Booking Terms and Conditions

These Booking Conditions, together with our privacy policy and any other written information we brought to your attention before we confirmed your booking, set out the details of your booking with ECOTOUR AFRICA, Registered Office Plot 64, Gyebi Avenue, by Catholic guest house junction, Damongo, Northern region, Ghana.

Please read them carefully as they set out our respective rights and obligations. In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.

By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:

He/she has read these terms and conditions and has the authority to and does agree to be bound by them;

He/she consents to our use of information in accordance with our Privacy Policy;

He/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services.

APPLICABLE TO ALL BOOKINGS

1. Booking

When you make a booking, you confirm that you have the authority to accept and do accept these conditions on your behalf and on behalf of all members of your party and further, if you are making a booking for more than one person, that you are responsible for all payments due from each and every member of your party. It is your responsibility to ensure that any information which you give us is accurate and that information which is given to you by us or any of our suppliers is passed on to all members of your party.

When you make your booking you must pay the relevant deposit as specified at the time of booking. No contract will come into existence until we accept your booking and we receive your deposit or full payment in cleared funds and issue you with a confirmation invoice either on behalf of ourselves or the supplier in question.

Please check that all names, dates and timings are correct on receipt of all documents and advise us of any errors immediately, as changes cannot be made later and it may harm your rights if we are not notified of any inaccuracies in any document immediately. Please ensure that the names given are the same as in the relevant passport.

ECOTOUR AFRICA offers return travellers a discount of 10% on all tours. It is important that you inform us of the fact that you are a return traveller before your tour is paid in full so that we can apply this discount to your booking. No refunds will be processed to return customers who inform us of their return customer status after full payment has been made. Any traveller who is referred to us by a previous traveller will be entitled to a referral discount of 7.5%. Please inform us of this before your tour is paid in full as we will not process any refunds based on referral discount after the tour is paid in full. Kindly note that all discounts and offers have to be processed at the time of booking, before payment is made.

If you a returning customer, then you would not be qualified for a tour partner discount if you decide to book through an agent or affiliate.

The booking information that you provide to us will be passed on only to the relevant suppliers of your travel arrangements or other persons necessary for the provision of your travel arrangements. The information may therefore be provided to public authorities such as customs or immigration if required by them, or as required by law. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary and religious requirements. Certain information may also be passed on to security or credit checking companies.

2. Payment

At the time of booking you will be required to pay a deposit of 50% of the tour price (or other amount specified at the time of booking) per person or make full payment for your booking if booking less than 14 days before tour date. Where you only pay a deposit you must pay the full balance by the due date notified to you. If full payment is not received by the due date, we may cancel your booking and charge the cancellation fees set out in the Terms and Conditions..

Once a booking has been created and the deposit paid, the currency can no longer be changed on that booking.

Mode of payment:

Paypal is not functional in Ghana, hence, all payments should be by a bank transfer into our GTBank account:

3. Accuracy

We endeavour to ensure that all of the information and prices both on our website and in our brochures are accurate; however, occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed.

4. Special Requests

If you have any special requests please let us know at the time of booking. We will pass on all such requests to the supplier/representatives but we do not guarantee that they will be met and we will have no liability to you if they are not.

5. Insurance

Adequate travel insurance is a condition of booking with us. You must take out a policy of insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; and other expenses. Failure to disclose relevant information will affect your insurance. You agree to provide us with a copy of your insurance policy on request.

Please note we do not check insurance policies. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.

6. Guaranteed Departures

All tours operated by us are guaranteed departures and will operate unless force majeure circumstances or other unforeseen circumstances arise. Due to the traveller numbers on a specific tour, we reserve the absolute right to change the type or style of transportation or other elements, to enable the tour to operate.

7. Accommodation Ratings and Standards

Accommodation is provided in twin accommodation, which may be two single beds. A twin is commonly accepted as referring to two separate mattresses in two different frames.

Two travellers booking together will be accommodated in a twin room. Three travellers booking together will be accommodated as follows: two travellers will be roomed in one twin room, the third person will be accommodated in a same gender twin share room. We will use our discretion in allocating the third person to a room share; unless we are otherwise advised in writing as to who will be sharing with whom.

Triple rooms can be requested, in writing, but cannot be guaranteed. Most hotels have rooms that will take an extra bed if required. These extra beds may be bunk beds, fold-away beds or sofa beds. Where an extra bed is added this may limit the space available.

Single travellers will be accommodated in same-gender twin rooms paired with another single traveller, unless they pay a single room supplement at an additional cost.

Safety standards: We strongly advise that all customers seek to minimise their exposure to injury by familiarising themselves with relevant safety information that may be posted around the hotel or anywhere else.

