1. Definitions
For the purposes of these Terms and Conditions, the following definitions shall apply:
1.1. “Buja Tours” means Buja Tours (Pty) Ltd, registration number 2005/014156/23, including its directors, employees, representatives, and authorised agents.
1.2. “Customer” means any person, company, tour operator, travel agent, organisation, or entity making a booking with Buja Tours.
1.3. “Traveller” or “Client” means the individual or group of individuals travelling and receiving the services arranged by Buja Tours.
1.4. “Services” means all travel arrangements, accommodation, transportation, excursions, activities, tours, guiding services, and related travel services arranged by Buja Tours.
1.5. “Supplier” means any independent third-party provider, including airlines, hotels, lodges, transport companies, guides, restaurants, and activity operators.
2. Introduction
2.1. Buja Tours (Pty) Ltd is a company duly incorporated and registered in accordance with the laws of the Republic of South Africa.
2.2. Buja Tours operates as a Destination Management Company specialising in the planning, coordination, and delivery of travel and hospitality services.
2.3. The Company serves international and domestic tour operators, travel agents, corporate clients, individual travellers, and group travellers.
2.4. Buja Tours provides destination management services throughout Southern Africa, East Africa, and West Africa.
2.5. These Terms and Conditions govern all quotations, bookings, itineraries, and services provided by Buja Tours.
3. Bookings & Confirmation
3.1. A booking shall only become valid and binding upon:
- acceptance of the quotation;
- payment of the required deposit of twenty-five percent (25%) of the total booking value;
- written confirmation by Buja Tours; and
- issuance of a booking confirmation or invoice.
3.2. Buja Tours reserves the right to refuse any booking at its sole discretion.
3.3. The Customer accepts the itinerary, pricing, inclusions, exclusions, and these Terms and Conditions upon confirmation of the booking.
3.4. All arrangements remain subject to availability until confirmed in writing.
3.5. Suppliers may impose additional terms and conditions applicable to their respective services.
4. Prices, Payments & Deposits
4.1. All quotations are subject to availability and may change before confirmation.
4.2. Prices may be adjusted due to exchange rate fluctuations, fuel costs, taxes, government levies, airline surcharges, or supplier increases.
4.3. Peak season supplements and blackout periods may apply.
4.4. Full payment must be received at least sixty (60) days before arrival unless otherwise agreed in writing.
4.5. Bookings made within thirty (30) days of arrival require immediate payment in full.
4.6. Buja Tours accepts payment by electronic transfer, wire transfer, and credit card.
4.7. Where payment is made by credit card, Buja Tours reserves the right to levy an administration fee of 4.5% of the total booking value. The applicable fee shall be disclosed to the Customer prior to processing the payment and shall form part of the total amount due.
4.8. Failure to make payment by the due date may result in cancellation and the application of cancellation charges.
5. Cancellations & Refunds
5.1. All cancellations must be submitted to Buja Tours in writing and shall only become effective upon receipt and acknowledgment by Buja Tours. The following cancellation charges shall apply, calculated as a percentage of the total booking value:
- Upon confirmation of the booking — 20%
- 90 to 76 days prior to arrival — 20%
- 75 to 61 days prior to arrival — 25%
- 60 to 46 days prior to arrival — 65%
- 45 days or less prior to arrival — 90%
- No-show or failure to arrive — 100%
5.3. Supplier cancellation charges may differ and shall apply where applicable.
5.4. Non-refundable deposits remain non-refundable.
5.5. Refunds shall only be processed after recoverable amounts have been received from suppliers.
6. Changes & Amendments
6.1. Buja Tours reserves the right to amend itineraries, accommodation, transportation, or services where necessary.
6.2. Equivalent or superior alternatives may be provided.
6.3. Vehicle types may be adjusted according to final passenger numbers.
6.4. No refund shall be payable for unused services.
7. Client Conduct
7.1. Travellers are expected to behave responsibly throughout the tour.
7.2. Buja Tours reserves the right to remove any Traveller whose conduct:
- endangers others;
- disrupts the tour;
- involves substance abuse;
- constitutes harassment or abusive behaviour;
- violates local laws; or
- negatively affects the experience of other Travellers.
