1. Participant’s Requirements:
1.1 Participants are liable to complete and sign a “Client Profile”, “Indemnity Form” and a “Terms and Conditions” form where applicable.
1.2 Lowveld Trails Co’s “Terms and Conditions” are applicable to all bookings whether they have been signed for or not.
1.3 Medical and Travel insurance is excluded in all rates and is compulsory to all Participants.
1.4 Participants are responsible for his/her own travel arrangements pre and post activity/course.
1.5 Lowveld Trails Co. shall not be liable for any loss or damage to the Participant’s personal possessions.
1.6 The Participant shall replace any of Lowveld Trails Co. property that is lost or damaged through his/her careless or negligent behaviour.
1.7 Lowveld Trails Company has the right to refuse to offer a service to anyone for any reason.
1.8 The Participant confirms that all the information and records provided to Lowveld Trails Co. are accurate and honest.
1.9 The Participant will provide Lowveld Trails Co. with a clear indication of the Participant’s medical health status.
1.10 Lowveld Trails Co. reserves the right to request that the Participant provides a doctor’s certificate authenticating that he/she is physically and emotionally fit and able to undertake the activity/course.
1.11 Lowveld Trails Co. will not be responsible for any country’s decision to refuse the Participant’s entry, exit or transit to/from South Africa. The Participant must ensure that he/she contacts the relevant embassy in order to apply for the relevant visa with sufficient time before the activity/course commences.
1.12 Lowveld Trails Co. will not be responsible for any country’s refusal or delay in granting any visa to the Participant.
1.13 The Participant acknowledges and agrees that Lowveld Trails Co. has the right to use any photographs and/or videos provided to it by the Participant or taken by Lowveld Trails Co. representatives, for promotional purposes.
1.14 The Participant understands that certain risks may arise whilst travelling or residing in remote areas; The Participant hereby declares that he/she understands that these dangers are characteristic of the activity/course; states that his/her participation is completely voluntary; and accepts all risks associated with the activity/course.
1.15 The Participant understands that all trails have a minimum age restriction of 12 years and a maximum age restriction of 65 years on them; unless otherwise decided upon at the sole discretion of Lowveld Trails Co.
1.16 The Participant understands that no Field Guides Association of Southern Africa (FGASA) certificates will be issued under Lowveld Trails Co’s. name. The Participant should contact FGASA directly for all FGASA related certificates upon successfully completing a FGASA Course/Assessment
1.17 The Participant hereby indemnifies Lowveld Trails Co. and all its Representatives and Partners harmless against any and all legal claims, expenses, damages and liabilities, which may arise during or after the course/activity.
1.18 The Participant understands that Lowveld Trails Co.is insured through SATIB for General Public Liability, as well as Professional Indemnity Cover. The insurance policies include a 24-Hour Evacuation and Medical Crisis Management in South Africa. If emergency evacuation is required, this cost will be covered by the participant/s or their compulsory medical and travel insurance (see point 1.3).
2. Complaints/Expulsion:
2.1 If the Participant wishes to make a complaint regarding the course/activity
2.2 He/she shall bring the complaint to the attention of a Lowveld Trails Co. Representative, in order to resolve the complaint
2.3 If the Participant decides on his/her own account to leave the course/activity before the completion date/time, the Participant shall provide a written letter of events prior to departure.
2.4 No compensation shall be given to the Participant in relation to the complaint, unless there are extreme circumstances Should Lowveld Trails Co. be unable to resolve a serious complaint, the dispute shall be resolved legally in the High Court of South Africa.
2.5 If a Participant, after being warned, persists in disturbing the other participants or activity/course procedures, Lowveld Trails Co. can end their activity/course at any time with no refund owing to that person. Lowveld Trails Co. will not be held responsible for any additional costs incurred by the Participant as a result of expulsion.
3. Payments and Confirmation of Bookings:
3.1 Rates are quoted in South African Rands.
3.2 Tariffs are subject to alterations without prior notification.
3.3 Quotes are valid for one week from original date of quote.
3.4 All international bank charges are excluded in the invoice and are for the client’s own account.
3.5 Payments made into the incorrect bank account is for the client’s own responsibility and all fees applicable to correct this, are for the clients own account.
3.6 To confirm a booking a “Client Profile Form” needs to be completed where applicable and emailed back to Lowveld Trails Co.
3.7 A 50% deposit of the total invoice is required within one week of making a booking, in order to secure the Participant’s booking.
3.8 If the deposit is not received timeously, the booking will automatically be cancelled.
3.9 Full settlement of the invoice is required:
3.9.1 Two months prior to commencement of Courses and Private Group Bookings including, but not limited to, Trailing Experiences, Track & Sign Courses, Apprentice Trails Guide Courses, Primitive Trails and Tented Camp Trails.
3.9.2 One month prior to commencement of Activities including, but not limited to, Mentorship Trails and ARH Practice and Assessment.
