Terms & Conditions

01 · Overview

These Terms & Conditions (“Terms”) govern your use of privatetourscapetown.com and all tours, safaris, transfers and travel services arranged by Beyond Africa Safaris (Pty) Ltd (“we”, “us”, “our”).

By enquiring, making a booking or travelling with us, you confirm that you have read, understood and agree to these Terms on behalf of yourself and everyone in your party. Please read them carefully — if anything is unclear, our team is always happy to explain before you commit.

02 · Who We Are & Definitions

We are a Cape Town–based travel company specialising in private, tailor-made tours and safaris across Southern and East Africa. For some experiences we act as the direct operator; for others we act as your travel organiser, partnering with carefully selected lodges, guides, transport providers and activity suppliers (“Suppliers”).

• “You” / “Client” — the person making the booking and everyone named in it.
• “Booking” — a confirmed reservation for any tour, safari, transfer or service.
• “Day Tour” — a scheduled or private excursion that can be booked and confirmed online.
• “Safari Package” / “Tailor-Made Journey” — multi-day itineraries arranged on an enquiry-and-quotation basis.
• “Supplier” — a third party providing part of your experience (e.g. a lodge, airline or activity provider).

03 · Enquiries & Bookings

Most of our luxury safaris and multi-day journeys are tailor-made. When you send an enquiry, we prepare a personalised proposal and quotation for you — there is no obligation until you confirm.

• Day Tours can be reserved instantly online; you’ll receive an email confirmation once your booking is complete.
• Safari packages & tailor-made journeys are confirmed in writing once you accept the quotation and the required deposit is received.
• A booking is only confirmed when we issue a written confirmation — not when payment is initiated.
• Please check your confirmation carefully and tell us immediately if any detail is incorrect.
• The lead traveller must be at least 18 years old and is responsible for the whole party.

04 · Prices & Payment

Prices on our website are shown “from” a starting rate and may be displayed in your local currency for convenience. The currency conversion is indicative — your final quotation confirms the exact price and the currency in which you will be charged (typically US Dollars or South African Rand).

• Day Tours — generally paid in full at the time of booking, unless stated otherwise.
• Safari packages & tailor-made journeys — usually secured with a deposit, with the balance due before travel. The exact deposit and balance dates are set out in your quotation.
• Prices are not guaranteed until your booking is confirmed and any required deposit is paid.
• We may pass on unavoidable cost increases (for example government taxes, park fees, fuel levies or exchange-rate changes) before final payment, and will always explain them clearly.
• Payments are processed securely by our trusted payment partners; we do not store full card details on our servers.

05 · Cancellations & Refunds

We understand that plans can change. Cancellation terms depend on the type of experience booked:

• Day Tours — free cancellation up to 24 hours before the tour start time for a full refund. Cancellations within 24 hours, or no-shows, are non-refundable.
• Safari packages & tailor-made journeys — these involve advance commitments to lodges and Suppliers, so cancellation charges apply on a sliding scale. The exact terms are confirmed in writing in your quotation before you pay.
• Deposits on tailor-made journeys are generally non-refundable, as they secure your lodges and dates.
• Refunds are made using the original payment method and may take several business days to process.
• Where third-party or non-refundable elements are involved, those Supplier terms will apply.

To cancel, please contact us in writing as early as possible — the sooner you let us know, the more we can usually do to help.

06 · Changes to Your Booking

Want to adjust a date, add a guest or tweak your itinerary? Just ask. We’ll always do our best to accommodate changes, subject to availability and any Supplier conditions.

• Change requests must be made in writing by the lead traveller.
• Some changes may incur additional costs or amendment fees charged by Suppliers; we’ll confirm these before proceeding.
• Occasionally we may need to change a booking ourselves — for example if a Supplier alters availability. If a significant change is necessary, we will offer you a suitable alternative or a refund of amounts paid for the affected portion.

