The information contained in ZA Services’ Terms and Conditions is important. Please read the following carefully to ensure that you fully understand its contents. If there is anything in these provisions that you do not understand, please contact ZA Services and we will be happy to assist you with any questions or concerns you may have.

General Information and Booking Conditions

In these Terms and Conditions:

• “Company” refers to ZA SERVICES, registered in accordance with the laws of the Republic of South Africa.
• “Client” refers to the Lead Booking Name and all persons listed on the booking agreement.

1. Contract

A binding contract between the Company and the Client exists only once:

• The Terms and Conditions have been accepted.
• The Company Booking Form has been signed.
• A 50% deposit has been received.

2. Payments

• A 50% deposit per Client is required to confirm Shared Group bookings.
• A non-refundable deposit is required to confirm all Private Tours, Sightseeing and Services.
• Full payment deadlines:
  • Shared Groups: 15 days prior to departure.
  • Private Groups: 30 days prior to departure.
• Tour package rates are listed per person.
• Discounts apply only to the STANDARD rate and are limited to one per booking.
• Discounts are available only on Shared Group Tour packages.
• Group tour discounts must be booked together for the same tour and paid in a single transaction.
• No Client may commence an itinerary without full payment.
• Failure to settle balances may result in cancellation and forfeiture of deposits.
• Late bookings are subject to accommodation and seating availability.
• Credit card payments incur surcharges:
  • American Express: 6%
  • Visa & Mastercard: 5%
• Refunds are processed in ZAR and may be affected by exchange rate fluctuations.
• Refunds are returned to the original payment method.
• Refund requests must be submitted in writing to tours@zaservices.co.za
• All bank charges, transfer fees and forex costs are payable by the Client.

3. Cancellations

Shared Group Tours

• Free cancellation     :14+ days prior
• 25% fee                      :13–8 days
• 50% fee                      :7–2 days
• 75% fee                      :48–24 hours
• 100% fee                   :day of departure / no-show

Private Tours

• 20% fee                      :29+ days prior
• 50% fee                      :20–28 days prior
• 100% fee                    :less than 20 days / no-shows

All cancellation fees are calculated on the total booking value.

Additional Conditions:

• 15% surcharge applies for hours between 23h00–06h00.
• Driver accommodation and meals are required for early / late long-distance travel.
• Fuel rates are subject to fluctuation.
• English-speaking guides, as well as guides who speak other languages, can be arranged upon request in advance for an additional cost.
• Vehicle allocation subject to availability.
• Pick-up times are approximate and confirmed at reservation.
• Baby seats must be installed by the Client.
• Long-distance transfers incur a 100% cancellation fee.
• Excess luggage (e.g., golf bags) requires advance notice.
• Waiting time beyond 30 minutes is chargeable.

4. Amendments & Force Majeure

The Company shall not be liable for delays, changes or cancellations due to Force Majeure, including but not limited to natural disasters, strikes, weather conditions or government actions.

• Itineraries may be amended or cancelled at the Company’s discretion.
• No refunds apply for circumstances beyond Company control.
• Alternative arrangements may be implemented for safety.
• Vehicle breakdowns may result in itinerary adjustments.
• Full refunds apply if Tours are cancelled solely by the Company.

5. Insurance

• Comprehensive personal, travel and medical travel insurance is mandatory and remains the responsibility of the Client.
• Insurance must cover medical expenses, repatriation and luggage.
• The Client is responsible for all medical and hospitalisation expenses.
• ZA SERVICES is not liable for any loss or damage to personal belongings and does not provide personal travel insurance.

6. Liability

• Clients acknowledge the inherent risks of adventure travel.
• Participation is undertaken entirely at the Client’s own risk.
• ZA SERVICES shall not be liable for any injury, loss, illness or death, except where caused by proven negligence.
• ZA SERVICES reserves the right to refuse transport to any passenger who is intoxicated.
• Tours operated with our own vehicles, include Passenger Liability insurance, with coverage of up to ZAR 5 million.

7. Health

• Clients confirm that they are in good health and medically fit to undertake travel.
• Clients must disclose any pre-existing medical conditions.
• Failure to disclose may result in cancellation of the booking with a 100% cancellation penalty.

8. Claims and Complaints

• Any complaints or concerns must be reported immediately at the time they arise during travel, to allow the Company the opportunity to investigate and resolve the matter promptly.
• Written complaints must be submitted within one (1) month of tour completion.
• Failure to comply with the above requirements will invalidate the claim.

9. Company Responsibility

• All published itineraries are provided as guidelines only and may be subject to change due to factors beyond the Company’s control, including but not limited to scheduling adjustments by third-party suppliers, weather conditions or operational requirements.
• While the Company will use reasonable endeavours to adhere to published itineraries and ensure the smooth provision of services, it does not guarantee that every aspect of an itinerary will occur exactly as described.
• The Company acts as an intermediary or organiser of travel arrangements and does not have direct control over the operations of third-party suppliers (such as airlines, accommodation providers, transport operators or tour guides).
• The Company reserves the right to amend, substitute, alter or cancel any services, itinerary, accommodation, transportation or related arrangements at any time, without incurring liability for any resulting loss, damage, inconvenience or additional cost to the Client.
• In the event of substantive changes, the Company will use reasonable endeavours to notify the Client as soon as practicable; however, no guarantee is made that such notice will be provided in advance.

10. Company Authority

• Decisions by Company representatives are final.
• Illegal / unlawful conduct may result in removal from Tours without refund.
• Clients posing risk or disruption may be excluded without compensation.

11. Client Responsibility

• Clients must ensure valid passports, visas, permits and inoculations.
• The Client is responsible for all costs resulting from non-compliance.
• Clients may depart a tour or activity early but must notify ZA SERVICES in writing (email or text).
• No fees apply; however, no refunds will be issued for unused services.
• ZA SERVICES accepts no liability or responsibility for costs, transport or services after early departures.
• By choosing to depart early, clients acknowledge and accept these conditions.
• Clients are responsible for familiarising themselves with these Terms and Conditions.

12. Media Consent

• By participating, you grant ZA SERVICES full consent to use any photos, videos or other media captured during your tour for marketing and promotional purposes, including online, print or verbal media.
• This includes a perpetual, royalty-free, worldwide, irrevocable licence for ZA SERVICES and its network of resellers.

13. Content and Data Privacy Policy

• All photos and content belong to their original creators; ZA SERVICES does not claim ownership.
• Your contact information will never be sold.
• We may use it to share updates, offers or news from ZA SERVICES and our affiliates.

14. Age Restrictions and Guidelines

• Children 8 years and older may join scheduled shared group tours.
• Children under 18 must be accompanied by a fare-paying adult or legal guardian and stay in private rooms (no dorm bookings).
• Minors need guardian consent for some optional activities and cannot consume alcohol.
• Parents / guardians must complete an indemnity form for minors under 18.
• Families with children under 8 can book exclusive family-friendly private tours.
• Children 8+ are usually charged adult rates.
• Scheduled tours have no upper age limit, but some activities may have age or fitness requirements.