Our terms & conditions

BOOKING NOTES FOR AFRICA TRAVEL & SAFARI

Travel Documents and Visas
 
A valid passport is required for all international travel. Passports must be valid for at least 6 months after your return from your trip. In certain cases foreign passport holders require entry, re-entry or departure permits and/or visas to enter a country. Active Africa will endeavour to help you with any visa queries you might have and all information is given in good faith. However, it is solely your responsibility to ensure that you have the correct visas. Active Africa will not be held liable for any delays, costs incurred or other inconvenience caused, if you are not allowed entry into a country.
 
Please note that anyone travelling to South Africa needs to have at least TWO BLANK pages, which lie side by side in his/her passport, upon entering the country. Failure to do so might result in you being denied entry into the country or you might not even be allowed to board your aircraft. A parent travelling with children, without the other parent being present needs a letter of consent from the other parent, endorsed by the police.
 
We recommend that you have at least one blank page in your passport for every country visited.
Vaccinations
 
It is important that you speak to your doctor or local travel clinic to receive the latest information about vaccinations and to ensure that all your vaccinations are up to date before setting off on your overland tour. Certain countries require a yellow fever booklet. Please note that it is solely your responsibility that your vaccinations are up to date and that you carry proof of your vaccinations with you. Active Africa will not be held responsible in case of any delays or costs incurred if you are not allowed entry into a country.
Insurance
 
It is a condition of booking, that the sole responsibility lies with you to ensure that you carry the correct comprehensive travel insurance and medical insurance to cover yourselves, as well as any dependents/travelling companions for the duration of your trip in Africa. This insurance should include cover in respect of, but not limited to, the following eventualities: cancellation or curtailment of the tour, emergency evacuation expenses, medical expenses, damage/theft/loss of personal baggage, money and goods. Active Africa, including our representatives and employees, will take no responsibility for any costs, losses incurred or suffered by the guest, or guest’s dependents or travelling companions, with regards to, but not limited to, any of the above eventualities.
 
 
This should be arranged at the time of payment of the deposit in terms of Clause 11 or full payment in terms of clause 14 to cover you for cancellation from that time. You acknowledge that it is your responsibility to take travel insurance and that the cost thereof will be for your account. 
 
Should you opt to make use of Active Africa’s embedded travel insurance, the onus is on you to fully understand the terms of coverage. Furthermore, should the need arise to claim against this insurance, the responsibility for the claim remains with you. Active Africa will assist, where required, with documentation required for submission of the claim. However, Active Africa will not be responsible for submission of the claim nor for any unpaid claims.
 
We strongly recommend that you check what you are covered for as not all travel insurances provide you with adequate cover for adventure activities. Please note that the free credit card insurances do not give you adequate cover and you will have to take out additional cover.
 
Air Travel
 
Active Africa cannot be held responsible for any flight cancellations, schedule changes or re-routings. The airlines reserve the right for these changes and we will endeavour to assist you with the best alternative options where possible.
 
BOOKING CONDITIONS

Preamble
 
Active Africa provides clients with travel and/or other services as an agent for and on behalf of principals and/or other agents engaged in or associated with the travel industry, including inter alia, airlines, tour operators, hotels, shipping companies, car hire and other providers of air, land, sea or any other travel arrangements, products or services (collectively hereinafter referred to as “the suppliers”). Active Africa will provide, on request, the identity, terms and conditions of the suppliers relevant to the service being provided for your booking.
 
