These Terms & Conditions govern the relationship between KW Journeys (hereinafter referred to as "KW Journeys," "we," or "us") and the client (hereinafter referred to as "you" or "the client") concerning the services provided by KW Journeys. By booking a trip with us, you agree to be bound by these Terms & Conditions.
1. Booking and Contract
A standard prepayment of 30% of the total itinerary cost is required to confirm bookings. However, depending on the specific inclusions of the itinerary—such as special rates, luxury accommodations, safaris, or services with strict supplier conditions—a higher deposit may be necessary. Any such variation will be communicated clearly at the time of confirmation.The remaining balance is due 90 days prior to the itinerary start date. Failure to complete payment by the specified deadline may result in the cancellation of the reservation without entitlement to any refund or compensation of the previously paid amounts.
Upon receipt of the deposit, KW Journeys will proceed with bookings and payments through independent suppliers and/or third-party providers, including hotels, local guides, transportation companies, restaurants, airlines, and tour operators. KW Journeys will diligently strive to adhere to the proposed itinerary. However, on rare occasions, adjustments may become necessary. In such instances, we will make every effort to offer suitable substitutes when and where possible.
2. Validity of Prices
Prices quoted are valid for 7 days from the date of issuance unless otherwise specified. After this period, clients will need to request a requote, and prices may or may not change accordingly. We are committed to providing transparent pricing, but please be aware that adjustments may occur due to market, tax, or currency fluctuations beyond our control.
If the itinerary includes domestic flights, prices might change at the time of booking, and this is beyond our control. KW Journeys reserves the right to adjust flight prices (upwards or downwards) if the cost to us is amended. These are usually the result of changes in fuel costs, official fees, local taxes, or high demand.
3. Payment Methods
Unless otherwise agreed by KW Journeys, client’s payment shall be executed by bank transfer to the KW Journeys’ bank accounts set in different countries and in different currencies (request a detailed list of available accounts) or by credit or debit card via a link (with an additional charge of 4%). Each party shall be responsible for any transfer fees incurred by their respective banks.
4. Cancellation Policy
Cancellation requests must be submitted in writing at least 30 days prior to the itinerary start date to be eligible for a refund. For example, if the itinerary starts on October 22nd, the cancellation request must be received by September 21st, 6:00 PM GMT (UK time). After this date, 100% of the total itinerary will be considered non-refundable and charged as administrative fees.
A standard prepayment of 30% of the total itinerary cost is required to confirm the trip. Of this amount, 10% of the total itinerary cost (not just the deposit) is always non-refundable in the event of cancellation, and it will be retained as administrative fees.
In the event of a cancellation made more than 30 days prior to the start of the itinerary, any refunds will be assessed on a case-by-case basis, taking into account the following:
Whether payments have already been made to suppliers (e.g., accommodations, lodges, domestic flights, private services, special experiences).
Whether such payments were non-refundable, partially refundable, or subject to cancellation penalties, especially in destinations such as Africa, where prepaid amounts are often non-refundable regardless of how far in advance the cancellation is made.
If any services were confirmed under special or discounted rates with stricter conditions.
The timeline and terms communicated in the final booking confirmation.
These cancellation terms aim to balance flexibility with the realities of working with multiple third-party providers across various destinations. Full cancellation terms and applicable penalties will be outlined in the final confirmation document sent after the initial payment and reservation confirmations.
5. Tour Operation and Modifications
KW Journeys designs each itinerary based on the allocation of a vehicle and a guide or driver (or a guide-driver, as applicable) for a specified number of hours per day, depending on each tour. This service includes the reasonable use of the vehicle within the logical area consistent with the content and purpose of the contracted tour. For example, if a tour of Cape Town city has been quoted, the use of the vehicle should remain within the anticipated area, without excessive detours or route extensions that imply intensive use not contemplated (such as long stretches on highways without stops). Planned pauses and visits are a natural part of the day's rhythm and resource consumption.
Some tours include tickets, tolls, activities, or specific experiences that may have been prepaid in advance. In such cases, changes or cancellations will not be possible after the prepayment, as many of these services have already been issued or confirmed with suppliers. To maintain operational clarity and avoid subjectivity, it will not be considered on a case-by-case basis whether a specific ticket or activity has been issued or not.
When activities are not prepaid (e.g., lunches, tickets paid on-site, or experiences subject to payment at the time), it will be possible, whenever operationally feasible, to modify or redirect that budget towards other options. In no case will the unused amount be refunded to the client, but KW Journeys will always make its best effort to adapt it to alternative options of similar or equivalent value within the framework of the trip.
