1. Booking Your Holiday
a) Your contract in respect of your holiday is made with Runners Paradise Expeditions and Safaris Ltd (“the Company”), a company registered in Kenya. All bookings are subject to these Terms and Conditions.
b) All communications relating to your holiday will be sent by the Company to the email address or other approved communication channels provided on the booking form.
c) All bookings must be made through authorized representatives of the Company. A deposit of 50% of the total holiday cost is required to secure any booking made through the Company’s website, email, or other approved booking channels.
d) Receipt of the booking form and deposit by the Company does not constitute confirmation of a booking. A booking is only confirmed when the Company issues written confirmation. The Company reserves the right to refuse any booking without providing a reason. In such cases, any deposit received will be refunded in full.
e) For confirmed bookings, the outstanding balance must be paid in full at least 30 days before the departure date. If payment is not received by the due date, the Company reserves the right to cancel the booking and retain part or all of the deposit, depending on the time remaining before departure. The person signing the booking form accepts responsibility for payment of the total amount due and must ensure that the Company receives full payment by the specified due date. No payment reminders will be issued.
f) If a booking is made within 30 days of the departure date, full payment is required at the time of booking.
g) Any special requests, including dietary requirements, medical needs, or other preferences, should be clearly indicated on the booking form. While the Company will make every reasonable effort to accommodate such requests, they cannot be guaranteed unless confirmed in writing.
h) The Company will provide the services as described in the confirmed itinerary and written booking confirmation.
2. Price Policy
a) Due to the nature of the tourism industry, holiday prices may change without prior notice until a booking has been confirmed.
b) Once a Confirmation Invoice has been issued, unless the client has chosen to pay the full holiday cost at the time of booking, the holiday price may be subject to surcharges in limited circumstances. These may result from:
• Increases in transportation costs, including fuel prices;
• Increases in published airfares or accommodation rates;
• New or increased taxes, levies, or service fees;
• Changes in exchange rates affecting the holiday package; or
• Government or regulatory changes that impact the cost of providing the holiday.
The Company will absorb any increase up to 1.5% of the total holiday price (excluding insurance premiums and amendment charges). Only the amount exceeding 1.5% will be passed on to the client. Any applicable surcharge will be communicated through a revised Confirmation Invoice.
c) Clients may choose to pay the full holiday price at the time of booking. In this case, the quoted holiday price will be fixed and protected against any subsequent surcharges. To qualify for this price guarantee, the full invoice amount must be received by the Company within seven (7) days of the booking date.
If this is intended to be a complete set of Terms & Conditions, I can also help draft the remaining sections, such as cancellations, refunds, amendments, travel insurance, liability, force majeure, passports and visas, health requirements, complaints, privacy, and governing law, in a consistent professional style.
3. Cancellation and Changes by the Company
a) In some circumstances it may be deemed necessary to make changes to your holiday and the Company reserves the right to do so at any time, and notify the client of such changes at the earliest possible opportunity. If a major change to your tour is necessary, providing it does not arise from circumstances beyond the Company’s control, a client may choose (i) to accept the change of arrangements (ii) to purchase another holiday from us or (iii) to cancel your holiday. b) No compensation will be payable for minor changes. Minor changes include minimal changes to departure and arrival times, changes to the type of aircraft used and restaurant and accommodation changes to a comparable or superior standard.
c) Major changes include cancellations, and accommodation changes to an inferior standard of accommodation.
d) No compensation will be paid for changes or cancellations caused by Acts of God (Force Majeure), war, threat of war, riot, civil strike, industrial dispute, terrorist activity, natural or man-made disaster, fire, technical problems to transport, closure or congestion of airports, strikes or other industrial action, adverse weather conditions or any other event beyond the Company’s control. To cover for these eventualities, It is essential for a client to take out adequate travel insurance.
e) The Company reserve the right to cancel a holiday at any time before the date of departure, even after a confirmation notice has been sent.
If your holiday is cancelled the Company will refund in full the money you have already paid. No other compensation will be payable.
f) Should a client fail to pay the balance of the holiday price at least 30 days before departure, the Company will treat the booking as cancelled and levy the cancellation charges set out below
h) The company also has the right to refuse any person as a member of the tour, if in their opinion that person could endanger the health, safety and enjoyment of others on the tour. In any of the events mentioned above, the company’s sole liability and the client’s sole remedy will be limited to a refund of any monies paid, less the amount for services already utilized plus administrative fees.
4. Cancellation and Changes by You
a) You may cancel your holiday at any time providing you notify the Company in writing.
The following charges will be levied on any cancellation:
• 30 – 60 days 20% of tour cost excluding park entry fees.
• 15 – 30 days or more 30% of tour cost excluding park entry fees.
• 7-15 days 65% of tour cost excluding park entry fees.
• 1 – 7 days 80% of Tour Cost including park entry fees.
• Rescheduling the tour will not be charged.
b) After the itinerary is confirmed, the client is permitted free of administration charges one set of amendments, though will be liable for any added cost this may add to the tour, including airline charges, hotels etc. Any further modifications, which are instigated by the client, will incur a charge of USD30 or Euro25 due to communication and administration expenses that may have incurred.
