Terms & Conditions

General

Rosamy Africa Safari Tours & Travel Ltd (“Rosamy Africa”) organizes and operates safari tours, wildlife expeditions, cultural tours, adventure travel, and customized travel experiences across East Africa. Our primary destinations include Uganda, Rwanda, Kenya, Tanzania, the Democratic Republic of Congo, and Burundi. Additional destinations may be arranged upon request.

Rosamy Africa also acts as an agent for third-party service providers, including airlines, hotels, lodges, campsites, transportation companies, tour operators, and other travel-related service providers.

Travelers are advised to consider peak travel periods, public holidays, weather conditions, and seasonal variations that may affect travel arrangements within their chosen destinations.

While we strive to provide safe, comfortable, and memorable travel experiences, guests should be aware that standards of infrastructure, hygiene, services, and security in some African destinations may differ from those in their home countries. However, travel throughout East Africa is generally safe when sensible travel precautions are observed.

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1. General Conditions

Once a booking has been confirmed through a signed agreement, payment of a deposit, or payment of the full tour cost, these Terms and Conditions become binding upon all parties.

Any special arrangements or amendments not included in these Terms must be agreed upon in writing and acknowledged by all relevant parties.

Rosamy Africa reserves the right to make reasonable changes to itineraries, accommodations, transportation, or activities when circumstances require, provided such changes do not substantially alter the overall nature of the tour.

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2. Governing Law and Jurisdiction

Rosamy Africa Safari Tours & Travel Ltd is registered and headquartered in Kampala, Uganda and is governed exclusively by the laws of the Republic of Uganda.

Where Rosamy Africa acts solely as an intermediary for third-party providers, the terms and conditions of those providers shall also apply and may take precedence where applicable.

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3. Booking and Payment

Bookings may be made through our website, email, telephone, social media platforms, or any authorized Rosamy Africa representative.

To process a booking, the following information may be required:

• Full names of all travelers as shown in their passports

• Passport details and nationality

• Date of birth for each traveler

• Residential address

• Telephone and emergency contact information

• Email address

• Travel dates and duration

• Dietary requirements, allergies, or special meal requests

• Relevant medical or health conditions that may affect travel

Clients are responsible for ensuring that all information provided is accurate and complete. Rosamy Africa shall not be liable for losses, delays, denied services, or additional costs arising from incorrect or incomplete information.

Deposit and Payment Schedule

A non-refundable deposit of 30% of the total tour cost is required to confirm a booking.

The deposit must be received within seven (7) working days from the date of reservation unless otherwise agreed in writing.

Following receipt of the deposit, Rosamy Africa will issue a booking confirmation and payment receipt.

The remaining balance must be paid no later than four (4) weeks before the commencement of travel.

Full Payment Required Immediately

Full payment may be required at the time of booking under the following circumstances:

• Gorilla trekking permits are included

• Flights are included

• Peak season travel (1 June – 31 August and 1 December – 31 January)

• Bookings made within eight (8) weeks of departure

• Any third-party supplier requiring immediate payment

Failure to pay outstanding balances by the specified deadline may result in cancellation of the booking without refund of the deposit.

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4. Refund Policy

Where Rosamy Africa fails to provide services substantially as contracted, clients may be entitled to an appropriate refund.

Refund requests must be submitted in writing and supported by relevant documentation.

No refund shall be considered where:

• The client did not report the issue during the tour, thereby denying Rosamy Africa an opportunity to resolve the matter.

• The issue arose from circumstances beyond Rosamy Africa’s reasonable control.

• The services were partially or fully utilized.

Gorilla Permit Refunds

Gorilla permits are governed by the refund policies of the relevant wildlife authorities, including:

• Uganda Wildlife Authority (UWA)

• Rwanda Development Board (RDB)

• Institut Congolais pour la Conservation de la Nature (ICCN)

Refunds for gorilla permits are generally not available except under exceptional circumstances and subject to the rules of the issuing authority.

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5. Pricing

All quoted prices include the services specifically listed in the itinerary or proposal.

Prices generally include applicable taxes, park fees, accommodation, transportation, and other services stated in the package.

Items not specifically included shall remain the responsibility of the traveler.