Liability
 
Active Africa represents airlines, tour operators, service suppliers and other travel organizations as an agent only and accordingly, on receipt by Active Africa of any booking (which booking shall be deemed to constitute your acceptance of these terms and conditions), Active Africa shall transmit any such booking to the supplier concerned and endeavour to secure all reservations and arrangements promptly.
All vouchers, receipts and tickets are issued subject to the terms and conditions specified by the suppliers. Acceptance of the vouchers or tickets and/or utilising the services comprising any Active Africa tour or package is deemed to constitute your acceptance of the suppliers’ terms and conditions.
Whilst Active Africa will take reasonable steps to secure your reservations promptly and to ensure your comfort and safety, participation in any tours or packages offered by the suppliers (including transportation to and from any venues) is at your own risk. Accordingly, you and any person on whose behalf you have booked, will have no claims (whether for loss, damage, injury, accident, delay or inconvenience to any person and/or their luggage or other property) against Active Africa, its employees, agents and assigns (including any holding, parent, subsidiary, affiliated or associated company or any representative thereof), howsoever such loss may occur and whether the same shall arise from or be occasioned by the negligence of the indemnified parties or otherwise.
The suppliers may be indemnified against any liability for any damage or loss (howsoever arising) that you may suffer in that they act as agents themselves or have contracted out of liability and it is therefore recommended that you take out adequate insurance cover.
 
Bookings, Change of Arrangements, Routes and Prices
 
“The booking” or “the reservation” refers to part or all of the travel arrangements for transportation, accommodation, sightseeing and other linked travel services made on behalf of a client with the suppliers, and excludes services of a peripheral nature as described or similar to those described in Clause 19.
Active Africa will endeavour to promptly confirm the status of any booking in writing. Where Active Africa is unable to do so, failure to provide written confirmation shall not negate the validity and/or conditions of the booking, nor will the failure of Active Africa to do so constitute an act of negligence on its part.
In the event of there being an unscheduled extension to the booking caused by flight delay, bad weather, strike or any other cause that is beyond the control of Active Africa, it is understood that expenses relating to such unscheduled extensions (e.g., hotel accommodation) will be for your account.
In the event that any supplier is unable to provide the service booked on your behalf, Active Africa will endeavour to offer you alternative arrangements of similar classification and in the same area, wherever possible. Should you be unwilling or unable to accept the alternative arrangements offered by Active Africa, any refunds to which you may be entitled is subject to the terms and conditions of the relevant supplier. Any refund in respect of any commission paid or payable to Active Africa shall be at the sole discretion of Active Africa.
Whilst every effort is made to adhere to the confirmed itineraries, Active Africa reserves the right to effect changes should this be deemed necessary. In such cases, where an alteration to the tour itinerary is necessitated by, for example, a change in weather conditions, this does not constitute any ground for a refund.
Full payment is due at time of confirmation for all air tickets and where the booking value is less than R 20 000.  Unless otherwise required by our suppliers, all other bookings require a deposit payment equal to 30% (thirty percent) of the quoted booking price at time of confirmation. One hundred percent (100%) of the booking fee is due if the booking is made less than 60 days before travel date. The deposit constitutes part of the booking conditions and Active Africa reserves the right, without prejudice to any other rights that it may have, to cancel any booking in the event of the deposit or any part thereof not being received by the due date specified therefore.
The quoted booking price is based on tour prices, fares, hotel prices, land costs and other relevant costs prevailing at the date of the quotation provided by Active Africa. You agree that in the event of there being any increase in any such costs prior to receipt by Active Africa of the final payment as contemplated in Clause 14 below, such increase shall be for your account (unless otherwise agreed to by Active Africa or the supplier concerned) and shall be payable, without deduction or set-off, simultaneously with the final payment contemplated in Clause 14 below.
Any increase in the booking price occasioned by the fluctuation in rates of exchange between the date of quotation and the date of final payment in terms of Clause 14 below shall similarly be for your account.
 
