Terms and Conditions
1. About Us
Golden Trips – Berngo Safaris is a Tanzania-US joint venture, operated by BerngoSafaris LLC. The company is registered in both the United Republic of Tanzania and the United States.
License number: 017331
Tax Identification Number: 129-684-933
Registered Address: P.O. Box 16039, Mianzini Street, Arusha, Tanzania.
Our websites/brands:
www.goldentrips.co.tz
www.berngosafaris.com
www.africangoldentripssafaris.com
www.cedarspringstravel.com
2. Applicability of Terms and Conditions
These Terms and Conditions govern the relationship between you (the Client) and Golden Trips – Berngo Safaris (referred to as “the Company”). They apply when:
– You book a trip directly with us.
– You book a trip through our partners acting as our sales representatives.
By booking a trip with us or through our partners, both parties agree to adhere to these Terms and Conditions, which define your rights and responsibilities during our tours in Tanzania, Kenya, Uganda, and Rwanda.
3. Our Warranties and Representations
We warrant and represent that:
We hold all necessary licenses and permits to organize Kilimanjaro climbs and wildlife safaris in Tanzania and have verified the licenses of our partners in Kenya, Uganda, and Rwanda.
With over 5,000 satisfied visitors to Tanzania and Kenya, we have the required expertise and experience.
Our Kilimanjaro guides, wildlife safari driver-guides, and consultants are professionally trained.
All marketing and advertising materials are accurate and truthful.
As a Tanzania and US-based tour operator, we act as a travel agency for destinations in Kenya and Uganda.
Your trip with Golden Trips – Berngo Safaris LLC will contribute positively to the communities in our key destinations. We pay above-market salaries to local employees and support community development projects in Tanzania, including the Serengeti De-Snaring Project by the Frankfurt Zoological Society.
– We are committed to environmentally friendly practices, adhering to strict “leave-no-trace” protocols to promote sustainable tourism in Tanzania.
4. Handling Your Personal Information
We require certain personal information to arrange your expedition. This includes your full name, age, nationality, passport details, dietary preferences, and medical information. Some of this information will be shared with relevant authorities and accommodation providers to facilitate your trip.
5. Communications
To prevent travel scams, ensure that all communication with us is through the following channels:
– Email: Any email ending with @goldentrips.co.tz or @berngosafaris.com
– Phone and WhatsApp: All phone numbers published on our websites.
– Online chat on our website.
We take active measures to safeguard our communications and have not had any incidents of impersonation or misrepresentation. However, caution is always advised.
6. Booking and Payment Process
Your booking process starts with contacting us via email or phone. A personal travel consultant will be assigned to handle all communications and arrangements. Once all details are agreed upon, an invoice will be issued for your deposit. Your booking is confirmed upon receipt of this deposit. Full payment is required 14 days before the start of your tour, unless otherwise agreed in writing.
Timely payments are crucial as they cover prepaid expenses such as hotel reservations. Failure to pay on time may result in booking cancellation and forfeiture of your deposit. Transaction-related charges, including banking fees, are your responsibility. A 3.5% surcharge applies to credit card payments. Any shortfall in payments must be settled upon arrival.
Participation of Minors
Bookings can only be made by individuals of legal age (18 years or older). Bookings for minors must be made by their parents, guardians, or legal custodians, who accept these Terms and Conditions on their behalf.
Minors must be accompanied by an adult who is responsible for their behavior. The company does not provide child care or chaperoning services.
Bookings for minors are subject to our approval, and the adult accompanying the minor is responsible for securing all necessary permits and legal requirements.
Third-Party Bookings
If you are booking on behalf of others (as a tour leader, travel agent, etc.), you are responsible for:
– Informing participants of these Terms and Conditions and obtaining their consent.
– Ensuring timely and accurate payments.
– Communicating all relevant information to participants.
If you cannot accept this responsibility, each participant should book with us individually.
