These Terms form part of the agreement between the client and Viatrix Tours & Travel Co. Ltd. Read them together with your quotation, itinerary, invoice, booking confirmation and the Payment & Cancellation Policy. If a booking document contains a specific approved term, that term applies to that booking.
Definitions
Key words used throughout these Terms.
- Company / Viatrix
- Viatrix Tours & Travel Co. Ltd., the organiser or travel-service provider identified in the booking confirmation.
- Client / Traveller
- The person making the booking and every person travelling under that booking.
- Booking
- The agreed travel services recorded in the written confirmation and supporting documents.
- Tour
- The safari, holiday, transfer, activity, accommodation or other travel arrangement organised by Viatrix.
- Supplier
- An independent provider such as a hotel, airline, transport operator, park authority, permit issuer or activity operator.
- Itinerary
- The planned route, schedule, services and activities described in the confirmed travel programme.
Booking Process & Contract
How a request becomes a confirmed booking.
2.1 How a contract is formed
A booking becomes binding after the client completes the required booking steps, Viatrix receives the required deposit or payment in cleared funds, and Viatrix issues written booking confirmation. An enquiry, draft itinerary or quotation alone does not confirm availability.
2.2 Accuracy of information
The client must provide accurate names, contact information, passport details where required, dietary information, medical or accessibility needs and any other information relevant to the services requested. Costs caused by incorrect or incomplete information may be charged to the client where permitted by law.
2.3 Who may book
The person making a booking must be at least 18 years old and have authority to accept these Terms on behalf of all travellers named in the booking. A parent or legal guardian must approve arrangements for a minor.
- Confirmation: Services remain subject to availability until confirmed in writing.
- Deposits and balances: Amounts and due dates are stated on the invoice and governed by the Payment & Cancellation Policy.
- Availability: Viatrix may propose an equivalent alternative if a requested service is unavailable.
- Client-requested changes: Changes are subject to availability, supplier conditions and any resulting price difference or administrative cost disclosed before confirmation.
Client Responsibilities
Every traveller must prepare for and participate in the journey responsibly.
- Hold a valid passport and obtain the visas, entry permissions and travel documents required for the itinerary.
- Meet permit conditions and comply with local laws, park regulations and wildlife-protection rules.
- Follow reasonable safety instructions given by guides, rangers, crew and activity providers.
- Disclose relevant health, mobility, dietary or accessibility information early enough for Viatrix to assess arrangements.
- Ensure they meet the health, fitness and age requirements for selected activities.
- Behave respectfully toward other travellers, staff, communities, wildlife and property.
- Arrive on time for departures, transfers, flights and activities. Missed services caused by lateness may not be refundable.
Activity-specific preparation
Gorilla trekking, chimpanzee trekking, hiking, wildlife activities, boat trips and other adventure experiences may have permit rules, minimum ages, fitness expectations, equipment guidance and ranger instructions. The client must review and follow the requirements communicated for each activity.
Company Responsibilities
How Viatrix plans, communicates and supports confirmed services.
Viatrix will arrange confirmed services with reasonable care, select suitable guides and suppliers, communicate significant known changes and provide reasonable assistance to travellers during their journey.
4.1 Itinerary changes
Wildlife movements, weather, road or park conditions, safety concerns and operational circumstances may require changes. Where reasonably necessary, Viatrix may alter routes, accommodation, schedules or activities while seeking to provide a suitable alternative of an equivalent standard where possible.
4.2 Third-party suppliers
Hotels, airlines, transport operators, park authorities and activity providers deliver some services independently and may apply their own reasonable conditions. Viatrix remains responsible for its own obligations but cannot control every act, omission, closure, schedule change or operational decision of an independent supplier.
Liability & Assumption of Risk
Adventure travel requires informed participation and sensible precautions.
