Terms and Conditions

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

Last updated: 18 September 2026

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 should report any concerns or complaints directly to the Tour Experience Leader or Thrifty Adventures as soon as reasonably possible so that we have an opportunity to investigate and resolve the matter during the tour. Raising concerns promptly helps us address issues before they affect the overall tour experience.

2.5 Communication. Official communication may be sent by WhatsApp, email, SMS or any other contact details provided by the traveller. Travellers are responsible for checking messages, updates, payment reminders and travel notices, and for responding promptly. Thrifty Adventures is not responsible for missed information where the traveller failed to check or respond to communication sent to the contact details on file.

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're certain before paying. Flights, hotels, transport, trains, ferries, activities, guides, restaurants, venues and other travel services may be provided by independent suppliers, each with their own terms, cancellation rules, change fees and operating procedures. Thrifty Adventures is not responsible where a supplier refuses to refund, amend, postpone, reissue, credit or transfer a booking because its own rules do not allow it.

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.

4.8 Once room allocations have been finalized, any traveller who later requests a separate room or a different room will be responsible for the full cost of the additional accommodation, subject to availability. Thrifty Adventures cannot guarantee that additional rooms will be available after the tour has commenced.

5. Payments and Cancellations

5.1 A non-refundable deposit is required to secure your booking. The deposit holds your space, removes that space from sale and may be used to cover administrative work, planning, supplier coordination, reservations and costs already committed towards your booking. The deposit will not be refunded, except as set out in clause 5.9A. It 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 unless the client has requested an extension in writing before the due date and Thrifty Adventures has approved that extension in writing. Extensions are not automatic. Late payment may affect our ability to confirm, issue, secure or maintain certain travel arrangements — including flights, hotels, activities, permits, tickets, transport and supplier reservations. Some suppliers, airlines and hotels require earlier payment, and late payment may result in price changes, missed deadlines, loss of availability, supplier penalties, rebooking costs or other additional charges. The client remains responsible for any additional costs or consequences caused by late payment, late communication or failure to pay within an approved extended timeframe. Late payments will attract a R500 administration fee.

5.3 Cancellations: All cancellation requests must be submitted in writing. The cancellation date is the date on which Thrifty Adventures receives the written request.

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: Non-refundable

Cancellation charges may include the non-refundable deposit, flights already booked or issued, accommodation, supplier penalties, transport, activity tickets, permits, administrative costs, bank charges, foreign exchange losses and payment processing fees. Where possible we may attempt to recover funds from suppliers, but recovery is not guaranteed and depends on the rules of the relevant airline, hotel, transport provider or supplier.

Note: Once the client has confirmed in writing that flights may be booked, cancellation may no longer be possible. Once flights are booked or issued, flight payments are non-refundable and subject to the airline's own terms. Any flight changes, cancellations, reissues, name corrections, rerouting, postponements or date changes will depend on the airline's rules and may attract additional costs. Thrifty Adventures cannot guarantee that flight cancellation, refund, change or postponement will be possible once flights are confirmed and booked.

5.4 At any time before departure, including within the periods in clause 5.3(c) and (d), a client who finds a suitable replacement who pays the full amount originally paid by the cancelling client will receive a refund of all amounts paid, excluding the deposit (clause 5.1), less any costs of transferring the booking to the replacement. These include airline or supplier name-change or reissue fees, any increase in fare, and, where a ticket cannot be transferred, the cost of a new ticket less any amount recovered from the airline. These costs are payable by the cancelling client and will be itemised in writing.

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. No refund will be given for any unused part of the trip — including missed flights, missed transfers, missed accommodation, missed meals, missed activities, missed tours, missed transport, late arrival, early departure, denied boarding, denied transit, refused entry, failure to attend or personal choice not to participate in an included service. Refunds are not issued on the day of departure.

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

5.8 Postponements and Rebookings. Requests to change, postpone or transfer a booking must be made in writing. Approval is not automatic and will depend on availability, supplier rules, airline rules, hotel rules, timing, costs already incurred and the type of trip booked. Where a change is possible, additional costs may apply. Flight-inclusive bookings are more restricted because airline tickets are usually non-refundable once booked or issued. 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 finalized. Once these reservations are confirmed by our service providers, postponement is no longer an option.
Frequency & 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 In the case of events outside our reasonable control — including airline disruptions, flight cancellations or delays, border closures, immigration decisions, visa delays, denied entry, denied boarding, denied transit, government restrictions, health regulations, natural disasters, weather, strikes, political unrest, civil unrest, supplier failures, airport delays, pandemics, changes in law or travel rules or similar events — Thrifty Adventures will not be liable for delays, cancellations, losses, additional costs, missed services or itinerary changes that result, and reserves the right to postpone the tour. The tour will be rescheduled within a 12-month period, and no refunds will be issued.

5.9A Where Thrifty Adventures cancels or postpones a tour for reasons within its control, including low booking numbers or where the tour is not financially sustainable (clause 12.6), the client may choose either (a) a transfer to the rescheduled date or an alternative departure, or (b) a refund of all amounts paid, including the deposit, less third-party costs that cannot be recovered from suppliers, which Thrifty Adventures will itemise in writing. Refunds are processed under clause 5.14.