7. Prices Once we confirm your booking, the price will not be changed, except for the unlikely case of the government of Tanzania/Kenya increasing park fees, taxes or other tourism-related payments. In such a case, a copy of the relevant public notice shall be made available to you immediately. Two options shall be available to you in case of price increase: • To cancel your tour and receive a refund in accordance with our cancellation policies; • To agree to the change of price and pay the difference to us;
Price Guarantee
Once your booking is confirmed and we receive your deposit, we guarantee the quoted prices for each individual item listed in your quotation, with the following exceptions:
a. Estimated Price Increases:
For bookings scheduled far in advance (such as a year before the tour date), we may include estimated price increases when supplier prices are not yet confirmed. These estimated increases are typically finalized when the balance payment is due, and the Client (or representative) is responsible for covering these increases, up to twice the estimated adjustment.
b. Government-Regulated Fees and Taxes:
In Tanzania, fees such as national park charges and taxes may change suddenly and without prior notice. The Client (or representative) is responsible for covering any additional charges of this nature.
c. Major Quotation Errors:
In the rare event of a significant underestimation in our quotation, we reserve the right to withdraw or adjust the offer.
d. Exchange Rate Fluctuations:
If our suppliers experience significant exchange rate fluctuations that affect their rates, they may apply an exchange rate surcharge, which the Client (or representative) is responsible for paying.
Payment Terms
Payment schedules are as follows:
- Camping Safari Bookings: 10% deposit required.
- Lodge Safari Bookings: 40% deposit required.
- Tailor-Made Safaris: A deposit of 10%–70% may be requested based on the tour specifics.
- Final Payment: Due on arrival (cash preferred).
Payments can be made by bank transfer, credit card, or online payments (e.g., PesaPal). We will provide our banking details for these transactions.
Important: All payments must be made to our Tanzanian company accounts. We do not operate offshore accounts.
For group bookings, we accept individual payments from group members (links can be provided), but all communication should go through the group leader, who is financially responsible for the entire group.
Payment and Invoices
All payments and installments must be completed before the tour start date. For bank/wire transfers, please email us a copy of the bank receipt for confirmation. We will acknowledge receipt via email.
Additional Costs: Clients are responsible for any transaction fees, including a 3.5% surcharge on credit card and online payments, as well as wire transfer fees.
Currency
Our quotations are provided in USD, Euros, and Tanzanian Shillings. We accept cash payments in USD (preferred), Euros, and Pounds Sterling. Payments should be made in one of these currencies via bank transfer to our account, with bank details provided upon request.
Payment Responsibilities and Itinerary Changes
The Client’s payment responsibilities are based on the assumption that we can secure the trip as originally quoted. While we strive to follow all planned itineraries, Safari Soles Tours reserves the right to make changes to the itinerary if needed for your benefit.
In the rare case of an unscheduled delay, itinerary change, or extension due to factors beyond our control—such as flight delays, adverse weather, strikes, civil unrest, or other unforeseen events—any related expenses (e.g., accommodation, meals, flight change fees) are the responsibility of the Client. We highly recommend that all clients secure insurance coverage for such instances.
For group tours where clients may have varying package options, we may adjust the itinerary order to accommodate all members without affecting the total time at each destination. For example, if an itinerary is set to visit parks A, B, and C in that order, the trip may instead begin with park C, then visit B, and end with A to align with clients opting for fewer destinations.
In some cases, it may not be possible to book the trip exactly as quoted due to room availability issues or significant concerns (e.g., a lodge or road closure from natural events like fire or flooding). In such cases, payment obligations may be waived. However, we reserve the right to make minor adjustments during the booking process that do not affect the legal contract or payment obligations of the Client. These minor changes may include:
- Replacing up to two lodges or hotels within the trip with similar options
- Reordering the lodge or hotel stays within the itinerary
- Adjusting the number of nights spent at each lodge or hotel
- Changing the transport provider for any trip segment
These changes are uncommon; by the final quotation stage, most trip elements will be confirmed or on hold with suppliers. Clients are expected to honor cancellation charges for any small changes that do not affect the overall trip structure.
If a change results in a price reduction, the trip cost will be adjusted to reflect this lower price. If it leads to an increase, the Company will either obtain Client approval to cover the additional cost or absorb the increase, honoring the original price.
The Client is responsible for accepting any changes due to errors or omissions in the trip paperwork. Please review your quotation carefully. Any errors beyond the control of the group leader will either be absorbed by us or the trip will be canceled as outlined bellow.
If you wish to make changes to your booking after payment and deposit have been received, an amendment fee may apply to cover additional administrative costs. Adjusting an itinerary often involves significant time and effort, so it’s best to avoid changes if possible. If any changes require the cancellation of a booking element, standard cancellation charges will apply.
However, changes that involve adding to an existing booking can typically be made without an amendment fee as explained in the other section.
8. Itinerary Changes
Client-Initiated Changes
– Itinerary changes are free if they do not incur additional costs. Any extra costs must be covered by you.