5.1 Inherent risks
Safari, trekking, wildlife viewing, road travel, boating and other adventure activities can involve uneven terrain, remote locations, changing weather, wild animals, limited medical access and other inherent risks. By choosing to participate, travellers acknowledge those ordinary risks and agree to follow safety guidance.
5.2 Limitation of liability
To the extent permitted by applicable law, Viatrix is responsible for loss that directly results from its failure to perform its contractual duties with reasonable care. Viatrix is not responsible for loss caused by the traveller, an unrelated third party, an unavoidable event outside reasonable control, or an inherent risk that could not reasonably have been prevented. Nothing in these Terms excludes or limits liability where exclusion or limitation would be unlawful.
5.3 Force majeure
Natural disasters, severe weather, government action, park closure, civil unrest, epidemic or pandemic, strike and other major events outside reasonable control may prevent or materially change services. Viatrix will communicate available options and seek reasonable alternatives, credits or recoverable refunds, subject to supplier terms and the Payment & Cancellation Policy.
Travel Insurance
Protection should match the journey you choose.
Viatrix strongly recommends comprehensive travel insurance from the date of booking. Where appropriate, cover should include trip cancellation, medical treatment, emergency evacuation, personal accident, baggage and the adventure activities in the itinerary. The client is responsible for understanding policy exclusions and carrying proof of insurance.
Conduct & Right to Refuse Service
Safety and respect are essential throughout every journey.
Viatrix may reasonably refuse or discontinue a service where a traveller's conduct creates a serious risk or materially disrupts the tour. This may include dangerous behaviour, serious intoxication, illegal activity, abusive or discriminatory conduct, repeated refusal to follow safety instructions, or materially false booking information. Where practical, Viatrix will explain the concern and allow an opportunity to correct the behaviour. Any resulting costs are the traveller's responsibility, subject to applicable law.
Health & Safety
Travellers share responsibility for safe participation.
- Seek appropriate medical advice and prepare for the climate, altitude, terrain and activities in the itinerary.
- Meet applicable vaccination and entry-health requirements.
- Choose activities suitable for personal health, mobility and fitness.
- Attend safety briefings and follow wildlife, water, vehicle and trekking instructions.
- Tell the guide promptly about an illness, injury or emergency so reasonable assistance can be arranged.
Photography & Marketing
Your preferences regarding promotional images will be respected.
Viatrix may capture photographs or video during tours for operational records and, where appropriate, marketing. A traveller who does not consent to marketing use of their image should notify Viatrix in writing before departure and remind the guide at the start of the tour. Viatrix will take reasonable steps to respect that choice. This clause does not give Viatrix ownership of photographs or video personally created by customers.
Complaints
Raising a concern promptly gives us the best chance to help.
Where possible, report a problem first to the guide or tour representative so it can be addressed during the trip. A formal complaint may then be sent to viatrixtoursandtravelco@gmial.com with the booking reference, relevant dates and supporting details. Viatrix will acknowledge the complaint, review it with the relevant team or supplier, and provide a written response within a reasonable time based on the complexity of the matter.
Governing Law & Disputes
We aim to resolve disagreements fairly and constructively.
These Terms are governed by the applicable laws of the Republic of Uganda. The parties should first attempt to resolve a dispute amicably through direct written communication. If that is unsuccessful, either party may use the applicable legal processes and courts with jurisdiction under Ugandan law.
General
How these Terms work with your booking documents and related policies.
- Severability: If one provision is found unenforceable, the remaining provisions continue to apply to the extent permitted by law.
- Entire agreement: The confirmed itinerary, quotation, invoice, booking confirmation, these Terms and referenced policies form the agreement for the booking.
- Updates: Viatrix may update these Terms. The version provided or published when the booking is confirmed applies unless a later change is required by law or agreed in writing.
- Related policies: Payment, cancellation, refund and privacy information should be read together with these Terms.
- Contact: Questions may be sent to viatrixtoursandtravelco@gmial.com or discussed by calling +256 754 189 883.