3.10 In cases where bookings are made 30 days or less from commencement of the activity/course, the total invoice is to be settled immediately.
3.11 If payment is not settled on the required date, the booking will automatically be cancelled, and the party concerned will be charged the cancellation fees as stipulated in this policy with no refunds of any sort.
3.12 Any monies paid by the Participant shall become non-refundable on the date of the payment deadline indicated in the relevant invoice.
4. Cancellation Policy:
4.1 Cancellation requests must be submitted in writing and emailed to Lowveld Trails Co. immediately.
4.2 If a cancellation is made before or any time up until 6 months before the Activity/Course start date the Participant will be entitled to receive a full refund of the deposit paid and any other monies paid to Lowveld Trails Co. less an administration fee of R500.
4.3 Cancellation Policy for Courses and Private Group bookings (including, but not limited to, Trailing Experiences, Track & Sign Courses and Apprentice Trails Guide Courses, Primitive Trails and Tented Camp Trails):
4.3.1 If cancellation is made between 6 months and 2 months before the start date, the Participant/s shall not be entitled to a refund of 50% of the Course price, but will be entitled to a refund of any other monies paid to Lowveld Trails Co.
4.3.2 If cancellation is made within 2 months before the start date, the Participant/s shall not be entitled to any refund of any monies paid, including the deposit. Any monies still outstanding by the Participant/s will still be due in full.
4.4 Cancellation Policy for Activities (including, but not limited to, Mentorship Trails and ARH Practice / Assessment):
4.4.1 If cancellation is made between 6 months and 1 month before the Activity start date, the Participant shall not be entitled to a refund of 50% of the Activity price, but will be entitled to a refund of any other monies to Lowveld Trails Co.
4.4.2 In the event of cancellation within 1 month before the Activity start date, the Participant shall not be entitled to any refund of any monies paid, including the deposit. Any monies still outstanding by the Participant will still be due in full.
4.5 No credit notes whatsoever will apply to cancellations.
4.6 Should the minimum numbers for an Activity/Course not be reached, Lowveld Trails Co. has the right to cancel an Activity/Course within good time and a full refund will be given.
5. Postponement/Amendment Policy:
5.1 Postponement/Amendment requests must be submitted in writing and emailed to Lowveld Trails Co. immediately.
5.2 If a postponement is made before or any time up until 6 months before the Activity/Course start date, the Participant will be charged no administration fee, but will be liable to cover any shortfall due to annual price increases (if applicable), for the new booking.
5.3 If a postponement is made between 6 and 2 months before the Course/Private Group booking start date or 1 month before the Activity start date (see points 4.3 and 4.4 for clarity on the differences), the Participant will be charged an administration fee of R1 500 and, if applicable, will be liable to cover any shortfall due to annual price increases, for the new booking.
5.4 No postponements will be permitted within 2 months of commencement date of a Course/Private Group Booking or 1 month of an Activity (see points 4.3 and 4.4 for clarity on the differences), it will therefore be administered as a cancellation as per point 4 above.
5.5 The participant will be required to make use of the full value of the credit note (due to a postponement) within 6 months from the date of the start of the original Activity/Course/Private Group Booking that was booked, subject to availability. Any credit note, or part thereof, not used within the 6-month period will be non-refundable.
5.6 Once a postponement or amendment has been made to a booking, and a credit note has been allocated, no further postponement, amendment or cancelation requests will be accepted on that particular booking.
5.7 In cases of unforeseen circumstances that Lowveld Trails Co. has no control over, and which causes the activity/course to be altered, Lowveld Trails Co. has the right to adjust the arrangements which best fits into the itinerary, even though confirmation of the activity/course has already been finalised and payments made.
5.8 Adjustments to the itinerary must be made available to the Participants immediately.
5.9 If a Participant has a request to make certain changes to the activity/course, such as different pick-up points, pick up times etc. it will only be considered if convenient to the other Participants. Any requests such as these, need to be made at least 1 month prior to the commencement of the activity/course, which shall be determined at the sole discretion of Lowveld Trails Co.
6. POPI Act Privacy Policies and Procedures:
6.1 In line with the Protection of Personal Information (POPI) Act, Lowveld Trails Co. places a high emphasis on the privacy of our clients and the protection of their personal information.
6.2 Lowveld Trails Co. collects your personal information in line with the POPI Act when you choose to use our website, online shop, social media platforms and/or Lowveld Trails Co. services.
6.3 Consent is given prior to Lowveld Trails Co. adding client’s details to our contact/marketing database.
6.4 Lowveld Trails Co. uses client’s personal information to provide our services, process bookings, communicate with clients, improve services, and share relevant marketing information with clients.
6.5 Personal Information will be stored on our systems and not be disclosed to third parties unless it relates to the provision of Lowveld Trails Company’s service offerings and/or an emergency.
6.6 All personal information collected prior to 1 July 2021, according to the POPI Act, will remain on our database without obtaining new consent.
6.7 You have the right to access, correct, and delete your personal information