5. Our Responsibilities
a) The Company does not own or manage the aircraft, accommodation, restaurants and other facilities used in conjunction with the tours arranged. While the Company has exercised care in selecting providers of travel, accommodation, restaurants and other facilities, the Company have not had the opportunity to inspect and do not represent that such aircraft, accommodation, restaurants, and other facilities and services have been inspected.
b) The Company is not responsible if you or any member of your party suffer death, illness or injury as a result of any failure to perform or improper performance of any part of our contract with you where such failure is attributable to (i) the acts and/or omissions of any member of the party, or (ii) those of a third party not connected with the provision of your holiday, or (iii) an event which neither the Company or the service provider could have foreseen or prevented even with due care.
c) Should any member of your party suffer illness, injury or death through misadventure arising out of an activity, which does not form part of the holiday the Company has arranged for you the Company cannot accept liability. The Company will offer general assistance where appropriate.
d) The Company regret that no refund will be made on unused tickets where travel, sporting event or other types of ticket, unless a refund can be obtained from the carrier or provider.
6. Your Responsibilities
a) Clients have the responsibility for arranging their own travel insurance, though an appropriate policy can be incorporated into your tour package. Details of all insurance policies held by each member of your party must be provided on the booking form. No booking forms can be accepted without sufficient proof that personal policies have been arranged. Please ensure that your insurance cover applies to the specific activities you are booking and which are confirmed on the Confirmation Invoice.
b) Each member of the party must have a valid passport, visas and all necessary documentation for the countries they are touring. The Company accept no responsibility for any delay or expense should your documents not be in order.
c) You are responsible for checking-in for flights at the correct time and for presenting yourself to take up all pre-booked components of your holiday. The Company cannot accept responsibility for clients missing flights as a result of late check-ins and no credit or refunds will be given if you fail to take up any component of your holiday. No credit of refunds will be given for lost, mislaid or destroyed travel documents.
d) By booking a holiday with the Company you undertake to behave in an orderly manner and not to disrupt the enjoyment of others on holiday with you nor to do anything to bring the reputation of the Company into disrepute. If you breach this clause your holiday will be terminated with immediate effect and the Company will have no further contractual obligation to you. The Company will be entitled to recover from the offending party and/or the person who signed the booking form compensation for any damage caused.
e) It is the responsibility of the person who signs the Booking Form to disclose any pre-existing medical conditions that members of their party may have.
f) All equipment and personal effects shall be all times and in all circumstances at the owner’s risk. The Company cannot accept responsibility for any loss or damage or delay to your luggage or effects unless directly caused by the negligence of one of our representatives.
7. Smoking
The Company forbids smoking in any vehicle operated by the Company. Frequent stops can be arranged for those who desire to smoke. All accommodation will be reserved with non-smoking rooms, unless the client specifically requires a smoking room. Confirmation is depending on hotel availability.
8. Waiver
The Company will undertake to ensure the safety of the client throughout the tour, however aspects of each particular tour may not be without an element of danger. Clients should be prepared to sign a ‘Waiver of Responsibility’ form before they begin their tour. This form is an understanding that all clients need to exercise judgement and care at all times to ensure their own safety and that of their fellow tourists.
9. Disclaimer
The Company has made all reasonable efforts to check the accuracy of the information contained in our website. The Company cannot however accept any responsibility for any errors or omissions that may appear in this site.
10. Complaints
a) If you have a problem during your holiday, please inform the relevant airline, hotel, local agent of other suppliers immediately so that they can endeavor to put things right. If you cannot resolve the problems, you must contact the Company office so that they are given an opportunity to help. The Company will not hold themselves responsible for the non-performance of an itinerary through causes beyond their control or when they are not notified of a problem at the point where remedial action can be taken. In the unlikely event that a complaint cannot be resolved at the time, a client should write to the Company within 28 days of returning home, giving the original booking reference number and all other relevant information. If he/she fails to take any of these steps he/she will hinder the Company’s ability to put any problem right and/or investigate it fully and any right to receive compensation will be reduced or completely invalidated.
b) Any dispute that may arise will be governed by Omani law and both parties shall submit to the jurisdiction of the Omani Courts.
c) All information given by the Company whether in writing or orally is to the best of the Company’s knowledge and believed correct at the time given and is given in good faith. The booking conditions shall take precedence over any other warranty or condition that may have been given.
11. Data Protection
The Company is committed to protecting your personal data and processing it in accordance with the Kenya Data Protection Act, 2019, and other applicable laws.
By making a booking, you consent to the Company collecting and processing your personal information, including contact details, passport information, emergency contacts, and any medical or dietary information necessary to arrange and provide your holiday. Your information may be shared with airlines, hotels, transport providers, government authorities, insurers, and other service providers where necessary to deliver the booked services or to comply with legal obligations.
The Company will take reasonable technical and organizational measures to safeguard your personal data and will retain it only for as long as necessary for the purposes for which it was collected or as required by law.
You have the right to access, correct, or request the deletion of your personal data, object to its processing where permitted by law, withdraw consent where processing is based on consent, and lodge a complaint with the Office of the Data Protection Commissioner.
By providing personal information relating to other members of your travel party, you confirm that you are authorized to do so and that they have been informed of the processing of their personal data.
