These Terms & Conditions set out the agreement between you (the client) and The Luxury Africa DMC ("we", "us", "our") in relation to the provision of travel services, safaris, accommodation, transfers and related arrangements. By making a booking with us you confirm that you have read, understood and accepted these Terms & Conditions.
To secure a booking we require a deposit as set out in our payment terms below. A booking is not confirmed until we issue a written confirmation or invoice and receive the required deposit. Once confirmed, we will send you a booking voucher and the contact details for the relevant suppliers. You must check the voucher and confirmation documents carefully and notify us immediately of any errors.
All payments must be made in the currency shown on your invoice (prices are quoted in USD unless otherwise specified). The standard payment schedule for bookings made in advance is:
a) 15% of the total tour price payable at the time of confirming the booking (deposit).
b) 35% of the total tour price due 75 days before the scheduled arrival date.
c) The remaining 50% due 10 days before arrival.
If you choose to pay by credit or debit card, a surcharge of 3.5% per transaction will be applied to cover card processing fees. This surcharge is calculated on the transaction amount and will appear on your invoice. We accept major international cards — please contact us if you prefer to make a bank transfer (no surcharge may apply for transfers, depending on your bank).
We understand bookings can be made at short notice. When a booking is made inside one or more of the standard payment windows above, the amounts that would have fallen due earlier become payable immediately in order to bring the booking up to date. The logic is simple: when you book, we require the portion of the contract that should have already been paid — plus the current deposit — so suppliers and spaces can be guaranteed.
Examples (all examples refer to percentages of the total tour price):
• If you book 120 days before arrival, you will pay 15% now, 35% at (or before) 75 days out, and 50% at 10 days out — as per the standard schedule.
• If you book 74 days before arrival, the 75-day payment window has already started, so you must pay the 15% deposit and the 35% immediately to bring the booking up to the 75-day stage. In this case you will pay 15% + 35% = 50% at booking, and the balance 50% will be due 10 days before arrival.
• If you book 69 days before arrival, the same rule applies: you pay the 15% deposit and the outstanding 35% immediately (total 50% on booking), with the remaining 50% due 10 days before arrival.
• If you book 9 days before arrival, all scheduled payments become due immediately: the deposit (15%), the 35% tranche, and the final 50% — so 100% of the tour price must be paid at the time of booking.
Certain camps, lodges, airlines or third-party suppliers may require an accelerated payment schedule or full prepayment at booking. Where supplier terms differ from ours we will notify you at the time of booking and invoice the supplier-required amount. It is your responsibility to pay according to those supplier terms in order to keep your booking confirmed. Failure to meet supplier payment deadlines may result in cancellation by the supplier and cancellation charges as described below.
Cancellation fees depend on the timing of the cancellation and on the policies of third-party suppliers (lodges, camps, charter carriers). The following is our standard cancellation guideline; however, for some bookings (peak season, special offers, charters, exclusive-use bookings) suppliers may have different terms and higher penalties which will be passed through to the client.
Standard Cancellation Guideline
• Cancellation more than 75 days before arrival: loss of deposit (15%).
• Cancellation between 74 and 11 days before arrival: 50% of total tour price.
• Cancellation 10 days or less before arrival: 100% of total tour price (no refund).
Please note: where suppliers apply a different cancellation schedule, we will apply the supplier’s cancellation charges (which may be immediate and higher than the guideline above). Refunds, when applicable, will be processed after settlement of supplier invoices and within a reasonable administrative period (usually up to 30 days). Any bank fees, currency conversion charges, or non-refundable third‑party charges will be deducted from refunds.
If you wish to amend your booking after confirmation we will use reasonable efforts to process your requested changes, but these are subject to availability and supplier acceptance. Amendments may incur amendment fees, supplier charges and/or result in price increases; any change to the itinerary that increases cost will be invoiced and payable immediately. Amendments close at least 25 days prior to arrival for most suppliers — late amendment requests may not be possible.
We are not liable for events outside our reasonable control ("Force Majeure") such as natural disasters, acts of government, war, civil unrest, epidemics, strikes, supplier failure, or severe weather. In such events we will work with suppliers to minimise disruption, offer alternatives, credits or refunds where possible, but we cannot guarantee outcomes and will not be liable for additional costs beyond what suppliers refund or credit to us. Travel insurance that covers Force Majeure events is strongly recommended.
Comprehensive travel insurance is mandatory for all our guests and must cover medical costs, evacuation, cancellation, curtailment and personal liability. Insurance must be purchased at the time of booking to ensure coverage for cancellation and travel interruption. We may request proof of insurance prior to travel.
It is your responsibility to ensure that you and all members of your party have valid passports, visas, and required vaccinations or health documentation for the countries you will visit. Entry requirements may change at short notice — please consult the relevant embassy or official government websites and your doctor. We cannot accept responsibility for denied entry or costs arising from incomplete or incorrect documentation.
Prices are based on current tariffs and exchange rates at the time of quotation. We reserve the right to adjust prices to reflect changes in supplier costs, exchange rates, taxes, fuel surcharges or government levies. Any price increase after booking will be notified as soon as practicable and may be passed on to you. Where applicable we will provide a breakdown showing the amount and reason for the increase.
We act as an agent for third-party suppliers (lodges, camps, airlines, ground handlers). Those suppliers’ terms and conditions may apply in addition to ours. We accept no liability for the acts, omissions or failures of suppliers beyond our ability to influence or control them. Where a supplier becomes insolvent or fails, we will assist you to the best of our ability to rebook or obtain refunds but cannot guarantee results.
Our liability to you is limited to the total value of the services paid to us for the booking in question. We are not liable for indirect or consequential losses, including loss of enjoyment, missed connections, loss of income, or other non-direct losses. Nothing in these Terms affects your statutory rights as a consumer.
If you have a complaint whilst traveling, you must report it immediately to the supplier and to our local representative so we have the opportunity to remedy the situation. If the complaint cannot be resolved on the ground, please put your complaint in writing to us within 28 days of the end of your travel. We will acknowledge receipt and investigate; our response will set out any remedies or compensation we consider appropriate.
We collect and process personal information to manage your booking and provide travel services. By booking with us you consent to our use and transfer of personal data to third-party suppliers where necessary. Our privacy policy explains which data we collect, how it is used, and your rights. Please contact us if you require a copy of our privacy policy or have concerns about your data.
By paying any deposit or other amount toward your booking you accept and agree to be bound by these Terms & Conditions on behalf of all members of your party. If you are booking on behalf of others you are responsible for ensuring they are aware of these Terms.
These Terms & Conditions are governed by the laws of the United Republic of Tanzania. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Tanzania, unless otherwise agreed in writing.
If you have questions about these Terms or require further information, please contact our reservations team at info@theluxuryafrica.com or via our contact page.
Version 7.0 — Last updated: December 15, 2025.