Timeless Trails Travel – Reservation & Booking Policy

1. Reservations and Booking Confirmation

A reservation with Timeless Trails Travel is confirmed once the required deposit has been received through one of our accepted payment methods and written confirmation has been issued.

All bookings are subject to availability. Availability is not guaranteed until the required payment has been received and the booking has been confirmed in writing.

Changes, upgrades, extensions, or customizations requested by the traveller may require an additional or increased deposit.

2. Deposits

A minimum 30% deposit is required to secure your booking.

For itineraries involving multiple accommodations, flights, special permits, or significant advance supplier payments, Timeless Trails Travel may require a 50% deposit or another amount appropriate to the booking.

The deposit will be applied toward the total cost of your package.

The exact deposit requirement will be stated on your quotation, invoice, booking confirmation, or payment request.

Unless otherwise stated in writing, deposits are non-refundable and may be used to cover commitments and cancellation charges imposed by our suppliers.

3. Final Payment

Any remaining balance must be paid by the final payment deadline stated on your booking confirmation.

Unless otherwise agreed, the final balance is due 60 days before the scheduled departure date.

Travellers may make multiple payments of any amount toward their outstanding balance before the final payment deadline.

If the balance has not been paid by the due date, Timeless Trails Travel reserves the right to:

• Apply a late payment fee where applicable;

• Suspend or cancel the reservation;

• Release accommodation, flights, activities, or other services;

• Apply supplier cancellation charges; and

• Forfeit the deposit where the booking is subsequently cancelled because of non-payment.

Bookings made within 60 days of departure normally require full payment at the time of confirmation unless an alternative payment arrangement has been agreed in writing.

4. Accepted Payment Methods

Timeless Trails Travel accepts payment through the methods specified on the applicable invoice or payment request, which may include:

• Visa

• Mastercard

• PayPal

• Bank transfer

• Cash, where agreed

• Other approved electronic payment methods

Any bank transfer charges, card processing fees, currency conversion charges, PayPal fees, or other transaction costs are the responsibility of the traveller unless otherwise stated.

5. Cancellation by the Traveller

All cancellations must be submitted in writing by the person who made the booking.

Cancellation charges are determined according to:

• The date the booking was made;

• The date written cancellation is received;

• The departure date;

• The services booked; and

• The cancellation terms imposed by our accommodation, transport, activity, airline, park, and other suppliers.

Unless a different cancellation schedule has been specifically stated on your quotation or booking confirmation, the following general cancellation schedule applies:

Cancellation periodRefund

More than 90 days before departure90% of eligible payments

61–90 days before departure70% of eligible payments

31–60 days before departure50% of eligible payments

Less than 30 days before departureNo refund

The above schedule is subject to supplier-specific cancellation fees. Where a supplier's cancellation penalty is greater than the standard cancellation charge, the actual unrecoverable amount will be deducted from the refund.

Certain services may be fully non-refundable once confirmed, including some:

• Flights

• Accommodation

• Park fees and permits

• Helicopter flights

• Boat cruises

• Special activities

• Event tickets

• Transfers

• Third-party services

Where applicable, these conditions will be communicated to the traveller.

Timeless Trails Travel will always make reasonable efforts to negotiate the best possible outcome with suppliers.

6. Travel Credits and Postponements

Where cancellation fees apply, Timeless Trails Travel may, at its discretion and subject to supplier approval, offer a travel credit or postponement instead of a cash refund.

Any travel credit will be subject to the conditions communicated at the time it is issued.

A postponement may involve additional charges where suppliers reprice accommodation, flights, permits, transportation, or activities.

7. Cancellation of Individual Travellers

Where a booking has been made for two or more travellers, one or more travellers may request cancellation while the remaining travellers continue with the trip.

Cancellation fees will apply to the travellers who cancel.

The remaining travellers may be required to pay additional costs resulting from reduced occupancy, including:

• Single-room supplements;

• Private vehicle charges;

• Guide costs;

• Accommodation repricing; or

• Other supplier-related increases.

8. No-Show Policy

A traveller who fails to arrive for a scheduled service without prior written notification will be considered a No Show.

No refund will normally be provided for unused services resulting from a no-show.

This includes, but is not limited to:

• Airport transfers;

• Hotel check-ins;

• Safari departures;

• Flights;

• Boat cruises;

• Guided tours;

• Adventure activities.

9. Cancellation or Changes by Timeless Trails Travel

Timeless Trails Travel reserves the right to cancel, postpone, modify, or reschedule a tour where this is necessary because of:

• Insufficient bookings;

• Safety concerns;

• Supplier availability;

• Government restrictions;

• Weather conditions;

• Border restrictions;

• Park closures;

• Operational requirements; or

• Circumstances beyond our reasonable control.