Payment and additional charges
 
Final payment for any booking must be irrevocably credited to the account of Active Africa at least 80 days prior to the date of departure, unless specific arrangements have been made with and confirmed in writing by Active Africa.
Any bookings made less than 60 days prior to the departure date must be accompanied by the full quoted and confirmed price, unless otherwise agreed to in writing by Active Africa.
Final invoicing is based upon the quoted and confirmed price, less any deposit paid, plus any additional charges (including but not limited to any disbursements incurred by Active Africa for and on your behalf) that may have accrued in terms of this agreement. Payment of any such invoice and/or statement must be made in full, without deduction or set-off, on the due date therefore, notwithstanding cancellation of all or any part of the services booked by Active Africa.
Failure to make final payment on the confirmed due date will lead to cancellation of booked services and the loss of all monies paid to date.
Aside from passport, visa and other peripheral service fees (additional fees) as contemplated in Clause 19 hereunder, Active Africa reserves the right to claim late booking charges, communications, consultation, administration and amendment fees where applicable.
 
Peripheral Travel Requirements
 
Active Africa will endeavour to assist you in obtaining or meeting the requirements for passports, visas, health documents, insurance, use of credit cards, customs and immigration regulations as well as other peripheral requirements or services falling outside the actual travel arrangements made with the suppliers and referred to as “the booking” or “the reservation”, Notwithstanding the afore mentioned, due to the constant changing nature of such peripheral requirements and services, Active Africa will not be liable for ensuring that these requirements and services are provided correctly, promptly or at all, nor the accuracy of any information or any lack of information relating to such requirements and/or services.
 
 
Cancellations and Refund Policy
 
Active Africa will endeavour to provide the services required by the customer, but in the event of cancellation of the booking for any reason whatsoever, partially or in full, by or on behalf of you, Active Africa reserves the right to claim the services, administration, communication and cancellation charges which will include, but not be limited to, any charges levied by any supplier against Active Africa in respect of such booking. These fees will incur a minimum administrative charge of R3500 per person, or the equivalent in USD, but will not be limited to this amount.
 
Cancellation of a booking must be made in writing. Unless otherwise required by our suppliers, you agree that if the cancellation is received:
60 Days or more prior to the departure date, your deposit plus any increases thereon (if any) in terms of Clauses 12 and 13 may be forfeited in part or in whole,
less than 60 days prior to day of departure, we reserve the right to retain the total confirmed tour price, unless we receive refunds from 3^rd party suppliers, which will be passed on to you.
Any cancellation of any air ticket for and on your behalf will be subject to the relevant airlines’ applicable terms and conditions, applicable to the fare type chosen by you. You acknowledge and agree that any cancelled airline tickets presented for refund will be subject to delays of at least 8 weeks. Active Africa will endeavour to expedite any such refund owing to you but will only be obliged to refund any such amounts to you on receipt thereof from the relevant airline.
Active Africa reserves the right to discontinue and summarily cancel any booking in respect of which payment has fallen in arrears, and in the event of this right being exercised, the full balance still owing shall immediately become due and payable on demand.
 
 
Interpretation, Law Applicable and Jurisdiction
 
Words implying the singular shall include the plural and vice versa. Words importing one gender shall include any other and reference to natural persons shall include legal entities and vice versa.
The laws of the Republic of South Africa govern this agreement and you hereby submit to the non-exclusive jurisdiction of the South African Courts.
The parties agree that save to the extent stated in this Agreement, no conditions, warranties or representation, whether oral or written and whether express or implied whether by statute or otherwise, shall apply hereto
No indulgence, leniency, or extension of time which Active Africa may grant or show to you shall in any way prejudice Active Africa or preclude Active Africa from exercising any of its rights against you in the future
The Parties hereby consent to the jurisdiction of the appropriate Magistrate’s Court in regard to any action and/or proceedings based on/or arising from these Standard Conditions of Business.
This document reflects the only and full agreement between you and Active Africa and any variation and/or extension thereof shall not be valid unless agreed to both by the Parties in writing.
In the event of a clash and/or uncertainty in meaning and/or interpretation between this and any other document issued by Active Africa, this document will always have preference.
 