We understand that travelers' interests may change as the trip date approaches or even during the journey. Whenever there is operational margin and availability, we will adapt to these new preferences to ensure the best possible experience. This flexibility does not apply to prepaid services, confirmed with third parties, or subject to modification restrictions according to the local provider.
6. Force Majeure
If KW Journeys is prevented or restricted directly or indirectly from carrying out all or any of its obligations due to any cause beyond the reasonable control of KW Journeys (including, without limitation, war, civil commotion, riot, insurrection, strikes, fire, explosion, floods, pandemics, and acts of God), KW Journeys shall be relieved of its obligations during the period of the event and shall not be liable for any delay or failure in the performance of its obligations or for any loss or damages which the Client may suffer due to or resulting from such delay or failure, provided that written notice of the inability to perform shall be given by KW Journeys to the Client within 72 (seventy-two) hours of the occurrence constituting force majeure.
7. Liability
KW Journeys shall always do its utmost to provide the services to the best of its capacity and to the satisfaction of the client. It is understood by all parties that KW Journeys acts as an intermediary between the client/agent and third-party service providers, such as airlines, hotels, transport operators, local tourist offices, and other contractors providing the services to the client. KW Journeys shall in no event be liable to the client/agent, by reason of breach of services or unsatisfactory services provided to the client by third parties or by way of indemnity or in tort or otherwise, for any loss, injury, damage, delay, change in schedule, or other adverse events which are beyond the control of KW Journeys and/or sustained by an act or default of any person or company providing the services to the client. The client/agent warrants that KW Journeys shall not be responsible and/or liable for additional expenses and/or damages incurred due to any delay, accidents, natural disaster, political action, or unrest.
The proposed programs, prices, and services are valid at the time of issuing. KW Journeys reserves the right to modify them without prior notice due to changes from suppliers or the market.
8. Insurance
KW Journeys recommends travelers acquire comprehensive travel, health, and trip cancellation insurance to protect themselves, as well as any dependents/traveling companions. KW Journeys will take no responsibility for any costs and/or losses incurred by the travelers, or their dependents/traveling companions. Thus, travelers will be solely responsible for any additional costs.
9. Health
By submitting the initial deposit, you affirm that you do not have any medical condition that could pose a safety risk to you or other travelers. We recommend consulting your healthcare providers before commencing your journey. A healthcare professional can evaluate your medical history, current health status, and provide guidance on any recommended vaccines or precautions.
10. Privacy
Your privacy is important to us. KW Journeys may need to gather personal information, such as passport details, to organize your trip. We acknowledge the sensitive nature of this information and assure you that we will not disclose it to third parties unless it is essential for booking flights, hotels, or other reservations as part of your trip, and only with your explicit written consent. By submitting your initial deposit, you grant KW Journeys the authorization to collect and utilize your personal information for trip planning and the provision of necessary services.
11. Claims and Dispute Resolution
All disputes, claims, and litigation regarding services shall first be settled by way of negotiation and mutual understanding. In the event such negotiation and mutual understanding fail, the dispute, claim, or litigation shall beFuentes
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To provide the best experiences, we use technologies like cookies to store and/or access device information. Consenting to these technologies will allow us to process data such as browsing behavior or unique IDs on this site. Not consenting or withdrawing consent, may adversely affect certain features and functions.
Functional
Always active
The technical storage or access is strictly necessary for the legitimate purpose of enabling the use of a specific service explicitly requested by the subscriber or user, or for the sole purpose of carrying out the transmission of a communication over an electronic communications network.
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The technical storage or access is necessary for the legitimate purpose of storing preferences that are not requested by the subscriber or user.
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The technical storage or access that is used exclusively for statistical purposes.The technical storage or access that is used exclusively for anonymous statistical purposes. Without a subpoena, voluntary compliance on the part of your Internet Service Provider, or additional records from a third party, information stored or retrieved for this purpose alone cannot usually be used to identify you.
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The technical storage or access is required to create user profiles to send advertising, or to track the user on a website or across several websites for similar marketing purposes.
Get ready, our partner clients will soon have access to an exclusive section featuring a range of sales tools and resources. Explore sample itineraries, factsheets, brochures, and more to enhance your travel sales. Request sample materials through our contact form. Stay tuned for the grand opening of our Partners Platform, designed to empower your travel business.
Prepárense, nuestros clientes aliados pronto tendrán acceso a una sección exclusiva que presenta una variedad de herramientas y recursos de ventas. Explora ejemplos de itinerarios, factsheets, brichures y más para mejorar sus ventas de viajes. Soliciten materiales de muestra a través de nuestro formulario de contacto. Manténganse atentos a la gran inauguración de nuestra Plataforma de Aliados, diseñada para potenciar su negocio de turismo.
