1. APPLICATION

These Terms and Conditions govern all quotations, estimates, bookings, and travel services provided by or on behalf of Pearl Nature Holidays & Safaris Limited ("the Company"). They apply to all bookings made through the Company's website, email, telephone, or any other authorized communication channel.

By making a booking with the Company, you acknowledge that you have read, understood, and accepted these Terms and Conditions.

2. BOOKING YOUR HOLIDAY

2.1 Contract Formation

Your contract is with Pearl Nature Holidays & Safaris Limited, a company duly registered in Uganda under Registration Number 80020002240859 and licensed by the Uganda Tourism Board.

All bookings are subject to these Terms and Conditions.

2.2 Official Communication Channels

All correspondence relating to your booking shall be conducted through the Company's official communication channels:

Website: www.pearlnatureholidays.com

Email: info@pearlnatureholidays.com

Telephone: +256 788 506 702 / +256 707 964 076

The Company shall not be liable for communications made through unauthorized channels.

2.3 Booking Confirmation

All bookings must be made through an authorized representative of the Company.

Receipt of a booking form and deposit does not constitute acceptance or confirmation of a booking. A booking shall only be deemed confirmed once the Company issues written confirmation.

The Company reserves the right to decline any booking request without providing reasons and shall refund any deposit received in such circumstances.

2.4 Payment Terms

A minimum deposit of 30% of the total safari cost must be paid at least seven (7) days before departure.

Where gorilla or chimpanzee permits are required:

• 100% of the permit fees must be paid at the time of booking.
• An additional 30% deposit of the remaining safari cost shall also be required.

Failure to pay the outstanding balance by the specified due date may result in cancellation of the booking, and the Company reserves the right to retain deposits paid, subject to applicable cancellation terms.

The individual signing the booking form accepts responsibility for full payment of all amounts due.

2.5 Last-Minute Bookings

For bookings made within seven (7) days of departure, full payment is required at the time of booking.

2.6 Special Requests

Special requests, including dietary requirements, mobility assistance, or medical considerations, should be communicated during the booking process. While every effort will be made to accommodate such requests, they cannot be guaranteed unless confirmed in writing.

2.7 Service Delivery

The Company shall provide services as detailed in the confirmed itinerary and written booking confirmation.

3. PRICING POLICY

3.1 Cost Breakdown

The Company is under no obligation to provide a detailed breakdown of package costs.

3.2 Price Adjustments Before Confirmation

The Company reserves the right to revise quoted prices prior to booking confirmation.

3.3 Surcharges After Confirmation

Following issuance of a Confirmation Invoice, surcharges may only be applied due to:

• Increased transportation costs;
• Fuel price increases;
• Changes in airline fares;
• Government taxes or regulatory fees;
• Airport charges;
• Exchange rate fluctuations;
• New taxes imposed by governmental authorities.

The Company will absorb the first 2% of any increase. Only increases exceeding this amount may be passed on to the client.

3.4 Right to Cancel Due to Significant Price Increase

Where a surcharge increases the holiday cost by 10% or more, clients may cancel the booking within fourteen (14) days of receiving the revised invoice and receive a refund of payments made, less applicable banking charges.

3.5 Fixed Price Option

Clients may secure a fixed holiday price by paying the full amount within seven (7) days of receiving the Confirmation Invoice.

3.6 Currency Fluctuations

Should currency values strengthen after payment, the Company shall not be obligated to reduce previously agreed prices.

4. CANCELLATIONS AND CHANGES

4.1 Changes by the Company

The Company reserves the right to make changes to itineraries where necessary.

Where a major change becomes unavoidable, clients may choose to:

• Accept the revised arrangements;
• Transfer to another available tour package;
• Cancel the booking.

4.2 Minor Changes

Minor changes may include:

• Adjustments to departure or arrival times;
• Changes of accommodation to a comparable or superior standard;
• Changes to transportation providers or equipment.

No compensation shall be payable for minor changes.

4.3 Force Majeure

The Company shall not be liable for cancellations, delays, or alterations resulting from circumstances beyond its reasonable control, including but not limited to:

• Natural disasters;
• Severe weather conditions;
• Pandemics;
• War or threat of war;
• Civil unrest;
• Government restrictions;
• Terrorist activities;
• Industrial actions;
• Airport closures;
• Transportation failures.

Clients are strongly advised to obtain comprehensive travel insurance.

4.4 Cancellation by the Company

The Company reserves the right to cancel a tour prior to departure for operational or safety reasons.

In such cases, all monies paid shall be refunded in full, and no additional compensation shall be payable.

4.5 Transportation Providers

All transportation services are subject to the terms and conditions of the respective carriers, which may limit liability in accordance with international conventions and applicable laws.

4.6 Non-Payment

Failure to settle outstanding balances at least seven (7) days before departure may result in automatic cancellation and applicable cancellation charges.

