terms and conditions - travelers link africa

1. Company Information

Travelers Link Africa Limited is a registered tour operator based in Kampala, Uganda. The company operates under the Association of Uganda Tour Operators (AUTO) and is licensed by the Uganda Tourism Board (UTB).

We provide destination management services with a core focus on Adventure, Nature, and Community-Based Tours across Uganda, Rwanda, Kenya, and Tanzania.

2. Services Offered

Travelers Link Africa Limited provides a comprehensive range of travel services, including but not limited to:

• Ground transportation
• Flight reservations
• Primate expeditions (Gorilla & Chimpanzee tracking)
• Birding expeditions
• Wildlife safari adventures
• Active adventure experiences
• Walking and hiking tours
• Community-based and cultural experiences
• Ecotourism experiences
• Voluntourism programs
• Photography and filming projects

3. Booking and Payment Agreement

3.1 Booking Process

1. Upon receipt of written confirmation from the client, Travelers Link Africa will place provisional accommodation bookings.
2. Once accommodation availability is confirmed, primate tracking permits will be secured on behalf of the client.
3. After permits are secured, all accommodation bookings will be reconfirmed.

3.2 Payment Schedule

Initial Payment

• A 30% deposit of the confirmed safari cost is required.
• 100% payment for primate permits is required at the same time.
• Payment must be made within seven (7) days of invoice issuance.

Balance Payment

• The remaining 70% balance is due 30 days prior to safari departure.
• Full payment must be completed no later than 14 days before departure.

Late Bookings

• For bookings made within 30 days of arrival, full payment is required at the time of confirmation.

3.3 Payment Methods

Payments may be made via:

• Bank transfer to our Stanbic Bank account, or
• PesaPal online payment portal (debit or credit card).

Please note:

• PesaPal transactions attract a 3.5% surcharge.
• Any international transaction fees or a 5% credit card service charge must be covered by the agent or client.

3.4 Primate Permits

• Gorilla and Chimpanzee permits in Uganda and Rwanda must be paid 100% upfront, in accordance with regulations from the Uganda Wildlife Authority (UWA) and Rwanda Development Board (RDB).

3.5 Important Payment Notice

Clients are strongly advised not to rely on ATM withdrawals for safari payments due to possible network failures, transaction limits, or card rejections, which may result in delays or service disruption.

4. Cancellation and Refund Policy

4.1 Safari Experience Cancellation

Cancellation Charges

• 70 days or more before departure: Loss of entire deposit
• 69–42 days before departure: 50% of the total services booked
• 41–28 days before departure: 60% of the total services booked
• 27–14 days before departure: 90% of the total services booked
• 14 days or less before departure: 100% of the total services booked

Rescheduling Options

• Free rescheduling is allowed up to 27 days before departure, subject to availability.
• For cancellations close to the safari date, credit notes may be issued for future travel, valid for 12 months.

4.2 Primate Permit Cancellation Policy

Uganda (UWA Regulations)

• 91 days or more before tracking date: 75% refund
• 46–90 days before tracking date: 50% refund
• 9–45 days before tracking date: 25% refund
• 0–8 days before tracking date: No refund

Rwanda (RDB Regulations)

• 30 days or more before tracking date: 50% refund
• 15–29 days before tracking date: 25% refund
• 14 days or less before tracking date: No refund

Rescheduling of Permits

• Gorilla permits in Uganda can be rescheduled up to twice, ideally 14+ days before the trek, by contacting the Uganda Wildlife Authority (UWA) or your tour operator to check availability. A 25% surcharge applies for requests made less than 14 days in advance, and new dates must be within 12 months. 

5. Additional Information

5.1 High Season Cancellation Charges

Some accommodations impose stricter cancellation policies during peak seasons (December–February and June–September). Any such conditions will be communicated at the time of booking.

5.2 Non-Refundable Items

• Primate permits and air tickets are 100% non-refundable.
• Where possible, Travelers Link Africa will make reasonable efforts to resell unused permits on behalf of the client to other operators or travelers.

5.3 Minimum Age Requirements

• Gorilla tracking: Minimum age of 15 years
• Chimpanzee tracking: Minimum age of 12 years

5.4 Health Precautions

Visitors showing symptoms of flu or other airborne illnesses will not be permitted to participate in gorilla or chimpanzee tracking activities.

6. Legal and Jurisdictional Information

6.1 Jurisdiction

Travelers Link Africa Limited is incorporated in Uganda and operates under Ugandan law. Clients are required to promptly inform the company of any circumstances that may affect the delivery of travel services.

6.2 Liability

Travelers Link Africa shall not be liable for failure or improper performance of services where such failure results from:

• Actions or omissions of the client or unrelated third parties
• Unavoidable or extraordinary circumstances beyond our control

6.3 Force Majeure

The company shall not be held responsible for disruptions arising from events beyond its control, including but not limited to war, civil unrest, government actions, natural disasters, extreme weather, or other unforeseeable circumstances.

7. Confidentiality, Media & Communication

7.1 Data Protection

Travelers Link Africa is committed to protecting client privacy. Personal information such as names, contact details, payment information, and special requirements is collected strictly for the purpose of processing travel arrangements.

7.2 Photography and Media Use

During safaris, photographs or video footage may be taken by our guides or suppliers for marketing and promotional purposes. Clients who do not wish to appear in such material must inform their tour guide in advance.

8. Sustainability & Responsible Travel

Travelers Link Africa Limited is committed to responsible, ethical, and sustainable tourism practices that protect natural ecosystems, wildlife, and cultural heritage while supporting local communities.

Clients agree to:

• Respect wildlife regulations, park rules, and guidance provided by tour guides and authorities.
• Avoid activities that exploit wildlife, communities, or the environment.
• Minimize environmental impact by reducing waste, conserving water and energy, and avoiding single-use plastics where possible.
• Respect local cultures, traditions, and customs at all times.

Travelers Link Africa works with eco-conscious suppliers, supports community-based tourism initiatives, and promotes conservation efforts across all destinations. Any client behavior that endangers wildlife, communities, staff, or the environment may result in immediate termination of services without refund.

9. Agreement

This document constitutes the entire agreement between Travelers Link Africa Limited and the client and supersedes all prior communications, representations, or understandings related to these services.