Terms and Conditions

Terms for Engagement  
Thrifty Adventures (Pty) Ltd and the Client

This document outlines the terms and conditions under which Thrifty Adventures agrees to act on your behalf in planning and hosting tours. Your acceptance of any invoice and payment into the Thrifty Adventures account constitutes your explicit or implied agreement to the terms outlined below.

1. Authority

You grant Thrifty Adventures the authority to plan your travel itinerary, accommodation, and activities, and to make any adjustments — before or during the tour — as deemed necessary to ensure a successful experience.

2. Professional Duties

2.1 Thrifty Adventures and its tour hosts will carry out their duties professionally throughout the tour. Our hosts are there to assist with coordination, provide support, and help ensure your trip runs smoothly. Guests are kindly asked to bring luggage that they can comfortably carry and move around with on their own, as carrying luggage is the sole responsibility of each client.

2.2 Our tour hosts are there to: resolve disputes between clients and service providers; assist with payments and communication between guests and providers; maintain time management for the benefit of the group; and make necessary judgment calls and adjustments to the itinerary.

2.3 Clients must report any issues to the tour host within 12 hours.

2.4 Clients may not disclose complaints or issues involving Thrifty Adventures or its suppliers to third parties or other clients. Failure to follow this rule may result in removal from the tour.

3. Confidentiality

3.1 Thrifty Adventures will treat all your personal information confidentially in accordance with the POPI Act.

3.2 Any personal challenges shared during the tour will be treated with discretion and privacy.

4. Package Costs

4.1 Packages only include what is clearly listed under “Package Includes” in the flyer or brochure.

4.2 Any activities or meals mentioned for reference are optional unless stated otherwise.

4.3 Costs outside the package are for your own account. Estimates may change.

4.4 Activities are run by third-party service providers. While we aim to partner with reliable and fairly priced providers, Thrifty Adventures is not liable for any last-minute changes in timing, availability, or price. Prices are accurate at the time of publishing and may change without notice.

4.5 Payments to third-party providers are non-refundable. Please ensure you are certain before paying.

4.6 Any general costs not included in the package remain your responsibility.

4.7 All prices are quoted per person sharing. Single occupancy attracts an additional charge.

5. Payments and Cancellations

5.1 A non-refundable deposit is required to secure your booking. The deposit may be transferred to another tour within 6 months only if requested before an air ticket has been issued and no less than 30 days before departure for non-flight-based tours.

5.2 Final balances are due 21 working days before departure. Late payments will attract a R500 administration fee.

5.3 Cancellations:

a. 90+ days before departure: Full refund, excluding deposit and any purchased air ticket.  
b. 60+ days before departure: 90% refund, excluding deposit and any purchased air ticket.  
c. 30+ days before departure: 60% refund, excluding deposit and any purchased air ticket.  
d. Less than 30 days before departure: Non-refundable.

Note: Once the client has approved that an airline ticket be purchased, the cost of the ticket becomes part of the non-refundable deposit and is excluded from any refund calculation.

5.4 A full refund will only apply if the client finds a suitable replacement who pays the full amount originally paid by the cancelling client.

5.5 If a client misses the flight or bus due to personal delays, not having the correct documentation, or any oversight, Thrifty Adventures will not be held responsible. The cost and consequences are entirely the client’s responsibility, and no refund will be issued.

5.6 Failure to join the tour for any reason will result in forfeiture. Refunds are not issued on the day of departure.

5.7 Cash deposits carry additional bank charges, which will be passed on to the client.

5.8 Postponements and Rebookings

Clients wishing to postpone their tour must submit a written notification. Postponements are subject to the following strict conditions:

Availability: Postponement is only permitted if flight tickets have not yet been issued and hotel bookings have not been finalised. Once these reservations are confirmed by our service providers, postponement is no longer an option.

Frequency and Timing: A client is entitled to postpone their tour only once. The new departure date must fall within the same calendar year as the original booking.

Penalty Fee: A non-negotiable penalty fee of R500 will apply to all postponement requests.

Restrictions: Transfers from a fully priced tour to a discounted or promotional package are not permitted. If a client cannot meet these criteria, the standard cancellation terms in clauses 5.1 to 5.6 will apply.

5.9 – 5.11 Additional Payment Clauses

5.9 In the case of force majeure — including border closures, natural disasters, political unrest, low booking numbers, or similar — Thrifty Adventures reserves the right to postpone the tour. The tour will be rescheduled within a 12-month period, and no refunds will be issued.

5.10 Payments are non-transferable to another person or client name, under any circumstances.

5.11 All cancellation and refund policies in clauses 5.1 to 5.10 remain applicable in cases of illness, family emergencies, death, or work-related issues. We strongly advise clients to purchase appropriate travel insurance.

6. Transportation and Transfers

6.1 Tour transport is provided by road or air depending on the destination. Clients must be punctual and present at all pickup locations.

6.2 Transport to and from activities is arranged by service providers. If you miss your scheduled ride, any alternative arrangements, such as a taxi, are at your own cost.

