BOOKING TERMS AND CONDITIONS

WEBSITE OWNERSHIP AND OPERATION 

The domain www.africanwildlifeplains.com is the property and operational responsibility of African Wildlife Plains Travel Services (Pty) Ltd, herein referred to as “African Wildlife Plains”. The following stipulations constitute the foundation of your contractual agreement with African Wildlife Plains (Pty) Ltd . Please give careful consideration to these provisions, as they carry legal binding effect.

1. PRIVACY POLICY

This Privacy Policy encapsulates the nature of data collection, its rationale, our utilization of the acquired data, and the protocols we uphold in managing this data. Throughout the document, “African Wildlife Plains”, “we”, and “us” pertain to African Wildlife Plains (Pty) Ltd, an entity duly registered in the Republic of South Africa under company registration number 2023/835550/07. We urge you to attentively peruse the ensuing information. In instances where you represent or undertake bookings on behalf of others, it is incumbent upon you to ensure that these parties are acquainted with the contents of this Privacy Policy and are in concurrence with the submission of their personal data. By furnishing your data while making inquiries or completing a booking, you willingly accept the transfer, storage, and processing of this data as necessitated. We commit to the application of all reasonable measures to guarantee the secure treatment of your data, consistent with this Privacy Policy. However, should you not find accord with this policy, your inquiry or booking cannot be accommodated, and we advise refraining from utilizing our website.

2. Information Acquisition: Personal Data Provision

Upon initiating an inquiry with us, your personal data such as name, address, email address, telephone number, personal travel preferences, and additional travel particulars may be collected. Furthermore, when booking with us, we may require your date of birth and passport details. This mandate extends to passengers accompanying you on your booking. In some instances, we may necessitate more sensitive personal data, encompassing information concerning medical conditions, disabilities, and special requisites such as dietary preferences. These details may inadvertently unveil religious affiliations. The procurement of this data is imperative for the arrangement of travel and associated services tied to your booking. This data is gathered through a secure web interface, with your consent affirming the storage and application of this information.

3. Personal Data Collection: Legal, Compliance, Regulatory, and Crime Prevention

We process your personal data to fulfil legal, compliance, and regulatory obligations. These objectives encompass responding to valid legal claims, summonses, regulatory mandates, safeguarding our property and rights, as well as those of other individuals. Crime prevention and detection, including online payment fraud prevention, identity verification, credit assessment, and audit purposes, also motivate the processing of your data. All endeavours align with pertinent legal stipulations.

4. Third-Party Sourced Personal Data

We gather personal data from third parties duly authorized to provide this information to us. These parties may encompass your travel agent, individuals reserving on your behalf, travel companions, travel coordinators, promotional collaborators, social media platforms, and other digital domains. Personal data may also be obtained from parties recommending our products or services to you. Prior consent is procured from these individuals to ensure their willingness to receive communications from us.

5. Sensitive Personal Data Collection

While we do not routinely accumulate sensitive personal data from you or those for whom you’re booking, when such data is collected, we undertake to minimize its acquisition and usage, treating it with heightened care. This information may be shared with third-party entities involved in our business management and service delivery, as well as other organizations associated with your booking or journey. Global data transfers may also be involved. Your voluntary provision of sensitive personal data signifies your consent for its utilization as originally intended.

6. Payment-Related Personal Data Collection

Distinct personal data may be collected contingent upon your chosen payment method, encompassing credit card transactions, bank transfers, and cash payments. For instance, credit card payments may necessitate the collection of the cardholder’s name, address, card number, expiry date, and CVV code.

7. Automated Personal Data Collection

In the course of utilizing our services, specific information, including personal data, is automatically amassed, encapsulating the services availed and patterns of utilization. This encompasses:

• Geolocation data, approximating your location via data like your IP address.
• Usage and log data, detailing session timing, clicks, utilized browser, and viewed pages.
• Information regarding your operating system and language settings.
• For mobile device users, data about the device type and network access method.
• Data Utilization

We employ, store, and process information, including personal data, with the intent to devise customized travel itineraries, undertake marketing endeavours, conduct data analysis and profiling, and enhance service quality.

8. Customized Travel Itineraries

Personal data may be employed for the following purposes in the creation of personalized travel itineraries:

• Executing contractual obligations, including processing bookings and disseminating travel-related information.
• Notifying you of itinerary alterations or travel disruptions.
• Facilitating travel-related requirements through interactions with airlines, service providers, and travel facilitators.
• Processing payments, refunds, accounting, and auditing.

9. Marketing Purposes

Personal data may be employed to apprise you of our products and services that could align with your interests. This determination may draw from your preferences, inferred insights from interactions, and data collected through Cookies. Corporate services relevant to your professional domain might also be communicated. Collaborations with social media and digital platforms may involve sharing your contact details for targeted advertising. Opt-out mechanisms are in place for direct marketing communication.

