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Terms & Conditions

1. Definitions & Governing Law

  • These Terms & Conditions constitute the legal agreement between Whispering Tours and Safaris CC (the “Company”) and the client or booking agent (together, the “Client”).

  • The contract becomes legally effective under Namibian law, and any disputes shall fall within the jurisdiction of the courts in Windhoek, Namibia 

 

2. Booking & Confirmation

  • Following Client enquiry, the Company issues a detailed quotation and itinerary.

  • A provisional booking is held 10 days, pending Client acceptance.

  • Upon acceptance, a non‑refundable deposit becomes payable to confirm all services (accommodation, transport, park bookings, etc.)

 

3. Deposit & Final Payment

  • A deposit of 25% of total tour cost is required to secure the booking:

  • Final balance is due 60 days prior to departure 

  • Bookings made within this final-payment window require full payment immediately.

 

4. Cancellation & Amendments by Client

  • All cancellations or amendments must be submitted in writing to the Company.

  • Depending on the timeframe before departure, cancellation fees typically apply (expressed as a percentage of total cost):

    • ≥ 60 days: deposit forfeited (25%)

    • 60–30 days: 50%

    • 29–14 days: 75%

    • < 14 days / no‑show: up to 100% 

 

5. Cancellations by Company & Force Majeure

  • The Company reserves the right to modify or cancel itineraries due to unforeseen events beyond its control (e.g. weather, road conditions, government directives, mechanical breakdown, airline changes)

  • In such cases, the Company will aim to provide reasonable alternatives but will not accept liability for losses, costs, or inconvenience 

 

6. Client Health, Passport & Visa Requirements

  • Clients must ensure valid passports, visas, and any health documentation (e.g. vaccinations, malaria prophylaxis).

  • The Company is not liable if entry is refused or health issues arise due to the Client’s oversight.

 

7. Responsibility & Liability

  • The Company acts only as an agent for service providers (e.g. lodges, guides, transport).

  • It accepts no liability for damage, injury, loss or delay—whether caused by negligence or otherwise—and the Client agrees to indemnify and hold harmless the Company 

  • The decisions of guides/drivers are final and binding for safety and operational reasons.

 

8. Travel Insurance

  • Clients must obtain comprehensive travel insurance, covering trip cancellation, medical emergencies, baggage loss, personal accident, etc.

  • If cancellation falls under a claimable reason, Clients are responsible for claiming reimbursement from their insurer.

 

9. Baggage, Equipment & Special Requirements

  • The Company is not responsible for loss or damage to personal property, including cameras, bags, or equipment.

  • Clients are advised to use soft bags (max ~20 kg) on rugged terrain and to be dust-aware 

  • Any special dietary, health, accessibility or other requests must be notified in writing at the time of booking; the Company will endeavour to accommodate, but cannot guarantee availability.

 

10. Pricing & Surcharges

  • Quoted prices are based on current park fees, taxes, exchange rates and fuel costs.

  • Should any of these increase before or after booking, the Company may adjust the final price accordingly.

 

11. Photography, Marketing & Consent

  • The Company reserves the right to use photographs or video taken during tours (with or without prior notice) for promotional and marketing purposes, and retains full copyright over such material.

 

12. Miscellaneous

  • If any clause in these Terms is found unenforceable, it does not affect the validity of the remainder of the contract.

  • These Terms constitute the entire agreement between the parties, superseding any prior communications.​​

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