6.3 Clients are responsible for arriving at airports on time. Thrifty Adventures is not liable for missed flights and will not provide refunds or replacement bookings.

7. Immigration

7.1 Clients must comply with all immigration rules and conduct themselves respectfully during border crossings. Follow the guidance of drivers and tour hosts at all times.

8. Client Etiquette

8.1 Excessive alcohol use and disruptive behaviour are prohibited. Offenders may be removed from the tour or handed over to local authorities.

8.2 Timekeeping is crucial. If you are left behind due to lateness, you will bear the full cost of rejoining the group. Thrifty Adventures is under no obligation to assist or reimburse any such expense.

8.3 Clients must maintain respectful behaviour toward all fellow travellers, hosts, and service providers. Address any complaints directly with your tour host.

8.4 To ensure a comfortable experience for all, guests sharing a room must respect their roommate’s space and peace. This includes keeping noise, including calls and music, to a minimum during rest hours; maintaining cleanliness and organisation in shared spaces such as bathrooms and living areas; respecting personal boundaries; and being mindful of light usage at night. Persistent complaints may lead to intervention by the tour host.

8.5 The use or transportation of recreational drugs is prohibited in all countries we visit.

8.6 Breaching these behavioural guidelines may result in police involvement and removal from the tour without refund.

9. Indemnification

9.1 Thrifty Adventures is not liable for: cancellations, delays, or itinerary changes; loss of profit or personal opportunities; indirect, special, or consequential losses; losses resulting from non-gross negligence; or issues caused by third-party providers.

9.2 You agree to indemnify Thrifty Adventures and its employees from any claims, losses, or damages resulting from your actions or participation in the tour.

9.3 Our liability excludes special or indirect damages.

9.4 You agree to respect and comply with the laws of the host country, even if they differ from your home country’s laws.

10. Passport

10.1 Your passport must be valid for at least 6 months from the date you return from the tour. Failure to comply may result in being denied entry into the destination country.

10.2 South African permanent residents using a foreign passport must ensure all required documents are in place.

10.3 All travel documents must match the name on your passport.

10.4 Please inform your travel consultant which passport you will be using for travel.

11. Entry Requirements

11.1 Clients are responsible for meeting the entry requirements of the host country, including but not limited to COVID-19 certification, Yellow Fever vaccination, malaria precautions, and visas. We offer general advice, but visa acquisition and associated costs are entirely the client’s responsibility.

12. Changes to the Package

12.1 We reserve the right to change accommodation if financial or booking challenges arise.

12.2 Package pricing may be adjusted due to increases in fuel prices, exchange rate fluctuations, last-minute flight changes, or logistical challenges.

12.3 Airlines or flight routes may be changed based on fuel prices, seat availability, or other unavoidable factors.

12.4 The itinerary may be altered to improve convenience, cost-efficiency, health and safety, or feasibility.

12.5 We may replace suppliers if a service provider becomes unavailable for any reason.

12.6 Tour dates may change if running the tour is not financially sustainable.

Note: Any changes will be communicated to the client at the earliest possible opportunity.

13. Promotional Booking Policy

13.1 Payments from full-priced tours may not be transferred to promotional tours. Promotions require separate booking and payment during the promo period.

13.2 Discounts may not be combined. Birthday and returning-client discounts do not apply to promotional packages.

13.3 Promotions are subject to availability and provided on a first-come, first-served basis.

13.4 To qualify, deposits or full payments must be made within the promo period. After that, standard pricing applies.

13.5 Promotional bookings cannot be modified, including dates, destination, or inclusions. Changes require a new booking.

13.6 Deposits for promotional packages are non-refundable and cannot be transferred to other packages or clients.

13.7 No retrospective discounts will apply to previously booked tours.

13.8 Promotions operate under separate terms which supersede standard terms where applicable.

13.9 Client-Requested Discounts: Discounts such as birthday or returning-client offers must be explicitly requested by the client. If the client does not ask, the discount will not be applied. Discounts must be applied during quoting or invoicing — not after payment or during the tour. If missed, the discount is forfeited.

14. Content Creation and Use of Media

14.1 As part of the tour experience, we capture moments through photos and videos taken on our company phones or cameras. These may be used on our social media pages, website, or other promotional platforms to showcase the fun and memories shared on our tours.

14.2 We share a selection of edited pictures with our clients as a complimentary gesture. These are sent out once they have been edited and are ready. As this process takes time, we kindly ask for your patience — there is no set timeline for delivery, but we will be sure to send them through when they are available.

14.3 Please note that this is an optional and value-added service and not a guaranteed part of the package.

14.4 If you would prefer not to appear in any photos or videos used for public sharing, please let us know before, at the start, or during the tour. We fully respect your privacy and will gladly accommodate your request.

Agreement

By making payment into the Thrifty Adventures account, you confirm that you have read, understood, and agree to all terms and conditions set out in this document. These terms are binding and constitute the full agreement between you and Thrifty Adventures (Pty) Ltd.