8. Food

Meals are included as stipulated in the tour itinerary, check your specific tour itinerary on our website for details of which meals are included. Vegetarians can be catered for, so please inform us at the time of booking, as well as your tour leader at the start of the tour. Please be aware that vegetarian meals here are classified as meals without meat or fish, and may not be what you are used to. Specific religious dietary requirements can be catered for by providing the vegetarian option. Non-included meals are at your own expense.

9. Fitness to Travel, Age and Medical Conditions

If you have any medical condition, disability or special requirements which may affect your holiday, please tell us before you confirm your booking, as we are able to make enquiries of the supplier about the suitability of arrangements for you and provide replies prior to booking.

Clients are also expected to accept that the components described constitute “Adventure Travel” and that travel to and facilities here may not be a similar standards to that which they may be accustomed to at home.

Persons over 65 years of age may be asked to provide medical evidence of fitness to travel on certain itineraries. Minors (5 years and above, but less than 18 years of age) are accepted on some group tours operated by us at our discretion provided they are accompanied by a parent or guardian who accepts full responsibility for them. We have recommended ages for participation in group tours which act as a guide only.

All itineraries include a large amount of walking. Walking tours may take up to three hours, and walking to and from guest house and restaurants is unavoidable. All itineraries include the use of these modes of transportation, which could be motorbike, bicycle, horse and carriage, tricycle truck or a car.

Clients agree to accept the authority and decision of our employees, tour leaders, and agents whilst on tour with us or, where we act as agent, the authority of the employees, tour leaders, and agents of the supplier. If in the opinion of such a person, the health or conduct of a client before or after departure appears likely to endanger the safety, comfort or enjoyment of a tour, the client may be excluded from all or part of the tour, without any refunds. In the case of ill health we may make such arrangements as it sees fit and recover the costs from the client.

If a client is excluded from the tour as above or chooses to leave the tour of their own free will or leaves the tour due to ill health or any other reason there will be no refund of the tour price, extra services, surcharges, local payments/funds or any local surcharges. All services forming part of the whole package booked will be forfeited though may be recovered through travel insurance in some circumstances.

10. Behaviour

Please be aware that the booking conditions of the supplier will normally state that your holiday arrangements can be terminated, with no refund, if the behaviour of your party falls below an acceptable standard. Suppliers will also often require you to pay for any damage you cause to the accommodation or services in resort. We are under no obligation to you if any event such as this occurs. You agree to indemnify us for the full amount of any claim (including all legal costs) made against us by the supplier or any third party as a result of your conduct.

All participants in tours operated by us are expected to obey the laws and regulations of the republic of Ghana, and any failure to do so may relieve us of any obligation that they may otherwise have under these booking conditions.

11. Passports, Visas and Health

We can provide general information about the passport and visa requirements for your trip, but this is for guidance only and it remains your responsibility to check the requirements before you travel. Your specific passport and visa requirements, and other immigration requirements, are your responsibility and you should confirm these with the relevant Embassies and/or Consulates prior to travel. Neither we nor the supplier accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements and normal cancellation/amendment fees will apply

We would also advise you check with your own doctor for a generic pre-travel health formalities or for personal consultation as regards your specific circumstances.

12. Final Travel Arrangements

Please ensure that all your travel, passport, visa and insurance documents are in order and that you arrive in plenty of time for checking in at the relevant departure point.

13. Check-in & Check-out

Generally, check in is at any time of the day for us and check out is by 12.00 noon on the last day. Please note that our itineraries often require that we stick to this time, and failure to do so may require an extra charge.

14. Complaints

Where you have booked a package holiday with us or a single-element booking where we are acting as principal, please inform your Tour Leader about any queries or concerns immediately or contact us via the contact numbers listed on our website. If your complaint is not resolved locally, please follow this up within 14 days of your return home by writing to us giving your booking reference and all other relevant information. It is strongly recommended that you communicate any complaint to the supplier of the services in question without delay whilst on tour. If you fail to follow this procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were on tour and this may affect your rights under this contract.

Where we are acting as agent, the contract for your arrangements is between you and the supplier/local operator and any queries or concerns should be addressed to them. If you have a problem whilst on holiday, this must be reported to the representative / supplier or their local supplier or agent immediately. If you fail to follow this procedure there will be less opportunity to investigate and rectify your complaint. The amount of compensation you may be entitled to may be reduced or you may not receive any at all depending upon the circumstances.

If you wish to complain when you return home, write to the supplier. You will see the name and address plus contact details in any confirmation documents we send you. We will of course assist you with this if you wish – please contact us. However any assistance will be provided as a gesture of goodwill.