Rosamy Africa reserves the right to adjust prices due to circumstances beyond its control, including but not limited to:

• Fuel price increases

• Currency exchange rate fluctuations

• Government taxes and levies

• National park fee adjustments

• Accommodation cost increases

• Regulatory changes

Where a price increase exceeds 10% of the original tour price, clients may either:

• Accept the revised price;

• Choose an alternative tour of comparable value; or

• Cancel and receive a refund of monies paid, excluding non-refundable permits and third-party services already secured.

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6. Cancellation and Termination

6.1 Cancellation by Rosamy Africa

Rosamy Africa reserves the right to cancel or modify a tour due to:

• Natural disasters

• Severe weather conditions

• Epidemics or pandemics

• Political unrest or civil disturbances

• Government restrictions

• Terrorism or security threats

• Strikes or industrial action

• Failure to reach minimum participant numbers for group departures

In such circumstances, Rosamy Africa may offer:

• An alternative travel arrangement; or

• A refund of recoverable payments received.

Cancellation Due to Client Default

Rosamy Africa may terminate a booking without refund if:

• False, incomplete, or misleading information was provided;

• Payment deadlines are not met;

• The traveler breaches local laws or tour regulations;

• The traveler engages in conduct that endangers others or disrupts the tour.

Any additional costs arising from such termination shall be borne by the client.

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6.2 Cancellation by the Client

Clients may cancel their booking at any time before departure by submitting written notice via email or letter.

Cancellation charges are calculated based on the date Rosamy Africa receives the cancellation notice.

The following cancellation fees apply:

Period Before Departure	Cancellation Fee
Deposit paid	30% (non-refundable deposit)
39 – 30 days	50% of total tour cost
29 – 20 days	70% of total tour cost
19 – 10 days	80% of total tour cost
9 – 0 days	100% of total tour cost

Refunds, if applicable, will be processed within 30 days, less any bank charges.

Special arrangements involving permits, charter flights, luxury lodges, or customized services may attract higher cancellation penalties according to supplier terms.

Transfer of Booking

A client may request to transfer a booking to another person subject to:

• Approval by Rosamy Africa

• Compliance with supplier regulations

• Payment of any applicable amendment costs

A standard administration fee of USD 100 may apply to booking transfers.

Clients are strongly advised to purchase comprehensive travel insurance, including cancellation and medical evacuation coverage.

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7. Liability

Any claim relating to a tour must be submitted in writing within thirty (30) days following completion of the trip.

After this period, claims may only be considered if the client demonstrates reasonable grounds for the delay.

No claims shall be accepted after one (1) month from the completion date of the tour.

Rosamy Africa accepts responsibility for:

• Professional planning and organization of tours

• Accurate representation of services offered

• Proper reservation of contracted services

• Careful selection of third-party suppliers

• Provision of agreed transportation and equipment where applicable

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7.1 Limitations of Liability

Rosamy Africa’s liability for any claim shall not exceed the total amount paid for the affected tour.

Rosamy Africa shall not be liable for:

• Services provided by independent third parties including airlines, hotels, lodges, and transport providers;

• Personal injury, illness, accident, or death resulting from voluntary participation in activities such as hiking, mountain climbing, gorilla trekking, biking, rafting, boating, diving, or similar adventure activities;

• Loss, theft, or damage to personal belongings;

• Delays, cancellations, or changes caused by airlines or other suppliers;

• Events arising from force majeure circumstances;

• Actions, omissions, negligence, or misconduct of the traveler.

All travelers participate in activities at their own risk and are responsible for ensuring they are physically fit and adequately insured for the activities undertaken.

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8. Travel Documents and Insurance

Travelers are solely responsible for obtaining and carrying:

• Valid passports

• Visas

• Vaccination certificates

• Travel insurance

• Any other required travel documentation

Rosamy Africa shall not be responsible for losses arising from failure to obtain the necessary documentation.

Comprehensive travel insurance covering medical emergencies, evacuation, trip cancellation, personal liability, and loss of personal belongings is strongly recommended.

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9. Acceptance of Terms

Payment of a deposit or confirmation of a booking constitutes acceptance of these Terms and Conditions by all travelers listed in the booking.

Rosamy Africa Safari Tours & Travel Ltd reserves the right to amend these Terms and Conditions at any time without prior notice. The version applicable to a booking shall be the version in effect on the date the booking is confirmed.

If you have any questions, please do not hesitate to contact us! Your enjoyment, comfort and safety are our priority.