 
**All travellers are urged to secure comprehensive travel insurance that will cover them for any changes, cancellations or additional costs to their travel arrangements, as well as medical evacuation, hospitalisation and repatriation.**
 
PRIVACY POLICY – HOW WE HANDLE YOUR PERSONAL INFORMATION
 
Privacy Policy
At Active Africa, we are committed to protecting the privacy and security of the personal information that you share with us.
This personal information privacy policy (“Policy”) governs the processing of all personal information received by Active Africa (“we” / “us” / “our”), irrespective of whether such information is obtained through electronic or verbal communication, via our websites or as a result of engagement in respect of any of our products or services with Active Africa at its offices or on our trips and day tours (“tours”).
Personal Information which we collect from you will be processed by Active Africa, a private, closed corporation registered and incorporated in terms of the Company Statutes of the Republic of South Africa with registration number 2001/077414/23 and may be shared with our trade partners for purposes of facilitating your booking and the services we provide to you.
As we place a high premium on the privacy of every person (whether participating in our tours and trips or engaging with us via other means) we recommend you read this Policy thoroughly so that you have a clear understanding as to (i) the type of Personal Information we may process, (ii) how your Personal Information may be collected and processed when engaging with Active Africa, (iii) who is responsible for the processing, management and safeguarding of collected and /or processed Personal Information, (iv) the grounds on which we may share the Personal Information with 3rd Parties, and (v) how you can access, amend and/or delete Personal Information which we have collected from you.
By engaging with Active Africa via electronic mail, continuing to use our websites, clicking on the “I Agree” button provided on our website and online booking form, or accessing and using our services, you acknowledge that you have read this Policy and consent to the processing of your Personal Information as provided for herein.
In the event that you do not wish to consent to the processing of your Personal Information, or no longer want us to continue processing your Personal Information in accordance with this Policy, you are kindly requested to indicate same by sending an email to the Active Africa Information Officer at [email protected].

WHAT PERSONAL INFORMATION MIGHT WE COLLECT?
Personal Information (“Personal Information”/ “Information”) includes any information which relates to and renders it possible, to identify you as an identifiable living human being and/or where applicable an identifiable juristic person, which may include (without limitation) your name, your physical and postal addresses, your email address, your gender, your age, your national origin, medical or financial information, your opinion, your Internet Protocol address, your location or special personal information such as your dietary, sleeping or travel preferences.
 
HOW DO WE PROCESS PERSONAL INFORMATION?
Personal Information may be collected either through or by electronic means, which includes, without limitation, the use of our website (i.e. www.activeafrica.travel including all other websites and / or landing pages), electronic mail, text, voice, sound or image messages, or through non-electronic means which includes, without limitation, the capturing of Personal Information on hard copy documents.
When using our websites your Personal Information may be collected either actively where you or your appointed agent provide us with certain Personal Information or inactively where we collect information from you that you have not actively provided:
a) Active Information Collection:
Active information collection refers to instances where you have directly provided us with Information, such as when you submit an enquiry in respect of a specific product or service, when you subscribe to our newsletter, or complete a questionnaire and provide us with your personal details which may include (without limitation) first name, last name, e-mail address, country of residence, as well as your preferred dates of travel.
b) Inactive Information Collection:
Inactive or passive Information collection refers to instances where we collect certain Information which you have not actively (i.e. knowingly) provided, which Information we may obtain through the use of certain technologies such as Cookies, Web Beacons, Embedded Scripts or Mobile Device identifiers when you visit our website or social pages. Information obtained in this regard cannot be linked to you as a person (i.e. non –personally identifiable information) which information may include the type of web browser you use, the operating system you use, the date and time of your visit to our websites, the specific pages you may have visited and the address of the website which you have visited prior to entering our websites. Active Africa does not link non-personally identifiable information with personally identifiable information.