Where Timeless Trails Travel cancels a departure for reasons within its reasonable control, we will, where possible, offer:

1. An alternative departure date;

2. An alternative itinerary; or

3. A refund of recoverable monies paid for the affected services.

Where supplier or third-party costs are non-refundable, these may be deducted from any refund where the cancellation arises from circumstances beyond our control.

10. Force Majeure

Timeless Trails Travel shall not be liable for any failure, delay, cancellation, alteration, or interruption of services caused by circumstances beyond our reasonable control ("Force Majeure").

Force Majeure events may include, but are not limited to:

• Natural disasters;

• Floods;

• Drought;

• Severe weather;

• Wildfires;

• Earthquakes;

• Pandemics or epidemics;

• Government restrictions;

• Border closures;

• Political unrest;

• Civil disturbances;

• War or threats of war;

• Terrorism;

• Strikes and industrial action;

• Road closures;

• Airport closures;

• National park closures;

• River conditions;

• Unsafe rafting conditions;

• Supplier failures;

• Mechanical failures;

• Changes in government regulations;

• Acts of God; and

• Other events outside the reasonable control of Timeless Trails Travel.

Where a Force Majeure event affects a booking, Timeless Trails Travel will make reasonable efforts to provide an alternative arrangement, postpone the affected services, or obtain refunds or credits from suppliers.

Where refunds are available, only recoverable amounts will be refunded. Non-refundable supplier costs, permits, deposits, cancellation charges, administrative costs, and other amounts already committed may be deducted.

Timeless Trails Travel will not be responsible for consequential expenses such as additional flights, accommodation, meals, visas, insurance, transportation, or loss of income arising from a Force Majeure event.

11. Accommodation

Accommodation included in a package will be specified in the itinerary or booking confirmation.

Timeless Trails Travel may occasionally need to change accommodation because of:

• Availability;

• Maintenance;

• Operational requirements;

• Overbooking;

• Supplier circumstances; or

• Circumstances beyond our control.

Where this occurs, we will make every reasonable effort to provide accommodation of an equivalent or higher standard and similar location.

Accommodation in remote destinations may have limited facilities and may not always provide air-conditioning, Wi-Fi, electricity, or other facilities commonly available in major cities.

12. Itinerary Changes

Timeless Trails Travel makes every reasonable effort to operate tours according to the published itinerary.

However, itineraries may need to be modified because of:

• Weather;

• Wildlife conditions;

• Road conditions;

• Border procedures;

• Flight schedules;

• Supplier availability;

• Park regulations;

• Safety considerations;

• Local conditions; or

• Other operational circumstances.

Where an alteration is necessary, we will make reasonable efforts to provide an equivalent or better alternative.

Exact wildlife sightings, weather conditions, river conditions, and activity availability cannot be guaranteed.

13. Traveller Information

To make a reservation, Timeless Trails Travel may require:

• Full legal name;

• Date of birth;

• Nationality;

• Passport number;

• Passport expiry date;

• Passport copy;

• Contact telephone number;

• Email address;

• Accommodation details;

• Emergency contact details; and

• Other information required by our suppliers or applicable authorities.

Travellers are responsible for ensuring that all information supplied is accurate.

Timeless Trails Travel shall not be responsible for costs or losses arising from incorrect, incomplete, or outdated information supplied by the traveller.

14. Health, Dietary and Accessibility Information

Travellers must inform Timeless Trails Travel before departure of any relevant:

• Dietary requirements;

• Food allergies;

• Physical limitations;

• Mobility requirements;

• Medical conditions relevant to participation; or

• Other special requirements.

This information allows us to communicate requirements to hotels, restaurants, activity providers, and guides.

While we will make reasonable efforts to accommodate such requirements, we cannot guarantee that every supplier will be able to meet them.

15. Passports, Visas and Travel Requirements

Travellers are responsible for ensuring that they have all required:

• Passports;

• Visas;

• Immigration documentation;

• Travel permits;

• Vaccination certificates where applicable; and

• Other required travel documents.

Timeless Trails Travel may provide general travel information but cannot guarantee visa approval or entry into any country.

We are not responsible for losses resulting from:

• Visa refusal;

• Passport problems;

• Expired travel documents;

• Immigration refusal;

• Failure to meet health requirements; or

• Failure to comply with entry regulations.

16. Travel Insurance

Comprehensive travel insurance is strongly recommended for every traveller.

Insurance should ideally cover:

• Medical treatment;

• Emergency evacuation;

• Trip cancellation;

• Trip interruption;

• Lost or stolen luggage;

• Personal liability;

• Adventure activities;

• Delays; and

• Missed connections.

