Booking Terms and Policies

Here are our Booking Terms and Policies. By booking a Tour you acknowledge that you have read, understand and agree to be bound by these Terms. If you make a booking on behalf of other participants, you guarantee that you have the authority to accept and do accept Rwanda Eco Company and Safaris’ Terms on behalf of the other participants in your party.

THE BOOKING CONTRACT: Your booking is confirmed and a contract exists Rwanda Eco Company and Safaris or your travel agent issues a written confirmation after receipt of the applicable deposit amount of 50 % of total amount in due. Please check your confirmation carefully and report any incorrect or incomplete information to or authorized agent immediately. Please ensure that names are exactly as stated in the relevant passport.

The agreement becomes effective only after written confirmation of the booking by the other party within the agreed time frame and only after a 50% down payment or security deposit from the other party has been collected. For Gorilla permit booking, a full payment of USD 600 is to be paid in due.

By booking on behalf of another person or persons, you represent and warrant that you have obtained all required consents. You are responsible for verifying that any information you provide on behalf of another participant is complete and accurate and Rwanda Eco Company an Safaris will under no circumstances be liable for any errors or omissions in the information provided to complete a booking.

GENERAL PAYMENT TERMS: 50 % of the total sum is due 14 days after reservation, the final sum must be paid 30-40 days before the beginning of the tour. If the booking is done 14 – 30 days before arrival, the whole amount of the reservation is charged with immediate effect.

The payment can be submitted with the invoice which is sent automatically to the e-mail address provided by the client/tour agent while making the booking. Payment can be done by credit card by contacting and authorizing the personnel in the sales office. Payment dates does not effect the terms and timelines of cancellation. The client carries all the charges in relation to the money transfer billed by the transferring bank. Net amount written on the invoice should be paid as written; client incurs any extra charges for the transfers. Rwanda Eco Company and Safaris reserves all rights to reject a booking made less than 15 days.

COMPENSATION OF DAMAGE AND LOST ITEMS: The client is responsible for the contents of the rented vehicle during the rental period or his/her belongings during the tour period. The client is liable to compensate Rwanda Eco Company and Safaris for any damage caused to the rented vehicle or its contents during the rental period. Rwanda Eco Company and Safaris is not responsible for the guest’s personal effects kept in a booked accommodation or other premises or which are left in the accommodation. Lost and found items are shipped to the client at the client expenses.

COMPLAINTS: Any complaints about the tour, safari vehicle or the condition of the booked property must be expressed immediately after they arise. Urgent matters that need repair or fixing immediately by phone to 24/7 hr service number provided to you. Please call our head office in Rwanda for immediate assistance. You may also give feedback in writing by email. Regrettably, liability for any complaints not notified will not be accepted.

SPECIAL REQUIREMENTS: Any special requirements must be disclosed to Rwanda Eco Company and Safaris at the time of booking. Rwanda Eco Company and Safaris will use reasonable efforts to accommodate special requirements or requests but this is not always possible given the nature of the destinations visited and availability of options outside a planned itinerary. Certain activities may be inaccessible to you if your mobility is limited in any way. All food allergies and dietary restrictions must be disclosed to Rwanda Eco Company and Safaris at the time of booking but Rwanda Eco Company and Safaris cannot guarantee that dietary needs or restrictions can be accommodated. Any special requests or requirements do not form part of these Terms or the contract between you and Rwanda Eco Company and Safaris is not liable for any failure to accommodate or fulfill such requests.

PRICES, SURCHARGES AND TAXES: The published price of the Tour and any products or services offered by Rwanda Eco Company and Safaris is subject to change at any time, before or after booking confirmation, up to 30 days before departure. Tours are priced and advertised exclusive of applicable sales taxes. After a confirmation invoice has been issued by Rwanda Eco Company and Safaris reserves the right to impose surcharges on any products or services booked for reasons arising from increases in transportation costs, fuel costs, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airport charges, local operator costs, currency and exchange fluctuations, increases in taxes, or government action which impacts the price of the applicable products or services; provided however, Rwanda Eco Company and Safaris will only do so where the increase in question is greater than 2% of the original price paid for the products or services (excluding add-ons, insurance, and taxes). Upon learning of the necessity to impose a surcharge in accordance with this section Rwanda Eco Company and Safaris will provide notice to you as soon as reasonably possible.