15. Lost property

ECOTOUR AFRICA and its staff do not accept liability in respect of any loss or damage to articles brought on tour. It is the sole responsibility of all guests to make arrangements for adequate insurance coverage on all valuable items prior to departure. Should any items be left behind at our partner hotels whilst on tour, it is your responsibility to contact the relevant hotel to make arrangements for the items to be returned. ECOTOUR AFRICA will assist where possible in the tracking of lost items. Should the item be found it will be posted to you. You agree to pay a handling fee of £25 per lost item as well as the relevant postage fee. ECOTOUR AFRICA accepts no liability for helping with your lost property, nor do we take responsibility for any loss or damage to your luggage while on holidays.

16. Financial Protection

In relation to package holidays sold by us, the Package Travel (etc.) Regulations require us to provide security for the monies that you pay and for repatriation in the event of our insolvency.

Where we are acting as an agent, your protection is provided by our supplier.

17. Force Majeure

Except where otherwise expressly stated in these booking conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by any event which we or the supplier of the service in question could not, even with all due care, foresee or avoid. These events can include, but are not limited to war, threat of war, civil strife, terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and all similar events outside our control or the control of the supplier concerned.

18. Law and Jurisdiction

These terms and conditions are governed by Ghanaian law and any dispute arising between the parties is subject to the exclusive jurisdiction of the courts of the republic of Ghana.

If any exclusion(s) or limitation(s) contained in these Conditions is found, in whole or part, to be unlawful, void or for any other reason unenforceable for any purpose(s), that exclusion(s) or limitation(s) or the part(s) in question shall be deemed severable and omitted from these Conditions for that purpose / those purposes. Such omission shall not affect the validity, effectiveness or enforceability of the other provisions of these Conditions.

19. Conditions of Suppliers

Many of the services which make up your holiday are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from us or the supplier concerned.

20. Data Protection and Privacy Policy

Please click here to read ECOTOUR AFRICA’s Data Protection and Privacy Policy.

21. Definition of Package

A “Package Holiday” exists if you book a pre-arranged combination of at least two of the following components when sold or offered for sale at an inclusive price and when the service covers a period of more than twenty-four hours or includes overnight accommodation: (a) transport; (b) accommodation; (c) other tourist services not ancillary to transport or accommodation and accounting for a significant proportion of the package. Where you have booked a Package Holiday with us, we will accept responsibility for it in accordance with these Booking Conditions as an “Organiser” under the Package Travel, Package Holidays and Package Tours Regulations.

22. If You Cancel

If you or any other member of your party decides to cancel your confirmed Package you must notify us in writing. Your notice of cancellation will only take effect when it is received in writing by us at our offices or by email (when you receive an email response confirmation from us). Since we incur costs in cancelling your arrangements, you will have to pay the applicable cancellation charges of 25% of the total amount payable.

23. If We Make a Change or Cancel Your Package Holiday

It is unlikely that we will have to make any changes to your Package, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you of them at the earliest possible date. We also reserve the right in any circumstances to cancel your Package. However, we will not cancel your travel arrangements less than 14 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance. Most alterations will be minor and while we will do our best to notify you of any changes as soon as reasonably possible if there is time before your departure, we will have no other liability to you. If we become unable to provide a significant proportion of the services that you have booked with us after you have departed, we will make alternative arrangements for you at no extra charge.

24. Damage or loss

Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description: (a) which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you; or (b) relate to any business.

We will not accept responsibility for services or facilities which do not form part of our Agreement, or where they are not advertised in our brochure. This is for example any excursion you book directly with an external supplier, or any service or facility which your hotel or any other supplier agrees to provide for you.

Extra activities may be available on all tours, that will enhance your travel experience, but you have a choice as to whether or not to participate. Please note these are not part of your tour, These excursions are not operated by ECOTOUR AFRICA, nor do they form part of your contract with us. Should you participate in any extra activities your contract will be with the local supplier and their conditions will apply.

25. Delays, Missed Transport Arrangements and other Travel Information

Our tours run to a schedule and if you, or any member of your party is late during the tour, you may be left behind. If this occurs, please contact your tour leader and they will provide you with assistance to help you travel to the next destination, please note that any costs incurred will be at your own expense. The departure times during the tour are set by the tour leader and driver and will be notified to you at each stop. It is your responsibility to be on time, failure to be on time can cause delays to the tour itinerary.

26. Our Staff

Our staff members have been carefully chosen, and they are well trained. Tour leaders, volunteers and support staff are encouraged to have well deserved rest during tour; this is a key as part of the tour itinerary. Although the staff may be on rest, they are always on call for any emergencies.

 

 Updated: September 2017.