Terms and conditions

SERAPHIM EYE WORLD TOURS LTD

Master Terms & Conditions, Industry Liability Protections & Publicity Policy

Registered Office: Shoal House, Plot 76 Bombo Road, Suite #04, Kampala, Uganda
Contact Email: info@eyeworldtour.com | WhatsApp: +256 750 070 309
Website: eyeworldtours.com

1. Scope of Agreement & Acceptance

1.1. These Terms and Conditions govern all safari packages, custom itineraries, primate tracking expeditions, and travel management services provided by Seraphim Eye World Tours Ltd ("the Company").
1.2. By submitting a deposit or booking confirmation, the client ("the Passenger" or "Participant") acknowledges that they have read, understood, and unconditionally agreed to these terms, which constitute a binding legal contract under the laws of the Republic of Uganda.

2. Booking, Payments & Tiered Cancellation Policy

2.1. Deposits: A minimum deposit of 30% of the total tour cost (plus 100% of the face value for any Uganda Wildlife Authority [UWA] gorilla or chimpanzee permits) is required immediately to secure reservations and initiate permit procurement.
2.2. Final Balance: The remaining balance must be paid in full no later than 45 days prior to departure. Failure to settle balances on time empowers the Company to cancel bookings and retain applicable cancellation fees.
2.3. Tiered Client Cancellation Scale: Cancellations must be submitted in writing. The following cancellation charges apply to the land package:
  • 90+ days prior to departure: Full refund of land package payments, less a 10% administrative fee and any unrecoverable third-party deposits.
  • 45 to 89 days prior to departure: 20% of the land package is forfeited.
  • 15 to 44 days prior to departure: 30% of the land package is forfeited.
  • 0 to 14 days prior to departure: 50% of the land package is forfeited.
2.4. Mitigation & Rescheduling: To mitigate total financial loss and work around strict UWA non-refundable permit rules, clients may propose a new travel date for postponement rather than outright cancellation, subject to lodge and permit availability for the revised dates.
2.5. UWA & Third-Party Permit Non-Refundability: Gorilla and chimpanzee permits, domestic charter flights, and third-party luxury lodge bookings are 100% non-refundable once purchased from statutory bodies or suppliers.

3. Third-Party Independent Supplier Liability (Hotels, Airlines & Transporters)

3.1. Seraphim Eye World Tours Ltd acts solely as an agent and coordinator for independent third-party suppliers (including lodges, luxury camps, domestic airlines, boat operators, and external transport providers).
3.2. Limitation of Supplier Liability: The Company accepts no liability whatsoever for any personal injury, death, property damage, baggage loss, delay, overbooking, mechanical failure, or operational default caused by independent third-party suppliers. Any claims or remedies must be pursued directly against the respective supplier.

4. Inherent Wildlife & Adventure Risks (Primate Trekking Disclaimer)

4.1. Acceptance of Risk: Safaris, wilderness camping, game drives, boat cruises, and primate tracking (gorillas and chimpanzees) involve inherent risks—including rugged terrain, slippery forest trails, unpredictable wild animal behavior, insect stings, and remote locations lacking immediate advanced medical facilities.
4.2. Participant Assumption: Clients voluntarily assume all such risks, releasing Seraphim Eye World Tours Ltd, its directors, guides, and employees from any liability for injury, illness, or death arising from wildlife encounters or outdoor activities, except in cases proven to involve gross negligence or willful misconduct by the Company.

5. Mandatory Comprehensive Travel Insurance

5.1. Insurance Prerequisite: Seraphim Eye World Tours Ltd strictly requires all travelers to obtain comprehensive international travel insurance prior to arrival in Uganda.
5.2. Required Coverages: Policies must comprehensively cover emergency medical evacuation (including air ambulance services), hospital repatriation, trip cancellation/interruption, loss of personal effects, and adventure sports/primate trekking coverage. Clients must carry proof of insurance throughout the safari.

6. Force Majeure & Extraordinary External Events

6.1. Definition: The Company is entirely released from liability and performance obligations if failure or delay is caused by events beyond its reasonable control ("Force Majeure"). This includes acts of God, extreme weather, natural disasters, epidemics, pandemics, government restrictions, border closures, civil unrest, terrorism, strikes, or sudden regulatory changes by wildlife authorities.
6.2. Financial Treatment: In the event of a Force Majeure disruption, unrecoverable funds expended by the Company to suppliers and statutory authorities cannot be refunded. The Company will, at its discretion, assist in transferring bookings to alternative future dates or securing supplier travel credits.

7. Health, Passports, Visas & Immunization Disclaimers

7.1. Travel Documents: Clients are solely responsible for ensuring valid passports (minimum 6 months validity beyond travel dates), necessary East African Tourist Visas, and entry permits.
7.2. Mandatory Health Requirements: Travelers must possess a valid Yellow Fever Vaccination Certificate and comply with all recommended malaria prophylactics and regional health advisories.
7.3. Medical Disclosures: Clients must disclose any pre-existing medical conditions, physical limitations, or dietary restrictions at the time of booking. Park rangers reserve the right to bar any symptomatic individual from gorilla trekking to protect primates from human respiratory pathogens, without entitlement to a refund.

8. Participant Conduct & Right of Refusal

8.1. Driver-Guide Authority: Company vehicles must only be driven by assigned professional driver-guides whose decisions regarding routes, timing, and safety protocols are final.
8.2. Right to Terminate Services: If a participant’s behavior, intoxication, or disregard for safety rules creates a severe operational hazard, disrupts fellow travelers, or violates national park regulations, the Company or its guides reserve the right to terminate their participation immediately without refund or liability for onward travel expenses.

9. Media, Photography & Publicity Release

9.1. Consent to Capture: By booking a tour, participating in activities, joining game drives or primate treks, and entering property or vehicles operated by Seraphim Eye World Tours Ltd, the client (and any accompanying minor participants for whom the client acts as legal guardian) grants the Company and its authorized representatives irrevocable permission to capture photographs, video recordings, and digital media during the trip.
9.2. License to Use: The client automatically grants the Company a worldwide, royalty-free, perpetual, and transferable license to use, reproduce, publish, and display such photographs and video footage on the Company’s official platforms—including its website (eyeworldtours.moonlandsystems.com), social media channels (Instagram, Facebook, TikTok, X), brochures, marketing collateral, and digital advertisements.
9.3. Opt-Out Provision: If a client explicitly prefers not to be photographed or featured in promotional materials, they must notify the Company in writing prior to their tour departure. Upon receiving such notice, the Company will take all reasonable and practical steps to ensure the client is excluded from marketing media.

10. Governing Law & Dispute Resolution

10.1. These terms are governed by and construed in accordance with the laws of the Republic of Uganda.
10.2. Any disputes arising from or related to bookings or services shall be subject to the exclusive jurisdiction of the competent courts located in Kampala, Uganda.