; or
the change is not significant. We are not liable to pay you any
additional travel or any other costs, expenses or losses which you incur
as a result of any change or cancellation by us, such as changes to
times of connecting flights or other travel arrangements.
7.7. We reserve the right to cancel any Tour, for which there are not
enough bookings, not less than four weeks prior to departure. In the
event of our cancellation, your deposit (and any other payment you
may have made to us) will be refunded in full, or, if you prefer,
transferred to an alternative UK Wildlife Safaris holiday.
You agree that all these provisions are reasonable.
8. Payment Protection
In order to comply with the Package Travel, Package Holidays and Package
Tours Regulations 1992, all payments received by us will be held in a trust
account until the completion of the Tour.
9. Travel Insurance
9.1. It is a strongly recommended that when booking a UK Wildlife Safaris
Tour that you take out appropriate travel insurance. You must send us
proof of cover when you make payment of the balance due for your
Tour. We cannot approve the cover you have bought and are not
responsible if it is inadequate.
9.2. Cover should be obtained not only against normal travel risks, but
against additional risks appropriate to the destination country. In
particular, local road transport insurance may be inadequate, so you
should check that your cover includes accidents happening whilst you
are a passenger in a vehicle.
9.3. We advise that you should also check that any valuable optical
equipment is covered either in your travel policy or your home contents
10. Passport, Visa and Health Requirements
Please note carefully:
10.1. to be absolutely safe, it is a good idea to make sure your passport is
valid for at least six months after the date of return of your Tour;
10.2. remember to apply for any necessary visa in good time;
10.3. check with your GP what vaccinations and medication you may require
and allow time to obtain them. Details are also available from
10.4. If you are a national of an EC country and are taking a European tour,
you should take your European Health Insurance Card (EHIC)
available from main Post Offices or online. It is your responsibility to
ensure that you obtain all necessary inoculations, take all necessary
medication and follow all medical advice in relation to your holiday.
Remember to bring certificates and confirmations with you in your hand
10.5. If you need professional medical care whilst on a tour, we will try to
obtain it and inform your travel insurers as quickly as practically
possible. Please ensure that you provide us with your next of kin
details so that we can make arrangements for them to be contacted in
10.6. You agree to repay to us all costs we incur in providing this assistance,
including payment for any transport and telephone calls must be
reimbursed to the company. We will give you a receipt on your return,
for you to pass to your travel insurers.
11. Tour Information
Approximately four weeks before the Start Date, we shall send you a pack of
information relating to your Tour. This information will include:
11.1. location of Meeting Point and time of meeting;
11.2. climate and clothing recommendations;
11.3. any important details relevant to a particular site that we may visit;
11.4. a checklist of species we are likely to encounter.
We will arrange accommodation as close as reasonably possible to the sites
we visit. Accommodation will be in good quality hotels or lodges. Occasionally
it may be necessary to use bed and breakfast accommodation. En-suite
facilities will be provided wherever possible. We will discuss your exact
accommodation requirements when you have made a booking, but please
12.1. we reserve the right to change accommodation to that stated on our
website itineraries – (see below “changes of itinerary”).
12.2. single rooms are normally available at an extra cost. However, if you so
wish, it may be possible for you to share a room.
12.3. accommodation in some countries will be of a lower standard than
comparable accommodation in the UK.
13. Changes of Itinerary
13.1. Despite careful planning, it is possible that a site may become
inaccessible due to matters outside our control, for example through
natural disaster or political turmoil.
13.2. It is also possible that new information on the movement of species
(birds in particular) will in our opinion benefit the Tour participants
generally by providing better viewing opportunities.
13.3. We may therefore decide to make changes to the itinerary to
accommodate either of the above possibilities. We will tell you of any
such change as soon as we decide to make it. If that happens, you
may transfer to an alternative holiday. If your chosen alternative is of a
lower price we will refund the difference. If it is of a higher price, you
must pay the difference
14. Baggage restrictions
We have to work within the restrictions laid down by any carrier we use.
Policies vary from one carrier to another and from time to time. We will tell you
the exact allowances and terms after you have made a booking with us.
If you have an unusual requirement, perhaps for medical reasons, do contact
us and we will try to help you immediately.