– If you choose to leave the tour early, any resulting costs are your responsibility, and no refunds will be provided.
Company-Initiated Changes
– We strive to follow your itinerary, but unforeseen circumstances (e.g., bad weather) may require adjustments. We will notify you promptly.
Third-Party Changes
– We are not liable for delays, disruptions, or losses beyond our control, such as flight delays or force majeure, strike events. You or your insurance will cover any additional expenses.
9. Changing Travel Dates
If you wish to change your travel dates after payment, you must inform us at least 30 days before the original start date. New dates must be within one year of the original dates. Any additional costs due to changes in accommodation or flight schedules will be your responsibility. If it doesn’t cost anything to make changes, we charges nothing from our end.
10. Cancellations
Client-Initiated Cancellations
Cancellation fees will be deducted from your deposit as follows:
$100 per person deposit is non-refundable but transferable.
Golden Trips Tanzania and all our brands offers a clear and straightforward cancellation policy. In most cases, we can provide a voucher if you need to postpone your travel. If you have any questions, please feel free to contact us.
Cancellation Fees:
If individuals cancel within 10 days of the tour date, tour fees will be forfeited. However, in exceptional circumstances with valid documentation, a refund may be considered.
For cancellations made more than 10 days before the tour date, a refund will be provided, minus any bank transaction fees. Please note that for tours involving lodging, refunds are subject to the policies of each lodging provider.
Exchanges are allowed, but no refunds will be issued for canceled individual tours. We strongly recommend purchasing comprehensive insurance to cover your tour package and airline tickets, providing protection in case of cancellations or changes.
In certain cases, particularly for bookings made during shoulder seasons, a credit note may be issued for the deposit.
- Cancellation within 24hrs after your deposit will attract a deduction of 100$ per person, this is to compensate our resources used during the booking process.
We reserve the right to cancel any tour at our sole discretion, without prior notice, if necessary. In such cases, we will refund all payments made by the client. This refund will be the extent of our liability, and no claims for damages will be accepted.
Our cancellation fees for camping safaris and Kilimanjaro expeditions are flexible, as we do not rely on third-party properties. Since everything is under our control, full payment can be made upon arrival.
Company-Initiated Cancellations
If we cancel your tour for any reason few days before commencing your tour/safari, you will receive a 100% refund of any payments made.
Service Disruptions and Tour Adjustments
Occasionally, we may encounter issues with suppliers or situations where a service cannot be delivered as planned. For example, a safari operator may be unable to set up a mobile camp due to changes in park regulations, road closures, border restrictions, or extreme weather.
Although rare, booking errors can sometimes occur, either on our part or with our suppliers, which may lead to unavailable services. In such cases, we will make every effort to replace the service with an equivalent option, which will not affect your booking’s status, payment, or fulfillment. If an equal replacement is not possible, we will work with you to agree on a suitable alternative.
Golden Trips Tanzania Safari Company reserves the right to cancel a tour before departure if factors such as terrorism, natural disasters, political instability, or any other unforeseen situation make it unsafe or impractical to proceed with the planned itinerary. In this event, a full refund of all land payments received will release the Company from further liability. The Company is not responsible for incidental expenses such as visa fees, vaccinations, or non-refundable airline tickets.
Insurance
We recommend that all Golden Trips Tanzania’s participants obtain comprehensive travel and medical insurance. Coverage should include trip cancellation or interruption, medical expenses arising from illness or injury, emergency evacuation and repatriation, death, and loss or theft of baggage, money, or personal items.
Clients are responsible for securing their own insurance, and Golden Trips Tanzania Safari Company is not liable for any guest who lacks adequate coverage. Activities like parasailing, scuba diving, mountain climbing, and other high-risk sports are taken at the client’s own risk, so please review your policy, as some may not cover injuries sustained in such activities. Travel insurance is essential for safeguarding your trip, covering potential issues from booking until the end of your travel period.
11. Travel Documents, Visas, and Entry Requirements
You are responsible for ensuring your travel documents are in order, including having a valid passport and necessary visas. We provide general visa information, but it is your responsibility to confirm entry requirements with the relevant embassy.
12. Accommodation
Hotels
– Open group departures include shared accommodation in double or twin rooms. If you prefer a single room, additional charges apply.
– Private adventure accommodation is agreed upon individually.
– If the listed hotels are fully booked, we will offer alternative accommodations before confirming your booking.