4.7 Refusal of Participation

The Company reserves the right to refuse or remove any participant whose behavior may compromise the safety, welfare, or enjoyment of other travelers.

Any refund shall be limited to unused services, less administrative and supplier charges.

4.8 Cancellation by the Client

Non-Refundable Permits

Gorilla trekking permits and chimpanzee tracking permits are strictly non-refundable.

Cancellation Charges

The following cancellation fees apply:

Cancellation PeriodChargeMore than 30 days before departure50% of deposit15 – 30 days before departure100% of deposit8 – 14 days before departure80% of total tour cost1 – 7 days before departure100% of total tour cost5. OUR RESPONSIBILITIES

5.1 Duty of Care

The Company will exercise reasonable skill, care, and diligence in arranging and delivering safari services.

5.2 Third-Party Suppliers

The Company does not own or operate airlines, hotels, lodges, restaurants, transport providers, or other third-party services used during the safari.

While the Company carefully selects reputable suppliers, it cannot guarantee the performance of third-party service providers.

5.3 Liability Limitations

The Company shall not be liable for illness, injury, loss, damage, delay, or death arising from:

• Actions or omissions of clients;
• Acts of third parties not under the Company's control;
• Unforeseeable circumstances beyond reasonable control.

5.4 Safari Activities

Participation in safari activities involves inherent risks.

The Company shall not be liable for accidents, injuries, illnesses, or death resulting from participation in safari activities except where required by law.

5.5 Unused Services

No refunds shall be made for unused tickets, accommodation, excursions, or services unless recoverable from the relevant supplier.

6. CLIENT RESPONSIBILITIES

6.1 Travel Insurance

Clients are responsible for obtaining comprehensive travel insurance covering:

• Medical expenses;
• Emergency evacuation;
• Trip cancellation;
• Personal liability;
• Loss of baggage;
• Safari-related activities.

6.2 Travel Documentation

Clients must possess valid:

• Passports;
• Visas;
• Vaccination certificates;
• Entry permits;
• Any other required travel documents.

The Company accepts no responsibility for costs or delays arising from inadequate documentation.

6.3 Participation

Clients are responsible for presenting themselves on time for all scheduled activities and departures.

No refunds shall be provided for missed services due to client negligence.

6.4 Conduct

Clients shall behave responsibly and respectfully throughout the safari.

The Company reserves the right to terminate the participation of any client whose conduct is disruptive, dangerous, unlawful, or damaging to the Company's reputation.

6.5 Medical Conditions

Clients must disclose any relevant medical conditions at the time of booking.

6.6 Personal Property

All luggage, equipment, and personal belongings remain at the owner's risk.

The Company shall not be liable for loss, theft, damage, or delay unless caused directly by proven negligence of the Company.

6.7 Wildlife Encounters

Safari activities may involve close proximity to wild animals.

Although every precaution is taken, wildlife behavior is unpredictable. The Company shall not be held responsible for injuries, losses, or incidents resulting from wildlife encounters.

7. SMOKING POLICY

Smoking is prohibited in all Company-operated vehicles.

Smoking breaks may be arranged where practical.

Accommodation will generally be reserved as non-smoking unless specifically requested and subject to availability.

8. PHOTOGRAPHY AND MARKETING

The Company reserves the right to use photographs and videos taken during tours for promotional and marketing purposes, including publication on websites, social media platforms, and brochures.

No compensation shall be payable for such use.

Clients who do not wish to appear in promotional materials must notify the Company in writing before the commencement of the tour.

9. WAIVER OF RESPONSIBILITY

Certain safari activities involve inherent risks.

Clients may be required to sign a Waiver of Responsibility acknowledging these risks and agreeing to exercise personal care and judgment during the tour.

10. DISCLAIMER

The Company makes every effort to ensure the accuracy of information contained in its website, brochures, and promotional materials.

However, errors, omissions, and changes may occur, and the Company shall not be held liable for inaccuracies beyond its reasonable control.

11. COMPLAINTS AND DISPUTE RESOLUTION

Should any issue arise during your holiday, clients are encouraged to notify the Company immediately so that reasonable efforts can be made to resolve the matter.

If a complaint remains unresolved, it must be submitted in writing within twenty-eight (28) days of the completion of the tour, together with the booking reference number and supporting documentation.

Failure to follow this procedure may affect the Company's ability to investigate and resolve the complaint.

Governing Law

These Terms and Conditions shall be governed by and interpreted in accordance with the laws of the Republic of Uganda.

Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the Courts of Uganda.

12. DATA PROTECTION AND PRIVACY

The Company may collect personal information necessary for booking and delivering travel services, including dietary, medical, accessibility, and religious requirements.

All personal information shall be handled confidentially and processed in accordance with applicable data protection laws.

Information will only be shared with third-party suppliers where necessary to fulfill contractual obligations related to your travel arrangements.