15. Limitations on our liability
We want you to enjoy a perfect holiday with UK Wildlife Safaris Ltd. We shall
do our best to make your holiday special for you. Nonetheless, we must make
clear the limitations in law. We are not liable to you for:
15.1. any event which happens before you board our transport at the
Meeting Point or after you leave our transport at departure;
15.2. any problem arising from your failure to reach the Meeting Point on
time, for whatever reason; (though we would do our best to help you in
any way we reasonably could)
15.3. the numbers or quality of wildlife you see on your tour;
15.4. any aspect of goods or services you buy or accept other than those
arranged by us;
15.5. medical problems or physical difficulties, even if you have told us about
them in advance;
15.6. medical emergencies;
15.7. your own carelessness or negligence in any aspect of your behaviour
whilst with us;
15.8. changes we reasonably make to an itinerary or to accommodation or
any other aspect of the management of a Tour;
15.9. problems or issues which we could have resolved whilst on a Tour but
which you raise only after your return.
15.10. injury, illness, death, loss (including loss of enjoyment or possessions),
damage, expense, cost or other sum or claim of any description
whatsoever which results from either:
15.10.1 the act or omission of you or anyone in your party;
15.10.2 the act or omission of a third party not connected with the
provision of your holiday.
15.11. services we have not provided. The services and features included in
your Tour are those specified in our web site. If you choose to buy
other goods or services during your holiday, those are not part of the
package we provide, even if arranged at your request through our Tour
leader. Accordingly, we are not liable to you for any happening in
connection with that service or those goods.
16. Local standards
16.1. Laws, standards, culture and attitudes are different in many countries
from what you reasonable expect at home. We are not responsible for
standards of service, safety, hygiene and behaviour which may be
lower than you are used to or which you expected.
16.2. We do not make any representation or commitment that all services will
comply with applicable local laws and regulations and failure to comply
does not automatically mean we or the service supplier has not
exercised reasonable skill and care.
16.3. Please also note that we will only be responsible for what our
employees, agents and suppliers do or do not do if they were at the
time acting within the course of their employment (for employees) or
carrying out work we had asked them to do (for agents and suppliers).
17. Limitation of compensation by international conventions
17.1. We and you are subject to international conventions, when they apply.
This may limit the amount of a claim you may be make, against us or
anyone else. The most we will have to pay you for many claims for
personal injury will not exceed what a carrier would pay under, for
example, the Warsaw Convention or the Montreal Convention for
international travel by air, or the EC Regulation on Air Carrier Liability,
or the Athens Convention for international travel by sea, or the
Convention on International Travel by Rail. Please note: where a
carrier would not be obliged to make any payment to you under the
applicable international convention or regulation in respect of a claim or
part of a claim, we similarly are not obliged to make a payment to you
for that claim or part of the claim. When making any payment, we are
entitled to deduct any money which you have received or are entitled to
receive from the carrier for the complaint or claim in question.
17.2. Where we are found liable for loss of and/or damage to any luggage or
personal possessions (including money) where international
convention or regulation does not apply, the maximum amount of
compensation we will pay you will be £500.
17.3. Other than as set out above, and as is detailed elsewhere in these
booking conditions, we shall have no legal liability whatsoever to you
for any loss, damage, personal injury or death which you suffer arising
directly or indirectly from any aspect of your holiday.
18. Flight and other transport delays: limit of our liability
18.1. There is no guarantee that flights, trains or ferries will depart at the time
specified. If they do not, we are not liable to you for any delay or
cancellation or for any failure to take what you think are the best
actions to have taken in particular circumstances.
18.2. In the case of air travel, the airline is responsible for providing
assistance under the Denied Boarding Regulations. We will try to keep
you informed throughout the period of any delay.
18.3. Our policy if a delay occurs, is to continue with our plans until the flight
(or other form of transport, if relevant) is cancelled with no suitable
alternative flight being offered by the airline. However, if we considered
it impossible to find a reasonable alternative form of transport, we
would cancel the holiday and refund you all holiday payments.
18.4. Where any delay in returning home lasts for longer than 24 hours, the
airline should continue to meet your accommodation and reasonable
meal expenses. This will be the case where the airline is an EU carrier
or was due to depart from an EU airport. They may, however, require
you to stay at the accommodation and take the meal arrangements
they provide. We regret we cannot meet such expenses where the
airline does not do so, or where you choose not to accept the
18.5. If you wish to find at any time to return home early or independently, for
example by booking an upgrade with the airline or by organising
overland travel, we will provide whatever assistance we can. All
expenses involved in doing so will be your responsibility.
