Terms & Conditions – Ecovic Tours & Travel Uganda

We accept bookings subject to the following conditions:
All holidays on this website and brochure are operated by Ecovic Tours & Travel Uganda and sold subject to the following conditions:
a) Reservation & Payment
For standard bookings, a refundable deposit of 30% of the whole total is required. For our safaris that include Gorilla, Chimpanzee & Golden Monkeys Permits, a refundable deposit of 50% of the whole total is required. Bookings made at the shows are subject to confirmation by Ecovic Tours & Travel Uganda within 14 days.
All bookings will be confirmed by Ecovic Tours & Travel Uganda in writing to the lead tour leader along with confirmation of balance payment details. The tour balance for all bookings will be paid directly by the guests on arrival to Uganda or Kenya or Rwanda or Tanzania in cash before their safari adventure starts, failure to complete the payment on arrival, Ecovic Tours & Travel Uganda reserves the right to cancel the reservation.
b) Validity
Dates, itineraries and our prices are valid from every January 1st to December 30th of each year. For bespoke safaris prices will always vary depending on availability of some services like accommodation, Gorilla permits and other excursions requested at the particular time. Ecovic Tours & Travel Uganda, reserve the right to change any of the facilities, services, prices & accommodations, itineraries or vehicles described in the website, brochure or online without being liable for compensation or refund.

c) Cancellation by the Passenger
Cancellations must be made by the client in writing to Ecovic Tours & Travel Uganda prior to the tour departure to be confirmed as cancelled. Cancellations before the balance payment prior to departure are as follows:
60 days or more prior to departure, 95% of tour fee to be refunded to the guests by Ecovic Tours & Travel Uganda.
59-30 days 60% of tour fee is forfeited
29-15 days 80% of tour fee is forfeited
14-0 days 100% of tour fee is forfeited
NOTE: Gorilla, Chimpanzee & Golden monkey tracking permits are non-Refundable in both Uganda, Rwanda and the Democratic Republic of Congo. Therefore, if your safari adventure involves any of the mentioned category, a fee for obtaining that particular permit is first deducted before making any refund.

d) Cancellation by US

Ecovic Tours & Travel Uganda reserves the right to cancel a tour in any circumstances but will not cancel a tour less than 30 days before departure, except for Force Majeure, Low Bookings (minimum 6 pax for group tours) or the Client’s failure to pay the final balance. Unless the Client fails to pay the final balance, Ecovic Tours & Travel Uganda will, upon cancellation, return all monies paid excluding payment for travel insurance or offer an alternative tour of comparable standard (does not cover the flight ticket or any other item which is not related with the tour operator Ecovic Tours & Travel Uganda). No compensation will be paid to the Client if cancellation is because of Force Majeure.

e) Travel Insurance

The passenger accepts that the cost of the tour does not include travel insurance & it is mandatory that all passengers obtain travel insurance while travelling with Ecovic Tours & Travel Uganda covering personal injury, medical, repatriation, and evacuation expenses.
Passengers must be able to provide proof of adequate insurance cover purchased if requested by the group leader or Ecovic Tours & Travel Uganda representative. It is strongly recommended that the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience occurring to the passenger.
Ecovic Tours & Travel Uganda will not accept liability for loss, theft of, or damage to baggage or personal effects. Personal belongings lost or stolen while unattended by the passenger in public lounges or other public areas, whether on board, a vessel, train, bus, or other mode of transportation, publicly owned or operated by Ecovic Tours & Travel Uganda or elsewhere, are not re-imbursable. Losses due to ordinary wear and tear or acts of God are not re-imbursable.
Ecovic Tours & Travel Uganda will not accept responsibility for, and in no event shall be liable for loss or damage of valuables or other articles left in or on facilities used by the Ecovic Tours & Travel Uganda such as hotels, vessels, expedition vehicles, or any other mode of transportation. When obtaining travel insurance, the client must ensure the insurer is aware of the type of travel to be undertaken.