7.3. Removal from the tour due to misconduct shall not entitle the Traveller to any refund.
7.4. All costs resulting from such removal shall be the responsibility of the Traveller.
8. Travel Insurance
8.1. Comprehensive travel insurance is strongly recommended.
8.2. Insurance should cover:
- medical expenses;
- emergency evacuation;
- cancellation;
- personal liability;
- baggage loss;
- accidents; and
- travel interruption.
8.3. Buja Tours shall not be liable for losses that would otherwise have been covered by insurance.
9. Liability & Responsibility
9.1. Buja Tours acts solely as an intermediary between Customers and Suppliers.
9.2. Buja Tours shall not be liable for acts, omissions, negligence, or failures of third-party suppliers.
9.3. Participation in travel activities is undertaken at the Traveller’s own risk.
9.4. Buja Tours shall not be responsible for injury, illness, loss, theft, delay, damage, inconvenience, additional expenses, or death arising from circumstances beyond its reasonable control.
9.5. Travellers indemnify Buja Tours against any claims arising from participation in the tour.
10. Passports, Visas & Health
10.1. Travellers are responsible for obtaining valid passports, visas, permits, and travel documentation.
10.2. Passport should remain valid at-least six months beyond the date of departure from your destination and must contain sufficient blank pages for entry and exit stamps.
10.3. Travellers are responsible for obtaining required vaccinations and medical advice.
10.4. Buja Tours accepts no responsibility for denied entry, deportation, or travel delays resulting from inadequate documentation.
10.5. Medical expenses incurred during travel remain the responsibility of the Traveller.
10.6. Travel Health Advice
Clients are strongly advised to review the latest travel health information and destination-specific health advice prior to travel. This includes recommended vaccinations, disease outbreaks, health precautions, and other travel health requirements applicable to their destination. Up-to-date travel health information can be obtained from the Travel Health Pro website: travelhealthpro.org.uk/outbreaks.
Buja Tours shall not be held liable for any illness, injury, or travel disruption resulting from a Client’s failure to obtain appropriate medical advice, vaccinations, medications, or health precautions before travel.
11. Baggage & Personal Property
11.1. All baggage and personal belongings remain the responsibility of the Traveller.
11.2. Buja Tours shall not be liable for loss, theft, damage, or delay involving baggage or personal property.
11.3. Travellers are encouraged to insure valuable items separately.
12. Complaints & Claims
12.1. Complaints must be reported immediately to the tour guide or Buja Tours representative.
12.2. Written complaints must be submitted within thirty (30) days after completion of travel.
12.3. Buja Tours shall investigate complaints and provide a response within a reasonable period.
12.4. Failure to report issues during the tour may affect the ability to resolve the complaint.
13. Data Protection & Privacy
13.1. Buja Tours processes personal information in accordance with the Protection of Personal Information Act (POPIA).
13.2. Personal information shall only be used for the purpose of arranging travel services.
13.3. Information may be shared with suppliers where necessary to provide services.
13.4. Buja Tours undertakes to protect and maintain the confidentiality of personal information.
14. Force Majeure
14.1. Buja Tours shall not be liable for delays, cancellations, or failures resulting from events beyond its reasonable control.
14.2. Such events include, but are not limited to:
- natural disasters;
- pandemics;
- epidemics;
- war;
- terrorism;
- civil unrest;
- government restrictions;
- strikes;
- adverse weather conditions; and
- transportation disruptions.
14.3. Buja Tours reserves the right to amend, postpone, or cancel services affected by such events.
15. Governing Law & Jurisdiction
15.1. These Terms and Conditions shall be governed by the laws of the Republic of South Africa.
15.2. Any disputes arising from these Terms shall first be addressed through negotiation.
15.3. Should the dispute remain unresolved, the courts of South Africa shall have exclusive jurisdiction.
16. General Provisions
16.1. These Terms and Conditions constitute the entire agreement between the parties.
16.2. No amendment shall be valid unless agreed to in writing.
16.3. Should any provision be found invalid or unenforceable, the remaining provisions shall remain in effect.
16.4. Failure to enforce any provision shall not constitute a waiver of that provision.
17. Contact Details
Buja Tours (Pty) Ltd
