Terms & Conditions

Please read these terms and conditions carefully. Confirming a safari, tour or travel arrangement with Rungi Trails Tours & Travel (“Rungi Trails”, “we”, “us”) assumes that you have read, understood and accept the terms below. If you have any questions, contact us before booking.

These terms are adapted from common safari-industry practice. They are not a substitute for legal advice; we recommend reviewing them with your own adviser where appropriate. Our Privacy Policy explains how we handle personal data.

1. Bookings

1.1 Rungi Trails arranges transportation, accommodation, meals (where stated), park and activity bookings, excursions and other services in cooperation with independent suppliers (lodges, parks, permit authorities, drivers, etc.).

1.2 Itinerary details are given in good faith based on the latest information available. We cannot be liable for changes made by third parties (e.g. parks, airlines, hotels) or for obvious typographical errors on quotations or confirmations.

1.3 To reserve domestic flights, gorilla permits, chimp permits and similar services we typically require full names exactly as they appear on passport, nationality, date of birth where required, and passport number (and copy when requested).

1.4 Before confirming a booking, you must inform us of any special needs or preferences (medical conditions, mobility, diet, allergies, or other requirements). We will endeavour to meet reasonable requests where possible.

1.5 All packages are subject to availability and are not guaranteed until confirmed in writing. Many lodges and camps have limited space; early booking is strongly recommended.

1.6 If you wish to amend a confirmed booking, we will try to implement changes where practicable. We reserve the right to charge an amendment fee reflecting actual costs imposed by suppliers, which will be added to your invoice.

1.7 We reserve the right to adjust schedules, transport, accommodation or services before arrival if unforeseen circumstances require it (e.g. road conditions, park rules, supplier failure). We will inform you as soon as practicable and seek suitable alternatives.

2. Prices

2.1 Unless stated otherwise, quoted prices typically include: accommodation as described, meals where specified in the itinerary, sightseeing and activities as listed, park and ranger fees where included, ground transport as per the programme, services of an English-speaking driver/guide where applicable, and bottled mineral water in the vehicle as described in your quote.

2.2 Unless explicitly included, the following are usually not covered: international and domestic airfares, visas and passports, travel insurance, meals and drinks not mentioned in the itinerary, alcoholic beverages and drinks other than water provided in the vehicle, tips and gratuities, laundry, personal expenses, optional activities, and any items of a personal nature.

2.3 Website prices and verbal quotes are subject to change until confirmed in writing. Government taxes, park fees and permit prices may change without notice.

2.4 We reserve the right to adjust prices if exchange rates or supplier costs change materially before full payment. We will explain any increase and try to minimise impact on you.

3. Execution of the tour

3.1 Wildlife is wild. We cannot guarantee sightings, behaviour or proximity of animals. You must follow instructions from your guide and park rangers at all times.

3.2 Gorilla and chimpanzee permits allow you to participate in tracking on the booked date; they do not guarantee that animals will be in clear view or that tracking will be short or easy.

3.3 Accommodation is normally on a twin or double basis with private bathroom where stated. Single rooms may be available for a supplement but cannot always be guaranteed.

3.4 We may substitute equivalent or superior properties if necessary. If no equivalent is available, we may propose the next best option; any price difference will be communicated to you.

3.5 Vehicles are chosen according to group size and route. We maintain vehicles responsibly but cannot accept liability for punctures, mechanical issues, poor roads or delays resulting from factors outside our reasonable control.

3.6 Only authorised Rungi Trails or subcontracted drivers approved by us may drive tour vehicles. The driver/guide’s decisions on safety, route and timing are final.

3.7 We may alter routes, timings or services due to force majeure or operational necessity (weather, closures, security, park instructions, etc.). Reasonable alternatives will be offered where possible.

3.8 We may use reputable subcontractors to perform part or all of the services.

3.9 We may refuse to allow a person to join or continue a tour if, in our opinion or that of an authority, their behaviour endangers safety, damages property, harms wildlife or ecosystems, or seriously disrupts others. No refund will be due in such cases and we are not liable for resulting costs.

4. Payment

4.1 Confirmed bookings generally require a deposit (commonly around 30% of the programme price) unless otherwise agreed in writing. Gorilla and chimp permits (and similar non-refundable items) typically require full prepayment before we can secure them.

4.2 The balance is normally due no later than 42 days before arrival unless we agree a different schedule in writing.

4.3 Bookings made within 42 days of arrival may require full payment at confirmation.

4.4 If payment is not received as agreed, we may cancel the booking and apply cancellation charges as set out below.

4.5 Payment methods (e.g. bank transfer, card, mobile money) and any processing or card fees will be confirmed in your invoice. You are responsible for bank charges on your side unless otherwise stated.

4.6 International transfer costs and card surcharges (if any) are borne by the client unless we agree otherwise in writing.

5. Cancellations and refunds

5.1 Cancellations must be sent in writing (email is acceptable). The effective date is when we acknowledge receipt.

5.2 Unless your written quote states otherwise, the following may apply to the land programme (excluding permits and flights—see 5.3):

We may deduct sums already paid to non-refundable suppliers before refunding any balance. Your specific quote may vary; the percentages in your confirmation email or invoice prevail.

5.3 Gorilla permits, chimp permits, park fees already remitted, and airline tickets are typically 100% non-refundable once purchased, subject to supplier rules.

5.4 No refund is due for unused services, late arrival, no-show, or voluntary early departure.

6. Complaints

6.1 We aim to exceed your expectations. Feedback during the trip helps us resolve issues quickly.

6.2 Please report problems immediately to your guide and to us. If a matter cannot be resolved locally, send a written complaint within 30 days of the end of the tour.

6.3 We cannot accept liability for complaints not reported in line with this procedure where we were denied a chance to put matters right in good time.

7. Liability

7.1 We take reasonable care in selecting suppliers but do not control their day-to-day operations. We are not liable for errors or omissions of independent suppliers, though we will assist with reasonable communication where possible.

7.2 To the fullest extent permitted by applicable law, Rungi Trails shall not be liable for any indirect, consequential or special loss, or for loss of enjoyment, except where such exclusion is not allowed by law.

7.3 You are responsible for the security of your baggage and valuables. We cannot accept liability for loss or damage to personal possessions except where caused by our proven negligence and required by law.

7.4 We are not liable for delays, changes or losses due to events outside our reasonable control, including but not limited to flight disruptions, weather, natural disasters, epidemics, political unrest, border closures, strikes, theft, road closures, mechanical failure, or government action.

7.5 Clients (and their agents) are responsible for valid passports, visas, permits, vaccinations and other entry and health requirements for Uganda, Rwanda and any transit countries.

7.6 Seek professional medical advice well before travel. You participate in activities at your own risk subject to supplier rules and guide instructions.

7.7 Comprehensive travel insurance (including medical evacuation, cancellation, and activity cover) is strongly recommended for all clients.

7.8 Where claims relate to transport in our vehicles, applicable local law may govern limits of liability. Disputes may be subject to the courts of the country where the cause of action arises, unless otherwise agreed in writing.

Thank you for reading these Terms & Conditions. Your enjoyment, comfort and safety are important to us. If anything is unclear, please get in touch before you book.

Rungi Trails may update these terms from time to time. The version on rungitrails.com at the time of booking applies unless we confirm otherwise in writing.

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