f) Itinerary Changes

It may be necessary, sometimes at short notice, to make changes to an itinerary due to weather, traffic or road conditions. Regrettably, coaches, trains, boats do occasionally break down, or suffer mechanical or technical problems, or certain facilities on board a coach, train, boat may become faulty. Every effort will be made to rectify such issues as quickly as possible. In some instances, it may be necessary to replace the vehicle or boat which cannot be repaired. We cannot accept any responsibility for delays caused by any form of breakdown.

g) Changes by Ecovic Tours & Travel Uganda

Ecovic Tours & Travel Uganda aim is to operate all tours as advertised accepts that it may prove necessary or advisable to vary or modify a tour itinerary or its contents due to prevailing local conditions or any other reason.
Ecovic Tours & Travel Uganda reserves the right at any time to cancel or change any of the facilities, accommodations, services or prices described in our brochure or online and to substitute alternative arrangements of comparable monetary value or charge a supplement locally if alternative arrangements cannot be made, without compensation to the Client and accepts no liability to the Client whatsoever for costs or loss of enjoyment as a result of these changes.
Where a major change is made prior to departure, the Client will have the choice of either: accepting another tour of equivalent or superior standard; or a choice of specified travel arrangements of a lower standard to those previously booked together with a refund of the difference in price; or cancelling the tour and obtaining a full refund. The definition of the “major change” is a change that is reasonably required but will depend on the individual tour and circumstances.

h) Complaints

In the event of any dissatisfaction with any service provided by Ecovic Tours & Travel Uganda, you must report it immediately to the Trip Leader so that action can be taken to remedy the problem. Failure to notify the Trip Leader of any problem immediately may prejudice Ecovic Tours & Travel Uganda and may result in your ability to claim compensation from us being extinguished or reduced.
Any complaint made to Ecovic Tours & Travel Uganda following the conclusion of the trip should be made in writing within 28 days of completion of the trip. In the event that you do not notify us in writing within 21 days, Ecovic Tours & Travel Uganda’s ability to investigate the complaint may be prejudiced and may extinguish your claim. We are a Member of AUTO, USAGA & UTB. We are obliged to maintain a high standard of service to you by the three associations Code of Conduct.

i) Visas & Travel Documentation

It is the passenger’s responsibility to obtain any visas, passports, health certificates or other travel documentation required. It remains the passenger’s responsibility to ensure that these documents are in order and meet any additional costs incurred as a result of failure to comply with such requirements. For both our destinations in East Africa (Uganda, Kenya, Rwanda & Tanzania), D. R. Congo applications must be made online.

j) Agent Responsibility

It is the responsibility of the Agent to advise Ecovic Tours & Travel Uganda of any special requirements of the passenger and to communicate to any changes or alterations advised by Ecovic Tours & Travel Uganda.

k) Inclusions

The tour price include:
All accommodation as listed in the Tour Inclusions Section
All transport listed in the Tour Inclusions Section
Sight-seeing and meals as listed in the Tour Inclusions Section
The services of a group leader as described in the Tour Inclusions Section
The number of bags and luggage allowance may vary depending on your flight, destination, date, please check details with our customer service.

l) Exclusions

The tour price do not include:
Flights, excess baggage, visas, insurance, extra meals and drinks, items of personal nature, tips, port taxes & fuel supplements, departure taxes, optional activities and all the other services not stated in the ‘Inclusions’ sections of this brochure or online.
m) Solo Passengers

You have high options to book a tour. All our prices are based on single, double, twin or triple share occupancy.

n) Pre & Post Tour Accommodation

All extra accommodation costs must be paid in advance no less than one week prior to the tour departure by the passenger. Unpaid accommodation less than 7 days prior to departure will be considered cancelled.
The airport transfers offered with pre-tour accommodations can be only arranged after the payment has been received. The airport transfer won’t be valid without confirmation from Ecovic Tours & Travel Uganda.

o) Age & Health

Passengers under 18 years old are not permitted on Ecovic Tours & Travel Uganda tours except for travelling with parents on specific Family Tours. Bookings from persons under 18 will only be accepted with proof from their parents or guardians in any case. All passengers are expected to be certain that prior to travel that they are fit and able to complete the itinerary of their chosen tour as described in this brochure or online.