07 · Passports, Visas & Health

It is your responsibility to ensure you meet all entry, visa, passport and health requirements for every country on your itinerary.

• Passports should typically be valid for at least six months beyond your travel dates and have sufficient blank pages.
• Visa and entry rules vary by nationality and can change — please check with the relevant embassies or official sources.
• Some destinations recommend or require vaccinations (for example yellow fever) or malaria precautions; please consult a travel-health professional.
• We are happy to offer general guidance, but we cannot be held responsible for denied entry or costs arising from incorrect or incomplete documentation.

08 · Travel Insurance

Comprehensive travel insurance is strongly recommended for every traveller, and may be required by certain lodges or Suppliers.

Your policy should cover, as a minimum, medical expenses and emergency evacuation, trip cancellation and curtailment, personal belongings, and any activities you plan to take part in. Please ensure your cover is appropriate for your itinerary and arrange it as soon as your booking is confirmed.

09 · Tours, Itineraries & Pickups

• Itineraries are carefully planned but may be adjusted for weather, wildlife movements, road conditions, safety or other factors beyond our control. We always aim to deliver an equal or better experience.
• Complimentary hotel or accommodation pickups are offered within defined pickup zones. Addresses outside these zones may require a designated meeting point or a private-tour upgrade — this is confirmed at booking.
• Please be ready at the agreed pickup time. Late arrivals or incorrect pickup details may result in a missed tour, which is treated as a no-show.
• Wildlife sightings are never guaranteed — nature is wonderfully unpredictable, and that is part of the magic.
• We reserve the right to decline or remove any guest whose conduct endangers themselves, others, or the experience, without refund.

10 · Your Responsibilities

To help your journey run smoothly, you agree to:

• Provide accurate booking, contact and traveller information.
• Arrive on time for tours, transfers and activities.
• Tell us in advance about any medical conditions, dietary needs, mobility requirements or accessibility needs.
• Behave responsibly and respect guides, fellow travellers, wildlife, communities and the environment.
• Follow the reasonable instructions of guides and Suppliers, especially regarding safety.

11 · Our Liability

We take great care in selecting our Suppliers and arranging your journey. Where we act as your travel organiser, certain services are delivered by independent Suppliers who are responsible for their own services.

• We accept responsibility for arranging your booking with reasonable skill and care.
• We are not liable for loss, injury, delay or damage caused by circumstances beyond our reasonable control, or by the acts or omissions of independent Suppliers or third parties.
• To the maximum extent permitted by law, our liability for any claim is limited to the total amount you paid for the affected booking.
• Nothing in these Terms limits any liability that cannot lawfully be limited, including for death or personal injury caused by our negligence.

12 · Force Majeure

We cannot be held responsible for events beyond our reasonable control — including but not limited to natural disasters, extreme weather, fire, flood, epidemics or pandemics, war or civil unrest, terrorism, strikes, government action, border closures, or the failure of public services and transport.

Where such events affect your booking, we will work with you and our Suppliers to find the best possible solution, but any refunds will be subject to what we are able to recover from Suppliers.

13 · Complaints

Your experience matters deeply to us. If something isn’t right while you’re travelling, please tell your guide or contact us straight away so we have the chance to put it right on the spot.

If a concern remains unresolved, please write to us within 28 days of your return with the details, and we will investigate promptly and respond fairly.

14 · Intellectual Property

All content on this website — including text, photography, video, itineraries, logos and design — is owned by or licensed to Beyond Africa Safaris and is protected by copyright and other rights. You may not copy, reproduce or use our content for commercial purposes without our written permission.

15 · Governing Law

These Terms are governed by the laws of the Republic of South Africa, and any disputes will be subject to the jurisdiction of the South African courts. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full effect.

We may update these Terms from time to time. The version published on this page at the time of your booking is the version that applies to you.

16 · Contact Us

Questions about these Terms, a quotation or a booking? Our team is here to help.

Prefer to talk it through? Visit our Contact page to call, WhatsApp or message our travel team.