5.10 Payments are non-transferable to another person, client name, destination, departure date, package or company unless expressly approved in writing by Thrifty Adventures. Approval is entirely at the discretion of Thrifty Adventures and may be declined where supplier terms prevent such changes.

5.11 All cancellation and refund policies (5.1 to 5.10) remain applicable in cases of illness, family emergencies, or work-related issues. Travel insurance is strongly recommended for all travellers and may be compulsory for selected international trips. It is the traveller's responsibility to ensure their policy provides suitable cover for cancellation, medical emergencies, travel delays, missed departure, denied boarding, visa issues, baggage loss or delay, personal accident, illness and other travel risks. Where a traveller is unable to travel or suffers a loss covered by their policy, the claim must be made directly with the insurer. Thrifty Adventures is not responsible for losses that could have been covered by suitable travel insurance.

5.12 Chargebacks and Payment Disputes. Where a traveller initiates a payment reversal, chargeback or disputed transaction after services have been reserved or confirmed, Thrifty Adventures reserves the right to immediately suspend or cancel the booking. The traveller remains liable for any supplier charges, cancellation fees, bank charges, legal costs and recovery costs arising from the payment dispute.

5.13 Quotations are prepared using supplier pricing and exchange rates applicable at the time they are issued. Where suppliers increase their prices before a booking is confirmed, revised pricing may apply.

5.14 Refund Processing. Refund calculations, including any deductions, will be provided in writing. Approved refunds are paid to the original payment method within 10 business days of approval, or to verified bank details approved by management where the original method cannot be used. Bank and payment-provider settlement times may add to this period.

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 (e.g. 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. Persistent incompatibility between roommates does not entitle either traveller to complimentary alternative accommodation.

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.

9.5 Thrifty Adventures shall not be liable for loss of or damage to personal belongings, luggage, travel documents or valuables during the tour.

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.

10.5 Travellers must provide accurate and complete information when booking, including full names as per passport or ID, nationality, passport country, country of residence, country of departure, transit countries, permit or visa status, and any recent travel history that may affect entry into the destination country. Travellers must inform Thrifty Adventures before booking if they will be travelling from a country different from the group's main departure country, if they hold a passport different from the one originally disclosed, or if their travel history, nationality, residence or immigration status may affect their ability to enter the destination country. Thrifty Adventures is not responsible for losses, denied boarding, denied entry, penalties, missed services, delays or extra costs caused by incorrect, incomplete, late or undisclosed traveller information.

10.6 Travellers remain responsible for ensuring that their passport is in good physical condition. Passports that are damaged, altered or considered unsuitable by immigration authorities remain the traveller's responsibility.

11. Entry Requirements

11.1 Each traveller is personally responsible for checking and meeting all passport, visa, transit, health, vaccination, immigration, nationality, residency and entry requirements for the destination country and any transit countries — including but not limited to COVID-19 certification, Yellow Fever vaccination, malaria precautions and visas. Requirements may differ depending on nationality, passport country, country of residence, country of departure, travel history, immigration status, permit status and transit route. Any guidance from Thrifty Adventures is general guidance only and does not replace official advice from embassies, consulates, immigration authorities, airlines, health authorities or official government sources. Visa acquisition and associated costs are entirely the client's responsibility.

11.2 If a traveller is denied boarding by an airline, denied transit through a connecting country, refused entry by immigration authorities, removed from a flight, blocked by border officials, delayed, quarantined or otherwise prevented from joining the trip for passport, visa, health, vaccination, immigration, nationality, residency, travel history, transit or entry-related reasons, this is treated as a traveller-side issue. No refund will be available. Thrifty Adventures is not responsible for any losses, additional costs, missed flights, missed transfers, missed accommodation, missed activities, unused services, penalties, new tickets, rebooking costs, quarantine costs or any other expenses arising from such restrictions.

11.3 For visa-required destinations, particularly Europe, Thrifty Adventures recommends securing your booking with the required deposit, applying for your visa as early as possible, and continuing with instalment payments once your visa has been approved. This recommendation assists travellers in managing financial risk but does not guarantee visa approval.

11.4 Travellers are responsible for ensuring they are medically fit to travel and to participate in both included and optional activities.

11.5 Pregnant travellers are responsible for obtaining any medical clearance required by airlines or activity providers before travelling.

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, in which case clause 5.9A applies.

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

12.7 Hotels displayed in brochures, quotations or promotional material are representative of the standard offered and may be substituted with accommodation of a similar standard where operationally necessary.

12.8 Airline seat allocation remains under the control of the airline. Travellers who wish to secure preferred seating are encouraged to book early and complete online check-in as soon as it opens. Thrifty Adventures cannot guarantee that travellers booked together will be seated together unless confirmed by the airline.

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 (e.g. dates, destination, 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've 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'll be sure to send them through when they're 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 paying the deposit or any amount towards the booking, you confirm that you have read, understood, and agree to all terms and conditions set out in this document. You specifically acknowledge that the deposit is non-refundable, that cancellation may no longer be possible once flights are confirmed and booked, that you are responsible for checking your own passport, visa, transit, health, immigration and entry requirements, and that denied boarding, denied transit or refused entry will not entitle you to a refund. These terms are binding and constitute the full agreement between you and Thrifty Adventures (Pty) Ltd.