TYPE OF INFORMATION WE PROCESS
We process the following information collected by means of electronic submission or physical forms (as may be applicable):

(i) Active Information could include:
Your name and surname
Your gender, age group and weight (where required by our flight charter partners)
Your physical address
Your e-mail address
Your telephone and mobile number
Your identity and/or passport number
Your company details (where applicable)
Your passport nationality, issue date and expiry date
Pre and post travel arrangements (where required by our flight charter partners)
Your personal opinion, views, interests and preferences
Your emergency contact details
Your medical requirements
Your dietary, allergies, and special requirements.
(ii) Inactive Information collection:
the type of web browser you use
the operating system you use
the date and time of your visit to our websites
the specific pages you may have visited
the address of the website
 
We do not receive or process credit card information and use recognised and respected Flywire portal to securely receive credit card payments. We do not have access to any credit card information.

WHAT DO WE DO WITH YOUR INFORMATION?
Personal Information will only be used in accordance with this Policy or as specifically disclosed to you and/or brought to your attention at the time you provide the Personal Information.

The Personal Information will be processed by us (or third parties approved by us for the purposes of fulfilling your booking), pursuant to and for the following purposes:
verifying your identity
transmitting and receiving correspondence in relation to our services or products, including the preparation of itineraries and submission of quotes
transmitting marketing material as specifically requested by you
processing payments, refunds and the like
facilitating delivery of the services or the products
to monitor and analyse your conduct in respect of the Websites and/or services for research and statistical purposes
for compliance and risk purposes
to tailor-make marketing and promotional material which we believe may be of relevance and interest to you
to conduct market and / or academic research to identify potential markets and trends, to develop new products and services and to improve the nature of the products and/or services
 
We may share your Personal Information with our associates or third party service providers in order and only to the extent necessary to render supporting and / or ancillary services or products to facilitate our service or product delivery to you, which service providers will be required to comply with / adhere to the same principles (as may be applicable) contained in this policy when processing your Personal Information.
We will not sell, transfer, share, or otherwise permit access to your Personal Information with any third parties other than as described in this Policy.
We further reserve the right to use or disclose your Personal Information to comply with applicable laws, regulations, legal processes, and law enforcement inquiries, as required by litigation, to take precautions against liability, and protect the security and integrity of our Website and the safety of its users.
 
NEWSLETTERS AND BLOG POST RSS NOTIFICATIONS
Should you request to subscribe to our Newsletter and/or Blog Posts, we will, from time to time, send you promotional e-mails about Active Africa special offers or other information using the e-mail address which you have provided.
We do not contact our guests via e-mail, short message service (sms) / text or similar electronic solutions for marketing purposes unless they have provided us with their consent to do so. Such engagement shall at all times be limited, be relevant and of interest to you as our guest.
Please note that you can unsubscribe from any of these lists at any time should you wish to by selecting the “unsubscribe” button at the bottom of the newsletter or blog post, or by e-mailing us your request [email protected] or selecting the unsubscribe link at the bottom of every marketing e-mail you receive from us. 
 
INFORMATION ACCESS
You will be given reasonable access to your Personal Information to correct errors or to delete any information which you may have provided. If you wish to correct or delete any of your Personal Information, please contact us by e-mail at [email protected] .
 
To respond to your request or inquiry, we may require information to allow us to verify that you are the person authorised to view the Personal Information you are requesting access to as contemplated in this Policy. We reserve the right to, at our discretion, refuse to allow you access to certain information which, in our view, if provided to you, will compromise another person’s privacy or will violate any applicable law, foreign law, regulation, or directive in respect of which we are obliged to observe and adhere to pursuant to processing Personal Information.
Subject to legal and other permissible considerations we will make every effort to honour your request within 30 business days or we will inform you if we require further information to fulfil the request.

THIRD PARTY POLICIES
On our marketing material or website you may see references or links to websites that are owned and/or managed by third parties which third parties are unrelated to Active Africa (“Third Party Websites”), which Third Parties Websites are specifically excluded from this Policy.
 
These Third Party Websites have separate and independent privacy policies applicable to their respective websites, services and or products and may follow different practices in the processing and securing of your Personal Information.
 