18.6. EC Regulation No 261/2004 (The Denied Boarding Regulations) apply
where the airline is an EU carrier or the affected flight was due to
depart from an airport within the EU. Where applicable, you must
pursue the airline for the compensation or other payment due to you.
The compensation set by the regulations is your full entitlement. It
covers, for example, distress, disappointment, inconvenience or effects
on other arrangements. We have no liability to make any payment to
you in relation to the Denied Boarding Regulations or in respect of any
flight cancellation or delay, downgrading of any flight ticket or denial of
18.7. If, for any reason, we make a payment to you or a third party which the
airline is responsible for in accordance with the Denied Boarding
Regulations, you agree, when requested, to assign to us the rights you
have or had to claim the payment in question from the airline.
18.8. If your airline does not comply with these rules you may complain to
the Civil Aviation Authority on 020 7453 6888 or by e-mail to
firstname.lastname@example.org or see www.caa.co.uk – “Referring
Your Complaint to the CAA”.
18.9. Remember that transport and other service providers have their own
booking conditions or conditions of carriage or service. You will be
bound by these as far as that service is concerned. Such conditions
may limit or exclude liability on the part of the relevant provider and
they are often also subject to international conventions.
19. Help we need from you
19.1. Most UK Wildlife Safaris holidays require reasonable physical fitness
and appropriate footwear. You should be prepared to walk up to a
couple of miles a day, sometimes on uneven or slippery surfaces.
19.2. To satisfy the majority of our clients, we apply “no smoking” rules in the
same way that they are applied by law in the UK. Please note however,
that smoking is permitted in some countries we may visit so we cannot
prevent third parties from smoking in a bar or restaurant.
19.3. If we provide medical help to you, whether or not you specifically ask
for it, we will provide receipts for all costs (for your insurer) and you
now agree to repay us that cost on your return from the Tour.
19.4. If at any time, it is our opinion (given by any of our staff or Tour
leaders) that you are acting in a way which may cause accident, injury,
discomfort or extreme displeasure to any other Tour member, we may
exclude you from the programme for the remainder of the Tour. You
will understand that this extreme action will not be taken lightly but may
be necessary to protect the health, safety or enjoyment of other clients.
We shall try our utmost to provide a happy and fulfilling holiday, but if we fail
in any way, do please raise any issue with your Tour leader immediately. If
your complaint cannot be satisfied it is not dealt with to your satisfaction at the
time of reporting it to the leader(s), then you should give us full details in
writing, immediately on your return. We cannot respond to verbal complaints.
21.1. In this agreement unless the context otherwise requires:
21.1.1 a reference to a person includes a human individual, a
corporate entity and any organisation which is managed or
controlled as a unit;
21.1.2 any agreement by any party not to do or omit to do something
includes an obligation not to allow some other person to do or
omit to do that same thing;
21.1.3 except where stated otherwise, any obligation of any person
arising from this agreement may be performed by any other
21.2. If any term or provision of this agreement is at any time held by any
jurisdiction to be void, invalid or unenforceable, then it shall be treated
as changed or reduced, only to the extent minimally necessary to bring
it within the laws of that jurisdiction and to prevent it from being void
and it shall be binding in that changed or reduced form. Subject to that,
each provision shall be interpreted as severable and shall not in any
way affect any other of these terms.
21.3. For the purposes of the Data Protection Act 1998 you consent to the
processing of his personal data (in manual, electronic or any other
form) relevant to this agreement, by us and/or any agent or third party
whom we nominate. Processing includes but is not limited to obtaining,
recording, using and holding data and includes the transfer of data to
any country either inside or outside the EEA.
21.4. The parties agree that electronic communications satisfy any legal
requirement that such communications be in writing.
21.5. In the event of a dispute between us, you undertake to attempt to settle
the dispute by engaging in good faith with us in a process of mediation
before commencing arbitration or litigation.
21.6. This agreement does not give any right to any third party under the
Contracts (Rights of Third Parties) Act 1999 or otherwise, except that
any provision in this agreement which excludes or restricts the liability
of our directors, officers, employees, subcontractors, agents and
affiliated companies, may be enforced under that act.
21.7. We are not liable for any failure or delay in performance of this
agreement which is caused by circumstances beyond our reasonable
21.8. The validity, construction and performance of this agreement shall be
governed by the laws of England and Wales and the Agent agree that
any dispute arising from it shall be litigated only in England and Wales.