Tented Accommodation on Mount Kilimanjaro
– Our Kilimanjaro packages include shared tented accommodation. If you prefer a single tent, additional charges apply. (This applies to camping safaris as well)
– Single tent accommodation on the Marangu route of Mt. Kilimanjaro and Mt. Meru is not permitted due to park regulations.
13. Fitness and Medical Information
You are responsible for assessing your physical fitness for a Kilimanjaro climb or wildlife adventure. We may ask for medical information and, if necessary, require a medical practitioner’s approval. We reserve the right to cancel your participation if your medical condition poses a risk to yourself or others.
14. Travel Insurance
Travel insurance is mandatory for participation in our trips. Your insurance should cover medical expenses, evacuation, cancellation, and other relevant risks. We may disqualify you from participation without refunds if you do not have adequate insurance.
15. Vaccinations
We provide general advice on vaccinations but recommend consulting a licensed physician for specific medical advice before traveling to Tanzania, Kenya, Uganda, or Rwanda.
16. Authority of Guides
You must follow all safety instructions from our guides. The chief guide’s decisions regarding expedition arrangements are final. If your physical condition or actions are deemed dangerous, the chief guide may require you to descend with assistance.
17. Assumption of Risk
You acknowledge that traveling with us may involve visiting remote areas with different medical standards and certain risks (e.g., wildlife, high altitude). You assume full responsibility for these risks and release us from liability for any claims arising from your travels in Africa.
You’ll be exploring African destinations where the roads may not be as smooth as those in your home country. In the unlikely event of a breakdown, repairs are conducted swiftly. If the issue can be resolved quickly, we’ll fix the same vehicle. Otherwise, we will provide an immediate replacement. In the Serengeti, replacements take a maximum of 3 hours, while in other parks, they take no more than 2 hours. However, all our safari vehicles are meticulously maintained after each trip, making unforeseen breakdowns very rare.
18. Liability for Damaged Property
You will be charged for any willful damage or destruction of our property, such as tents, safari vehicles, or hotel furnishings. Compensation must be settled before your departure from Tanzania/Kenya/Uganda/Rwanda.
19. Liability for Accommodation Providers and Air Carriers
We subcontract parts of your tour to accommodation providers and local air carriers. While we carefully select our partners, we are not responsible for their performance. Your experience with them is governed by their terms and conditions, not ours.
Other Liability Limitations
Golden Trips Tanzania, along with any agents or representatives acting on behalf of the Company, is not liable for claims, losses, damages, injuries, deaths, costs, expenses, delays, or inconveniences caused by changes in schedule, overbooked accommodations, third-party defaults, animal encounters, epidemics, illness, inadequate medical care, necessary evacuations, weather conditions, strikes, acts of God or government, lost or misplaced luggage, terrorism, force majeure, war, quarantine, criminal activity, or other causes beyond the Company’s control. This includes any resulting from the actions or omissions, negligent or otherwise, of any individual or entity providing goods or services connected to your trip, including optional travel components.
The Company accepts no liability for the actions or omissions of tour operators, hotels, carriers, or others beyond its control. Please note that some travel areas can present risks or challenging conditions. While we expect our guests to exercise a reasonable level of caution, the Company cannot be held responsible for any loss or injury resulting from independent parties’ actions or scams outside our direct service provision.
Additionally, we do not accept liability for services that fall outside our contract. This includes any extra services or facilities provided by hotels or other suppliers that we have not arranged, nor services not advertised by the Company.
Our commitments to you are based on the services agreed to in our contract and Tanzanian laws and regulations. If the relevant services complied with Tanzanian standards, they will be considered as properly provided, even if those standards differ from those in your home country.
Additional Excursions and Activities
Information on local activities and excursions may be provided; however, we have no involvement in or control over such activities, which are operated independently by local providers. These excursions do not form part of your contract with us, and we do not accept liability for them. If you feel any activities listed in our materials are essential to your enjoyment, please contact us for updated information before booking.
Airline and Flight Issues
If your flight is canceled, delayed, downgraded, or boarding is denied under circumstances entitling you to claim under EC Regulation No 261/2004, please claim compensation directly from the airline. Such claims represent your full compensation entitlement from the airline. We are not liable for compensation related to airline cancellations or delays under these regulations. Your rights under our terms for cancellations or changes are unaffected by the Denied Boarding Regulations.