You are strongly advised to read the privacy policy of each Third Party Website you engage with before providing your Personal Information as we cannot accept any liability should the Third Party Website process your Personal Information in any unlawful manner.
 
We therefore make no warranties or representations and bear no responsibility or liability whatsoever regarding any services and / or products offered, promoted and / or advertised on Third Party Websites and / or services and / or products rendered by any third party which may have been accessed or used through or by means of our website and/or its associated services.
 
DATA SECURITY
While our website is protected by Cloudflare web application firewall (WAF), DDoS and SSL, the transmission of information via the internet is not completely secure and we cannot guarantee the security of data transmitted to our site; any transmission of Personal Information will be solely at your own risk.
We will take steps reasonably necessary to ensure that your data are treated securely and in accordance with this privacy policy. Whilst we have taken reasonable technical and organizational measures to secure the integrity and confidentiality of the Personal Information in our possession, in order to guard against the loss of, damage to, or unauthorized destruction of, Personal Information and unlawful access to, or processing of, Personal Information, we do not guarantee that our security systems are 100% secure or error-free. Therefore, we do not guarantee the security or accuracy of the information (whether it be Personal Information or not) we collect from you and process in accordance with this Policy.
We restrict access to your Personal Information to our employees and contracted third-party service providers who have a legitimate operational reason for having access to such Personal Information. We endeavour to maintain physical, electronic and procedural safeguards which, to the best of our belief, comply with the relevant laws and regulations so as to protect your Personal Information from any unauthorized access.

CROSS BORDER TRANSFER OF DATA
Active Africa’s head office is based in and operates from South Africa, and, regardless of where you use or access our websites or services, your information may be transferred to and/or maintained on servers located in South Africa, Africa, the US, the EU or elsewhere in the world. Please note that any information we obtain about you will be stored in accordance with South African and EU privacy laws, regulations and standards, which may not be equivalent to the laws in your country of residence. By using our services you consent to the transfer, storage and processing of information to and in a country other than the country you reside in.

OPTING OUT
Please note that we do not wish to collect and / or process any Personal Information from you that you do not want to be so collected and/or processed.
Should you at any point in time decide that you do not (a) wish us to continue to process your Personal Information or (b) do not wish to receive any further information from us regarding our products and services, you are welcome to, in the event of (a) above, email us at [email protected] with your request whereafter, upon receipt of your written request, we will endeavour to cease any processing of your Personal Information within 30 business days or, in the event of (b) above, by clicking the “unsubscribe” button at the bottom of our newsletters and Blog Post RSS notifications, whereafter we will cease to send you any of our newsletters or blog posts. Your request will take no longer than 10 business days to process. During that time, you may continue to receive marketing e-mails.
 
Please note that passport numbers, names, contact information, dietary, sleeping and touring preferences are required to deliver the best travel experience for you. This information is shared with the suppliers who will be responsible for hosting your during your travel with us.

GOVERNING LAW
The laws of South Africa will govern any dispute or claim arising out of this Policy.

CHANGES TO THIS POLICY
Kindly take note that we reserve the right to change this Policy at any time and in our sole discretion. In the event that that Policy is changed the new policy will be made available on our website.

FEEDBACK
We welcome comments about this Policy. If you have any questions about this Policy or any part of our service, you may contact us by e-mailing [email protected], or by writing to us at Active Africa Adventures & Touring cc, PO Box, 30993, Tokai, 7966.
 
COMPLAINTS
Should you believe that we have utilised your Personal Information contrary to applicable data privacy laws, you undertake to first attempt to resolve any concerns with us at the contact information below. If you are not satisfied with such process, you have the right to lodge a complaint with the relevant Information Regulator.
 
The Information Officer: Jacqui Goodwin
The Information Regulator
Active Africa Adventures & Touring cc
Waterways, 3 Cambridge Road, Lakeside, 7945, Website: https://activeafrica.travel
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Website: https://www.justice.gov.za/inforeg/
Email:
[email protected]
Email:
[email protected]