Terms and conditions

This document outlines the terms and conditions under which Bespoke Luxe Journeys agrees to act on your behalf in planning and hosting tours. Your acceptance of any invoice and payment into the Bespoke Luxe Journeys account constitutes your explicit or implied agreement to the terms outlined below:

Authority

You grant Bespoke Luxe Journeys the authority to plan your travel itinerary, accommodation, and activities, and to make any adjustments—before or during the tour—as deemed necessary to ensure a successful experience

Professional Duties

  • Bespoke Luxe Journeys and its tour hosts will carry out their duties professionally throughout the tour. Our hosts are there to assist with coordination, provide support, and help ensure your trip runs smoothly. Guests are kindly asked to bring luggage that they can comfortably carry and move around with on their own, as carrying luggage is the sole responsibility of each client.
  • Our tour hosts are there to:
    • Resolve disputes between clients and service providers     
    • Assist with payments and communication between guests and providers     
    • Maintain time management for the benefit of the group    
    • Make necessary judgment calls and adjustments to the itinerary
  • Clients must report any issues to the tour host within 12 hours.
  • Clients may not disclose complaints or issues involving Barefoot African Safaris or its suppliers to third parties or other clients. Failure to follow this rule may result in removal from the tour.

Confidentiality

  • Bespoke Luxe Journeys will treat all your personal information confidentially in accordance with the POPI Act.
  • Any personal challenges shared during the tour will be treated with discretion and privacy

Package costs

  • Packages only include what is clearly listed under “Package Includes” in the flyer or brochure.
  • Any activities or meals mentioned for reference are optional unless stated otherwise.
  • Costs outside the package are for your own account. Estimates may change.
  • Activities are run by third-party service providers. While we aim to partner with reliable and fairly priced providers, Bespoke Luxe Journeys is not liable for any last-minute changes in timing, availability, or price. Prices are accurate at the time of publishing and may change without notice.Payments to third-party providers are non-refundable. Please ensure you’re certain before paying.
  •  Any general costs not included in the package remain your responsibility.
  •  All prices are quoted per person sharing. Single occupancy attracts an additional charge

Cancellations and Refunds

  • Refund Schedule (Excludes Deposit & Purchased Air Ticket)
    • 90+ days before departure: Full refund.
    • 60+ days before departure: 90% refund.
    • 30+ days before departure: 60% refund.
    • Less than 30 days: Non-refundable.
  • Air Tickets: Once approved for purchase, the air ticket cost becomes part of the non-refundable deposit and is excluded from any refund calculation
  • Replacement Client: A full refund is only issued if the client finds a suitable replacement who pays the full original amount
  • No-Shows/Oversight
    • No refund will be issued for missing a flight/bus due to personal delays, lack of correct documentation, or personal oversight.
    • Failure to join the tour for any reason results in forfeiture; no refunds on the day of departure.
  • Cash Deposits: Carry additional bank charges passed on to the client. 
  • Rebooking/Change Fee: A $30 penalty fee applies for rebooking/changing a tour within 30 days of departure.
    • Transfers from a fully priced tour to a discounted promotional package are not permitted.
  • Force Majeure In cases of border closures, natural disasters, political unrest, low bookings, etc., Barefoot African Safaris will postpone the tour within a 12-month period. No refunds will be issues
  • Payments: Non-transferable to another person or client name under any circumstances.
  • Insurance: All cancellation and refund policies apply in cases of illness, family emergencies, death, or work-related issues. Travel insurance is strongly advised

 

Transportation and Transfers

  • Punctuality: Clients must be punctual and present at all pickup locations.
  • Activity Transfers: Arranged by service providers. Missing a scheduled ride means any alternative arrangements (e.g., taxi) are at the client’s cost.

Immigration and  Passport & Entry Requirements

  • Immigration: Clients must comply with all rules and conduct themselves respectfully at border crossings, following the guidance of drivers/hosts.
  • Passport Validity: Must be valid for at least 6 months from the return date of the tour.
  • Document Names : All travel documents must match the name on the passport.
  • Entry Requirements: Clients are responsible for meeting all host country entry requirements, including
    • COVID-19 certification
    • Yellow Fever vaccination
    • Malaria precautions
    • Visas (advice is offered, but acquisition and cost are the client’s responsibility).

Client Etiquette

  • Consequences: Offenders may be removed from the tour or handed over to local authorities without a refund.
  • Prohibited Behaviour: Excessive alcohol use, disruptive behaviour, and the use or transportation of recreational drugs.
  • Timekeeping: Lateness resulting in being left behind means the client bears the full cost of rejoining the group. Barefoot African Safaris is not obligated to assist or reimburse.
  • Respect: Maintain respectful behaviour toward all fellow travelers, hosts, and service providers. Direct complaints to the tour host

Indemnification and Liability

  • Bespoke Luxe Journeys is Not Liable for:
    • Cancellations, delays, or itinerary changes.
    • Loss of profit or personal opportunities.
    • Indirect, special, or consequential losses.
    • Losses from non-gross negligence.
    • Issues caused by third-party providers.
  • Client Agreement: You agree to indemnify the company and its employees from any claims/losses resulting from your actions or participation.
  • Host Country Laws: You agree to respect and comply with the laws of the host country.

Changes to the Package

Bespoke Luxe Journeys reserves the right to change the following, with communication to the client at the earliest opportunity:

  • Accommodation (due to financial/booking challenges).
  • Package pricing (due to increases in fuel, exchange rates, flight changes, or logistical challenges).
  • Airlines or flight routes (due to fuel prices, seat availability, etc.).
  • Itinerary (to improve convenience, cost-efficiency, health/safety, or feasibility).
  • Suppliers (if a service provider becomes unavailable).
  • Tour dates (if running the tour is not financially sustainable).

Promotional Booking Policy

  • Transfers/Combining: Payments from full-priced tours may not be transferred to promotional tours. Discounts (e.g., birthday/returning-client) may not be combined with promotional packages.
  • Eligibility: Deposits/full payments must be made within the promo period to qualify.
  • Modifications: Promotional bookings cannot be modified (dates, destination, inclusions); changes require a new booking.
  • Deposits: Deposits for promotional packages are non-refundable and non-transferable.
  • Retrospective Discounts: No retrospective discounts will apply to previously booked tours.
  • Client-Requested Discounts: Discounts must be explicitly requested by the client and applied during quoting/invoicing. If missed, the discount is forfeited.

Content Creation and Use of Media

  • Company Use: The company may capture photos/videos and use them on social media, websites, or other promotional platforms.
  • Edited Pictures: A selection of edited pictures is a complimentary gesture (not guaranteed) and is sent when ready; there is no set timeline.
  • Opt-Out: If you prefer not to appear in any public-sharing media, you must inform the company before, at the start, or during the tour.