ROLY HEKAYA AFRICA TOURS LIMITED

Terms and Conditions for Roly Hekaya Africa Tours Limited, Kenya

These terms and conditions outline the rights, obligations, and expectations between the tour company and the client. Please review carefully before booking a tour.

 1. Booking and Reservation Policy
    1.1 Deposit and Confirmation

• A non-refundable deposit (typically 30% of the total tour cost) is required to secure a booking. 
• Full payment must be received within a specified time frame (usually 30 days before departure). 

    1.2 Late Bookings  

• Bookings made within 14 days of departure are subject to availability and must be paid in full at the time of reservation. 

    1.3  Changes to Bookings 

• Any changes requested by the client must be communicated in writing and may be subject to availability and additional charges.

2. Cancellation Policy
   2.1 Cancellation by the Client

   Cancellations must be made in writing and are subject to the following penalties:

• More than 30 days before departure: refund of payments made, minus the deposit. 
• 15–30 days before departure: 50% of the total cost. 
•  Less than 15 days: No refund. 

  2.2 Cancellation by the Company  

• The company reserves the right to cancel tours due to unforeseen circumstances, such as safety concerns, low bookings, or force majeure (e.g., natural disasters, political unrest). In such cases:
• Clients will receive a full refund or may choose an alternative tour of equal value. 

 3. Pricing and Inclusions
    3.1 Tour Pricing 

• Prices quoted are per person and are subject to change based on currency fluctuations, fuel surcharges, or other external factors. 

   3.2 Inclusions

• Prices generally include accommodation, transportation, meals (as specified), park fees, and guided tours. 

    3.3 Exclusions  

• Prices do not include visas, personal travel insurance, tips, alcoholic beverages, and any additional activities not listed in the itinerary.

4. Travel Documentation
   4.1 Passports and Visas 

• Clients are responsible for ensuring they have valid passports and any required visas for travel in Kenya and other destinations on the tour.

   4.2 Health Requirements

•  Clients must meet all vaccination and health requirements, such as yellow fever vaccination or malaria prophylaxis. 

   4.3 Travel Insurance 

• Comprehensive travel insurance is mandatory, covering trip cancellations, medical emergencies, and personal belongings.

5. Liability and Responsibility
  5.1 Company Liability  

• The company acts as an agent for suppliers (hotels, airlines, transport services) and is not liable for any loss, damage, injury, or delays caused by third parties. 

   5.2 Client Responsibility  

• Clients are expected to adhere to local laws, tour guides’ instructions, and safety guidelines. Any damage caused by the client may result in additional charges. 

    5.3 Force Majeure  

• The company is not responsible for disruptions caused by events beyond its control, such as natural disasters or political instability.

6. Safety and Conduct

   6.1 Safety Guidelines  

• Clients must follow the safety instructions of tour guides, especially in wildlife areas or during adventurous activities. 

    6.2 Prohibited Conduct

• Disrespectful or illegal behavior, including harassment or vandalism, will result in immediate removal from the tour without refund. 

 7. Changes to Itinerary

• The company reserves the right to alter itineraries, accommodations, or activities due to unforeseen circumstances while ensuring alternatives are of similar value. 

8. Complaints and Disputes
   8.1 Complaints During the Tour 

• Clients are encouraged to report any issues during the tour to the guide or company representative for immediate resolution. 

    8.2 Post-Tour Complaints  

• Any grievances must be submitted in writing within 14 days of the tour’s conclusion. 

  8.3 Dispute Resolution  

• Disputes will be handled through negotiation. If unresolved, arbitration or legal action will be pursued under Kenyan law. 

 9. Photography and Media

• The company may use photographs or videos taken during the tour for promotional purposes unless the client specifically requests otherwise in writing. 

10. Governing Law

• These terms and conditions are governed by the laws of Kenya. Any legal disputes will be resolved within Kenyan jurisdiction. 

By booking a tour with Roly Hekaya Africa Tours Limited, clients acknowledge and accept these terms and conditions.

Rules and Regulations for Roly Hekaya Africa Tours Limited

To ensure smooth operations, customer satisfaction, and the safety of all involved, the following rules and regulations govern Roly Hekaya Africa Tours Limited: 

 1. General Guidelines
Business Conduct: All company representatives and clients are expected to act respectfully, responsibly, and ethically during tours and interactions. 
Legal Compliance: The company abides by all local, national, and international tourism and travel regulations. 
Confidentiality: Personal and payment information provided by clients will be handled with the utmost privacy and security.

 2. Booking and Payment Policy
Reservations: All bookings must be confirmed with a deposit (percentage to be determined by the company). Full payment should be made by the deadline specified in the booking confirmation. 
Cancellation Policy: Clients must notify cancellations in writing. Refunds will be processed as per the cancellation terms (e.g., percentage refund based on notice period). 
Method of Payment: Payments can be made through authorized bank transfers, credit/debit cards, or other approved methods.

 3. Tour Participation Rules
Age Restrictions: Participants under 18 must be accompanied by a guardian unless otherwise agreed upon. 
Health and Fitness: Clients must disclose any medical conditions that could affect their participation in activities. 
Code of Conduct: Clients are expected to respect local cultures, wildlife, and the environment during the tour. Unruly behavior may result in removal from the tour without a refund.

4. Safety Regulations
Wildlife Safety: Adherence to guides’ instructions is mandatory when interacting with wildlife or exploring protected areas. 
Emergency Preparedness: The company ensures that all tours have clear safety protocols, including access to first aid and emergency contacts. 
Insurance: Travel insurance is mandatory for all clients to cover emergencies, medical needs, and cancellations.

 5. Environmental Responsibility
Eco-Friendly Practices: Clients and staff must minimize environmental impact by adhering to leave-no-trace principles and avoiding prohibited activities in protected areas. 
Wildlife Protection: Disturbing or harming wildlife is strictly prohibited. 

 6. Company Responsibility
Service Standards: Roly Hekaya Africa Tours Limited commits to delivering high-quality services, ensuring the safety, comfort, and enjoyment of all clients. 
Force Majeure: The company is not liable for disruptions caused by events beyond its control (e.g., natural disasters, political unrest). 
Liability: While the company takes all precautions, clients must acknowledge inherent risks in travel activities. 

 7. Dispute Resolution
Complaint Handling: Any grievances must be reported in writing within 14 days of the tour’s completion. 
Resolution Process: Disputes will be resolved through mutual negotiation. If unresolved, arbitration will be pursued as per the governing laws. 

8. Employee and Partner Code
Professionalism: All employees, guides, and partners must demonstrate professionalism and integrity at all times. 
Compliance: Staff and partners are required to follow all company policies and local tourism regulations. 

By adhering to these rules and regulations, Roly Hekaya Africa Tours Limited ensures a safe, enjoyable, and respectful experience for all parties involved. 
"Africa’s Beauty, Told Through Your Eyes"