Terms & Conditions

Acceptance of Terms

Your booking represents acceptance of these Terms on behalf of all persons included in the booking. You are responsible for ensuring all members of your party understand and accept these Terms.

Booking Requirements

• Client Information: Full legal names (as they appear on travel documents), contact information (email and phone number), and copies of government-issued identification (passport or national ID) are required for all travelers.
• Age Requirements: The minimum age for independent travel is 18 years. Minors (under 18) must be accompanied by a parent or legal guardian who accepts responsibility for the minor throughout the tour.
• Special Requirements: Any special needs (dietary restrictions, mobility limitations, medical conditions) must be disclosed at the time of booking to ensure appropriate arrangements can be made.

Payment Methods

We accept the following payment methods for your convenience:

• Mobile Money: MTN Mobile Money and Airtel Money (Uganda only)
• Credit/Debit Cards: Visa, Mastercard (subject to 2.5% processing fee)
• Bank Transfer: Direct deposit to our corporate account (details provided upon booking)
• Cash Payments: Accepted at our Entebbe office during business hours

Payment Schedule

• Deposit: A non-refundable deposit of 50% of the total tour cost is required to confirm your booking and secure services.
• Final Payment: The remaining balance is due 30 days prior to departure. For bookings made within 30 days of departure, full payment is required immediately.
• Late Payments: Failure to complete payment by the due date may result in automatic cancellation of your booking and forfeiture of your deposit.
• Payment Currency: All payments must be made in US Dollars, Euros and Ugandan Shillings (UGX) unless otherwise agreed in writing.

Cancellation by Client

If you cancel your tour, the following refund policy applies based on the notice period:

• More than 45 days before departure: Full refund minus 10% administrative fee
• 30-45 days before departure: 50% refund of total tour cost
• 15-29 days before departure: 25% refund of total tour cost
• Less than 15 days before departure: No refund

No-shows: Failure to arrive for your tour without prior notice will result in forfeiture of all payments.

Non-Refundable Components

Certain expenses paid in advance on your behalf are non-refundable under any circumstances:

• National park entry permits and conservation fees
• Special activity permits (gorilla trekking, chimpanzee tracking)
• Pre-paid accommodation with non-refundable policies
• Flight tickets and transportation reservations
• Special event tickets

Cancellation by Hiposplay Tours

We reserve the right to cancel tours due to circumstances beyond our control including but not limited to:

• Insufficient bookings to operate the tour (minimum group sizes)
• Force majeure events (natural disasters, political unrest, pandemics)
• Safety concerns at destinations

In such cases, we will offer alternative tour dates or a full refund of all payments received.

Changes by Hiposplay Tours

We may need to modify itineraries due to:

• Safety considerations (weather conditions, natural disasters)
• Park or attraction closures
• Political unrest or security concerns
• Transportation disruptions
• Logistical challenges beyond our control

We will provide alternative arrangements of equivalent quality and value. Significant changes that fundamentally alter the tour experience will entitle you to a partial refund for affected components.

Changes by Client

Requests for changes to your booking must be made in writing:

• Date Changes: More than 30 days before departure: no fee (subject to availability). Within 30 days: treated as cancellation and rebooking.
• Destination Changes: Considered a new booking; cancellation fees may apply to original booking.
• Participant Changes: Name changes are permitted more than 30 days before departure with a USD $50 administration fee.
• Tour Downgrades: No refund for downgrading to a lower-priced tour after confirmation.

Health Requirements

• Vaccinations: Certain destinations require specific vaccinations. Yellow Fever vaccination is mandatory for entry to Uganda and proof must be presented upon arrival. Consult your physician or travel clinic 6-8 weeks before travel.
• Malaria Prophylaxis: Malaria is endemic in Uganda. We recommend consulting your doctor for appropriate prophylaxis.
• Medical Conditions: Disclose any pre-existing medical conditions, allergies, or physical limitations that may affect your participation in tour activities.

COVID-19 Protocols

All travelers must comply with current Ugandan Ministry of Health regulations:

• Proof of vaccination or negative PCR test may be required (check current requirements)
• Compliance with mask mandates in specified areas
• Temperature checks at certain venues
• Reporting of symptoms during tour

No refunds will be provided if you test positive for COVID-19 during the tour. All quarantine and medical expenses will be your responsibility.