Transfer Issues
If a transportation element of your trip fails, such as a boat or plane cancellation, we will try to adjust your itinerary to minimize disruption. However, we are not liable for secondary effects arising from such failures. We recommend checking transport schedules locally, as changes can occur. Our itineraries are designed to account for potential delays, but customers are responsible for any risks associated with last-minute bookings made less than seven days in advance.
Information and Specific Room Requests
The Company is not responsible for any loss, damage, or injury resulting from incomplete or inaccurate information provided during the booking or trip. While specific room requests are usually honored, they cannot be guaranteed. In the event of an incorrect or double booking resulting in an unavailable hotel room, our liability is limited to the amount paid by the customer for that portion of the trip.
Customer Protection
Our clients come from various parts of the world, and in the absence of a global protection agency, we take a practical approach to safeguarding our customers against potential company failures. Here’s how we ensure your booking security:
- Advance Supplier Payments: We pay all suppliers in advance of your arrival. This ensures that your bookings remain confirmed even in the unlikely event of our company’s failure.
- Separate Account for Profits: Any remaining funds (our profit) are held in a separate account until after clients have completed their trip.
To further secure your trip, we require all customers to have comprehensive travel insurance, ideally purchased at the time of booking. This provides protection in case of unforeseen cancellations. By structuring our business this way, we offer peace of mind and secure bookings for all clients worldwide.
20. Money for Travel Expenses
You should carry sufficient funds for incidental and regular travel expenses (e.g., souvenirs, tips, meals not included in the package). We are not responsible for your failure to cover these expenses.
21. Equipment and Gear for Kilimanjaro Climbs
While group camping equipment is included in our Kilimanjaro packages, personal gear is not. You are responsible for bringing or renting necessary personal gear. Additional charges apply for rented equipment.
22. Luggage and Valuables
We are not responsible for lost, delayed, or damaged luggage by airlines or lost items in your accommodation. Our Kilimanjaro porters carry only essential equipment, and extra luggage must be left at your hotel or rented storage. We advise against carrying valuables in checked luggage.
23. Force Majeure
We are not liable for delays, damages, or other consequences caused by force majeure events, including natural disasters, civil unrest, or pandemics. We will provide alternative arrangements as needed but are not responsible for additional costs or refunds.
24. Photography During Your Safari
We may take photos of you during your safari for promotional use. If you prefer not to be photographed, inform your driver-guide in advance.
25. Handling Issues During a Trip
If any issues arise during your trip, please inform the Company, your guide, or our agents promptly, so that corrective actions can be taken as soon as possible. We are typically able to address and resolve issues quickly to your satisfaction.
Please note that claims regarding issues where no opportunity was given for us to correct the problem during the trip, but which are instead raised only after the trip has ended, will not be entertained.
For post-trip complaints, any evidence gathered at the time, such as photos, will be very helpful. When determining if a refund is appropriate, we often need to negotiate with the supplier involved after your return, so any concessions obtained directly from the supplier can be useful in reaching a faster resolution.
To ensure a pleasant vacation, please feel free to inform your tour consultant immediately via WhatsApp, email, or your driver’s/Lodges’ phone. Alternatively, you can reach out to us directly on WhatsApp while you’re at the lodge, and we’ll resolve any concerns to your satisfaction. Your satisfaction is our top priority
Definitions
“Company”
Golden Trips Tanzania, a registered company in Tanzania, with its office at P.O. Box 16039, Arusha, Tanzania. Tel: +255689940937/+255696466517, Email: info@goldentrips.co.tz
Berngo Safaris LLC is a U.S.-registered company based in Michigan, partnered with Golden Trips Tanzania through a joint venture. Tell +16162132346, Email: contact@berngosafaris.com
“Group Leader”
For each trip booked, the first customer listed on the booking paperwork is designated as the “Group Leader.” During the trip planning and booking process, most communication will typically be with the Group Leader, who is responsible for providing all necessary details, ensuring payments are made, and handling any applicable penalties on behalf of the group.
“Contract”
These terms and conditions form the contract between the Company and the Group Leader, which may also be referred to as the “booking” or the “trip.” By booking your safari with us, you agree to our terms and conditions, which serve as our contract. Together, the branded itinerary, invoice, and these terms and conditions establish a binding agreement between you, the “Client(s),” and the company.
26. Legal Disputes
These Terms and Conditions are governed by the laws of the United Republic of Tanzania. Any disputes will be resolved through amicable negotiations or, if necessary, the courts of Tanzania.