p) Privacy Policy

In order to process your booking, Ecovic Tours & Travel Uganda need to collect certain personal details from you. These details will usually include the names and addresses of party members, credit/debit or other payment details and special requirements such as those relating to any disability or medical condition that may affect the holiday arrangements. We take full responsibility for ensuring that proper security measures are in place to protect your information.
We must pass some information on to the relevant suppliers of your travel arrangements (hotels, transport companies etc.). Such suppliers may be outside our region if your holiday is to take place or involve suppliers outside these countries. The information may also be provided to security or credit checking companies, public authorities such as customs/immigration if required by them, or as required by law.
We may make contact with you or members of your holiday party by post, e-mail, or telephone for the purposes set out. We will also use your information to inform you of offers in the future or to send you brochures. If you do not wish to receive such approaches in the future then please let us know as soon as possible by telephone, letter or e-mail us at info@ecovictours.com. If we do contact you by e-mail about our new brochures, updated website or special offers, you will also be able to unsubscribe yourself from our database at this time.
When the passenger submits the review form they accept that the feedback and all rights therein, become the sole property of Ecovic Tours & Travel Uganda and that Ecovic Tours & Travel Uganda shall have the right to make it available to the public on this website and for any purpose and in any media (including for advertising or other commercial use).

q) Photos & Marketing

The passenger consents to Ecovic Tours & Travel Uganda using images taken of the passenger during the tour for advertising and promotional purposes in any media we choose. The passenger grants Ecovic Tours & Travel Uganda a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

r) Responsibility of Travel Talk

The tours operated or supplied by Ecovic Tours & Travel Uganda have been designed to provide participants with an exposure to the true nature of the environment visited and therefore involve an element of potential risk and exposure to potential hazards over and above those associated with normal ’package’ holidays.
All bookings are accepted on the understanding that the Client appreciates such risks and hazards and they undertake all tours at their own volition. If a Client participates in an activity not included as part of a tour operated by the Ecovic Tours & Travel Uganda, the Client accepts all responsibility for taking part in such an activity, accepts that no further services will be provided by the company and indemnifies Ecovic Tours & Travel Uganda against any and all claims related to such an activity.
Where the Client suffers death, personal injury or any other loss whatsoever as a result of an activity forming part of the tour arrangements booked with Ecovic Tours & Travel Uganda, then Ecovic Tours & Travel Uganda shall only accept responsibility if the death, personal injury or loss was caused by the negligent acts and/or omissions of Ecovic Tours & Travel Uganda’s employees, officers, agents or direct suppliers. For the avoidance of doubt, Ecovic Tours & Travel Uganda shall not be liable for such death, personal injury or any other loss suffered whatsoever if there has been no fault on the part of Ecovic Tours & Travel Uganda or its partners, or if the cause was the fault of the Client (including without limiting the generality of the foregoing the Client’s participation in any activity/option not specifically detailed as included on the tour or operated directly by Ecovic Tours & Travel Uganda) or due to the actions of someone unconnected with the tour arrangements or due to circumstances which neither Ecovic Tours & Travel Uganda nor its partners could have reasonably anticipated or avoided.

s) Your Financial Protection

We are a member of UTB, AUTO & USAGA. We are obliged to maintain a high standard of service to you by UTB’s Code of Conduct. We can also offer you an arbitration scheme for the resolution of disputes arising out of this contract. The scheme is arranged by UTB and administered independently. It is a simple and inexpensive method of arbitration on documents alone with restricted liability on you for cost. Safeguarding your adventure holiday is important to us. You can be sure your holiday is secured and fully financially protected.

t) Governing Law

The terms & conditions (incorporating these Booking Conditions) and all matters arising from it, is subject to Ugandan Law and the exclusive jurisdiction of the Ugandan Courts. The information contained in our brochures and online is correct at the time of publication; however, Ecovic Tours & Travel Uganda accept no liability for any inaccuracies contained herein.