Should you wish to cease marketing communication, you may exercise the unsubscribe option. However, operational and service messages pertaining to bookings and inquiries will persist even if marketing communication is discontinued.

10. Profiling for Legitimate Purposes

We engage in the utilization of personal data, including elements such as date of birth, gender, country of residence, transactions (e.g., payments and flights taken), information derived from Cookies, and preferences and behaviours, for the purpose of profiling. Profiling, as undertaken for legitimate purposes, serves the following aims:

• Enhancing our understanding of your preferences to facilitate continuous improvement of our services.
• Tailoring online content to optimize your website experience.
• Furnishing customized advertisements on external websites, including social media platforms.
• Sharing marketing materials, potentially of interest, including those from third-party partners.
• Enhancing operational efficiency in service delivery.

To ensure the propriety of profiling your personal data for legitimate interests, we ascertain that such interests do not supersede your individual interests or fundamental rights and freedoms.

11. Data Analytics

Personal data is aggregated, with any identifying elements removed, to facilitate pattern analysis and bolster marketing and promotional endeavours. This process aids in website use analysis, content improvement, product and service refinement, customization of website features, and support for operational activities. Third-party involvement might be sought for these purposes.

Specific usage data encompassing visitor frequency, site navigation, browser details, device identifiers, and IP addresses are collected. This collective information offers insights into customer interaction patterns and demographic information. The application of Cookies may be employed in this context.

12. Enhancement of Service Quality

In our pursuit of service quality enhancement, your personal data may be employed to:

• Foster product and service improvement or innovation.
• Conduct customer satisfaction surveys for informed service refinement.
• Gather personal data through surveys to capture feedback on user experiences.
• Enhance internal systems for testing, IT maintenance, and performance evaluation.

13. Legal Basis for Data Usage

Our collection, processing, utilization, sharing, and storage of personal data are contingent upon the presence of an appropriate legal foundation. This may arise from the necessity to fulfil a contract, our legitimate commercial interests, legal obligations, or your consent to specific activities.

Contractual Necessity: Personal data is used for contract performance, booking management, payment processing, and travel arrangements.

Legitimate Interest: We may analyse calls for quality improvement and monitor interactions for a better customer experience.

Legal Obligations: Personal data may be used to comply with legal or regulatory mandates.

Consent: Your consent may be sought for activities such as sharing special offers.

14. Data Sharing Practices

We refrain from sharing personal data with entities external to African Wildlife Plains, except under the following circumstances:

• With Your Consent: Personal data may be shared with your consent.
• Service Providers: Sharing with service providers tied to your tailor-made travel itinerary, including airlines, hotels, and travel agents.
• Third-Party Service Providers: Data may be shared with third-party entities facilitating business operations, subject to confidentiality agreements.
• Payment Providers: Personal data could be shared with payment service providers for verification and fraud detection.
• Legal Obligations: Personal data may be shared to adhere to legal or regulatory mandates.
• Aggregated Data: Non-personally identifiable, aggregated data may be shared for analysis and business purposes.

15. Data Protection and Storage

Appropriate technical and organizational security measures are in place to protect and maintain data privacy. Confidentiality obligations are imposed on service providers, data is securely disposed of when no longer needed, and secure communication channels like SSL are employed.

Data storage conforms to reasonable necessity for the intended purpose. Personal data might be stored for longer durations when required by legal, regulatory, tax, or accounting prerequisites. Measures are also taken to ensure the security of data against accidental loss or destruction.

16. Children’s Data

For individuals below 16 years old, service use requires the legal consent of a parent or guardian. Personal data of such minors is processed with parental or guardian consent. Data may be erased if obtained without proper consent.

17. Cookies Usage

Cookies, small files aiding website navigation and user experience enhancement, collect navigation data and inform improvements. Cookies are used in accordance with industry standards and are configurable by users. Data collected aids in site usage analysis and customization.

18. Your Rights

You possess specific rights concerning your personal data, including access, rectification, erasure, objection, and lodging complaints with regulators. Requests may require identity confirmation. We endeavour to address your requests while respecting privacy rights.

19. Policy Changes

This Privacy Policy may be revised at our discretion and posted on our websites. Your continued use of services post-revision implies acceptance.

Legally Binding Agreement

20. Acknowledgment and Capacity

By entering into this agreement, you acknowledge that you are at least 18 years of age and possess the legal capacity and authority to transact and contract with African Wildlife Plains (“African Wildlife Plains,” “we,” or “us”) as described below. You agree to the following Terms and Conditions on behalf of yourself and any accompanying individuals (referred to as “Attendees”) such as those joining you on the journey. It is your responsibility to ensure that these terms are communicated to the payer and all Attendees, and they will apply to our relationship with you and them, collectively referred to as “the Client,” “you,” or “your.”