Safety Guidelines

For your safety and the preservation of natural environments:

• Follow guide instructions during wildlife encounters
• Maintain safe distances from animals
• Stay on designated paths in national parks
• Comply with all safety briefings for activities

Limitation of Liability

Hiposplay Tours and Travel acts as an intermediary between you and service providers (accommodations, transportation companies, activity providers). Our liability is limited as follows:

• We are not liable for personal injury, illness, death, or property damage resulting from acts of nature, accidents, wildlife encounters, or actions of third parties.
• We are not responsible for theft or loss of personal belongings at any time during the tour.
• We are not liable for delays, changes, or cancellations caused by third-party service providers, weather conditions, political unrest, or force majeure events.

Client Responsibilities

• Comply with all local laws and regulations
• Follow instructions from guides and tour leaders
• Arrive punctually for scheduled departures
• Inform guides of any concerns immediately
• Respect cultural norms and local customs

Expected Behavior

All travelers are expected to:

• Respect fellow travelers, guides, and service providers
• Follow instructions from tour leaders
• Respect local cultures, traditions, and religious practices
• Minimize environmental impact (follow Leave No Trace principles)
• Refrain from illegal activities (drug use, wildlife trafficking, etc.)

Consequences of Misconduct

We reserve the right to terminate your participation in the tour without refund if you:

• Engage in illegal activities
• Endanger yourself or others
• Display disruptive or abusive behavior
• Repeatedly disregard guide instructions
• Cause significant damage to property

You will be responsible for all costs associated with early termination, including transportation home.

Document Requirements

• Passport: Must be valid for at least 6 months beyond your return date and have at least 3 blank pages.
• Visas: Required for most foreign nationals visiting Uganda. Check requirements based on your nationality.
• Vaccination Certificates: Yellow Fever certificate required for all travelers over 1 year of age.

Client Responsibility

You are solely responsible for:

• Obtaining necessary travel documents
• Meeting all entry requirements for countries visited
• Ensuring document validity throughout your trip
• Any costs associated with document issues

We are not liable if you are denied entry due to invalid documents. No refunds will be provided in such cases.

Visa Assistance

While we can provide information about visa requirements, we cannot guarantee visa issuance. Processing times vary and you should apply well in advance.

Photography During Tours

Our staff may take photographs and videos during tours for:

• Marketing materials (brochures, website, social media)
• Training purposes
• Documentation of tour experiences

Consent and Usage Rights

By participating in our tours, you grant Hiposplay Tours and Travel:

• Perpetual, royalty-free license to use media featuring you
• Right to use such media in promotional materials worldwide
• Right to edit and modify such media

Opt-Out: To decline inclusion in such media, email us at hisposplaytourstravelscoltd@gmail.com at least 14 days before your tour. During the tour, inform your guide that you do not wish to be photographed.

Ownership Rights

All intellectual property rights related to Hiposplay Tours and Travel are reserved, including:

• Company name, logo, and branding elements
• Website content and design
• Tour itineraries and descriptions
• Marketing materials and photographs
• Training materials and operational documents

Usage Restrictions

You may not:

• Reproduce, distribute, or modify our intellectual property without written permission
• Use our branding for commercial purposes
• Create derivative works based on our materials
• Use automated systems to extract data from our website

Jurisdiction

These Terms and any disputes arising from them are governed by the laws of the Republic of Uganda.

Dispute Resolution

Any disputes shall be resolved as follows:

• First through good-faith negotiation between parties
• If unresolved, through mediation in Entebbe, Uganda
• As a last resort, through the courts of Uganda

Class Action Waiver

You agree to resolve disputes individually, not as part of any class or representative action.

Contact Details

• Email: info@hiposplay.com (24-hour response during business days)
• Phone: +256-200-990-904 (Office hours: Mon-Fri 8:30 AM - 5:30 PM EAT)
• Emergency Phone: +256-200-990-904 (24-hour emergency contact)
• Address: Kitooro Taxi - Park, Entebbe, Uganda
• Social Media: @hiposplaytours on Instagram, Facebook, and Twitter

Office Hours

Our main office is open:

• Monday-Friday: 8:30 AM - 5:30 PM
• Saturday: 9:00 AM - 1:00 PM
• Sunday: Closed