Travellers participating in adventure activities should ensure that their insurance specifically covers those activities.

17. Third-Party Suppliers

Timeless Trails Travel works with independent suppliers including:

• Hotels;

• Lodges;

• Airlines;

• Transport companies;

• Safari operators;

• Boat operators;

• Guides;

• Adventure companies; and

• Other tourism service providers.

We carefully select our suppliers but do not have direct control over their day-to-day operations.

We therefore cannot accept responsibility for errors, delays, cancellations, injuries, losses, or service failures caused by independent suppliers, except where liability cannot legally be excluded.

18. Safety and Adventure Activities

Certain Timeless Trails Travel packages involve activities in wilderness, remote, or adventure environments.

Travellers acknowledge that activities such as:

• Safari;

• Rafting;

• Hiking;

• Canoeing;

• Boat cruises;

• Wildlife viewing; and

• Other outdoor activities

carry inherent risks.

Travellers must follow all instructions provided by professional guides and activity operators.

A guide or activity provider may refuse participation where they reasonably believe that a traveller's health, physical condition, intoxication, behaviour, or failure to follow safety instructions creates a risk.

19. Wildlife

Wildlife sightings are never guaranteed.

Travellers acknowledge that safari destinations are natural environments and that animals are free to move throughout their habitats.

Timeless Trails Travel cannot guarantee sightings of specific animals or particular wildlife experiences.

Guests must follow all wildlife safety instructions and must not approach, feed, touch, or provoke wild animals.

20. Photography, Video and Marketing

During tours and activities, photographs and videos may be taken by Timeless Trails Travel, our representatives, guides, photographers, suppliers, or other participants.

By participating in a tour, travellers acknowledge that they may appear incidentally in photographs or videos used for:

• Website content;

• Social media;

• Advertising;

• Promotional materials;

• Brochures;

• Tourism campaigns; and

• Other marketing activities.

Where a traveller does not wish to appear in promotional material, they should notify Timeless Trails Travel in writing before departure.

21. Privacy and Personal Information

Timeless Trails Travel collects personal information necessary to process bookings and provide travel services.

Information may be shared with relevant suppliers where necessary to fulfil a booking, including:

• Hotels;

• Airlines;

• Transport providers;

• Activity operators;

• Immigration authorities; and

• Other service providers.

We will take reasonable measures to protect personal information and will use it for legitimate booking, operational, administrative, communication, and legal purposes.

22. Complaints

If a traveller experiences a problem during a trip, they should notify their Timeless Trails Travel representative, guide, or supplier as soon as possible.

Immediate notification gives us the opportunity to investigate and resolve the problem while the traveller is still at the destination.

Formal complaints should be submitted in writing within 14 days of completion of the affected service.

23. Responsibility for Personal Belongings

Travellers are responsible for their personal belongings throughout their journey.

Timeless Trails Travel is not responsible for:

• Lost luggage;

• Stolen property;

• Damaged personal items;

• Lost passports;

• Electronics;

• Cameras;

• Jewellery; or

• Other valuables,

except where liability is imposed by applicable law.

Travellers should avoid carrying unnecessary valuables and should maintain appropriate travel insurance.

24. Currency and Price Adjustments

All prices will be quoted in the currency specified on the quotation or invoice.

Where supplier prices, taxes, park fees, fuel costs, exchange rates, or government charges change before final payment, Timeless Trails Travel reserves the right to adjust the total package price accordingly, provided the change results from costs outside our reasonable control.

25. Entire Agreement

These Reservation Terms, together with the applicable quotation, invoice, itinerary, booking confirmation, and any written amendments, constitute the agreement between Timeless Trails Travel and the traveller.

No verbal representation or promise shall alter these terms unless confirmed in writing by an authorised representative of Timeless Trails Travel.

26. Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable, that provision shall be interpreted or modified only to the extent necessary to make it enforceable.

The remaining provisions shall continue in full force and effect.

27. Acceptance of Terms

By paying a deposit or any portion of the total booking cost, the traveller confirms that they:

• Have read these Reservation Terms;

• Understand the cancellation and payment conditions;

• Accept the risks associated with their selected activities;

• Agree to provide accurate traveller information; and

• Agree to be bound by these Terms and Conditions.

Timeless Trails Travel

17 Diaz Avenue, Edenvale, Edenvale, Johannesburg, 1609, South Africa
Cell: +27 65 505 8674
Email: info@timelesstrailstravels.com

Timeless Trails Travel reserves the right to update these terms from time to time. The terms applicable to a booking are those provided to the traveller at the time the booking is confirmed.