21. Booking and Confirmation

If you submit an offer to us, you will receive a Quotation and/or Invoice from African Wildlife Plains, which must be reviewed for accuracy and corrections before confirming the Booking. Payment against our invoice signifies your acceptance of the quote/invoice and the associated terms and conditions.

The formation of this agreement is contingent upon the acceptance of your Booking instructions by African Wildlife Plains. The issuance of our invoice and provision of payment options constitutes the establishment of an agreement.

Please note that we function as an agent for our Suppliers, and any agreement stemming from the acceptance of an order pertains to the relationship between you and the relevant Supplier. Disputes or inquiries concerning Suppliers, their refund or cancellation policies, must be directed to them. All interactions with Suppliers are subject to their terms and conditions, which you must familiarize yourself with as their client. By electronically signing and accepting these Terms & Conditions, you also acknowledge and agree to be bound by the relevant Supplier terms & conditions.

22. Booking Terms and Conditions

Ensure the accuracy of details in each quote and invoice, as we disclaim responsibility for losses, damages, delays, or cancellations resulting from incorrect information provided by you or documented in our invoice, unless discrepancies arise upon arrival as compared to the details on our Website and invoice. Prices are quoted in South African Rands (ZAR), unless otherwise specified, and should be remitted without deductions or additional charges.

Quotations remain valid for a duration of 5 working days (as applicable in South Africa), subject to

the enclosed terms.

 

Quotations exclude items, services, and charges not explicitly listed, such as drinks, laundry, personal services, communication charges, gratuities, incidental expenses, and more. These “extras” are not covered in our quote or invoice and will be your responsibility.

23. Payment Policy

We accept payments through credit and debit cards, as well as direct Electronic Funds Transfers (EFT) to our First National Bank (FNB) account.

A 30% Deposit is required within 48 hours of Booking, except for air travel, where 100% payment is immediately due upon Booking. In specific instances, greater deposits may be stipulated, particularly for specialist products or peak travel season Bookings.

The outstanding balance is due at least 8 weeks (60 days) before travel, unless the Booking is made within this period, in which case 100% upfront payment is mandatory.

Confirmation of a Booking and securing it occur upon receipt and clearance of funds in our bank account, subject to the terms of this agreement. Discounts, if applicable, are applied upon full payment.

We strive to provide payment reminders, but non-received or incomplete payments might result in the release of reserved Bookings, irrespective of prior payments.

In cases of unforeseeable changes in charges, African Wildlife Plains reserves the right to communicate increases to you, with due notice, and you are obligated to cover such increases.

Foreign currency received will be converted to ZAR at the conversion rate on the payment date, as offered by our bankers, and the converted amount is your responsibility, with no liability held against us for currency fluctuations.

24. Cancellation Policy

Cancellation and refund matters are managed directly between you (the Client) and the Suppliers, with African Wildlife Plains providing facilitation as necessary. If a refund is authorized by your card issuer, you indemnify African Wildlife Plains against potential losses where Suppliers are unable to refund us.

The cooling-off period does not apply to your Booking, as it pertains to special order goods and leisure services. Cancellation and refund handling comply with the Supplier’s terms, as well as our own.

Changes leading to cost reduction in your Booking constitute partial or full cancellations, subject to stipulated rules:

Between Booking and 61 days before arrival: Forfeit of Deposit or 30% payment (whichever is greater). Between 60 days and arrival, or non-arrival: 100% cancellation fee of the total travel costs. Postponed Booking, Credit Voucher, or Credit Voucher Booking: 100% cancellation fee.

25. Force Majeure

African Wildlife Plains is not liable for unforeseen events beyond its control, deemed Force Majeure Events. Such events include war, terrorism, civil strife, government actions, natural disasters, and more. Termination of Bookings due to Force Majeure Events releases African Wildlife Plains from certain obligations.

26. Travel Insurance

The Client and Attendees are jointly and severally responsible for obtaining and maintaining comprehensive travel, personal, health, and general insurance that adequately covers all risks, including Force Majeure Events. The Client indemnifies African Wildlife Plains against liability in this regard.

27. Travel Documents

You are responsible for possessing correct travel documents, meeting visa and health requirements, and ensuring their validity during the travel period. Requirements include visas, passports, medical documents, and driver’s licenses. Attendees traveling to Southern Africa must have two consecutive blank pages in their passports, or they risk being denied boarding or deportation.

28. Children

Travel regulations concerning children are subject to specific requirements, such as the new South African regulations for families traveling with children to prevent child trafficking.

29. Suppliers

While Suppliers are vetted, African Wildlife Plains is not liable for the suitability of the Suppliers, their products, or services. African Wildlife Plains does not guarantee Supplier suitability, products, or services and assumes no responsibility for disputes between clients (and/or Attendees) and Suppliers.