You must notify Rwanda Eco Company and Safaris of your choice within 14 days of receipt of notice of the increase or you will be deemed to have accepted the price change and will be liable for payment of the increase.

From time-to-time Rwanda Eco Company and Safaris may offer reduced pricing on certain products or services. Reduced pricing applies only to new bookings. Bookings where payment of at least a deposit has been received Rwanda Eco Company and Safaris are not entitled to reduced pricing.

MANDATORY INSURANCE REQUIREMENTS:This insurance must cover personal injury and emergency medical expenses. On the first day of each Tour, a representative of Rwanda Eco Company and Safaris will verify that you have sufficient insurance in place. You are strongly recommended to extend your coverage to include cancellation, curtailment, and all other expenses that may arise as a result of loss, damage, injury, delay or inconvenience while traveling. You acknowledge that insurance coverage is not included in the cost of any Tour offered by Rwanda Eco Company and Safaris and you are required to obtain separate coverage at an additional cost. It is your responsibility to ensure that you have sufficient coverage and comply with the terms of the applicable insurance plans. You are responsible for advising your insurer of the type of travel, destination(s) and activities included in your booking so that the insurer may provide appropriate coverage.

CANCELLATION BY THE PARTICIPANT: A client may cancel their booking by notifying Rwanda Eco Company and Safaris. The applicable cancellation fees shall be determined with reference to the date on which the request to cancel is received by Rwanda Eco Company and Safaris and are expressed hereinafter as a percentage of the total price paid for the cancelled tour.

(a) Cancellation received 35 days to 45 days prior to departure, 25% cancellation Fees will be charged

(b) Cancellation received 11 – 34 days before the tour starts: 50% Cancellation Fee will be charged

(C) Cancellation received 3 – 10 days before the tour starts: 100% Cancellation Fee will be charged

(d) Cancellation received within 48hrs before the tours starts: 100% Cancellation Fee will be charged

(e) Tailor-made tours may be subject to alternative cancellation terms, which will be communicated to applicable clients at the time of booking.

No refunds will be made once the safari has commenced nor will any refund be available in respect of any tours, accommodation, hires, services or inclusions not utilized.

TRAVEL DOCUMENTS: It is your responsibility to obtain information and to have in your possession all the required documentation and identification required for entry, departure and travel to each country or region. This includes a valid passport and all travel documents required by the relevant governmental authorities including all visas, permits and certificates (including but not limited to vaccination or medical certificates) and insurance policies. You must have a passport that is valid 6 months after the last date of travel with Rwanda Eco Company and Safaris as set out on your itinerary. You accept full responsibility for obtaining all such documents, visas and permits prior to the start of the Tour, and you are solely responsible for the full amount of costs incurred as a result of missing or defective documentation. You agree that you are responsible for the full amount of any loss or expense incurred by Rwanda Eco Company and Safaris that is a direct result of your failure to secure or be in possession of proper travel documentation.

FLEXIBILITY & UNUSED SERVICES: You acknowledge that the nature of adventure travel requires flexibility and acknowledges that they will permit reasonable alterations to products, services or itineraries by Rwanda Eco Company and Safaris The route, schedules, accommodations, activities, amenities and mode of transportation are subject to change without notice due to unforeseeable circumstances or events outside the control of  Rwanda Eco Company and Safaris (including but not limited to Force Majeure, illness, mechanical breakdown, flight cancellations, strikes, political events and entry or border difficulties). No reimbursements, discounts or refunds will be issued for services that are missed or unused after departure due to no fault of Rwanda Eco Company and Safaris, including your removal from a Tour because of your negligence or breach of these Terms.

RISK: At all times the decision of the tour leader or representative will be final on all matters likely to endanger the safety and well being of the tour. You must at all times strictly comply with all laws, customs, and foreign exchange and drug regulations. Should you fail to do so then you may be ordered to leave the tour without any refund and without any legal claim against us.

PASSPORT AND VISAS: You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip; please refer to the Essential Trip Information for details.  We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.

PHOTOS AND MARKETING: You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose.  You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

PRIVACY POLICY: Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip.  We will otherwise treat your details in accordance with our privacy policy (available for viewing on our Website).