Terms and Conditions

AHAKARO SAFARIS

TERMS & CONDITIONS OF SERVICE

Effective Date: 20 October 2026

Last Updated:  1^st Sept 2026.

 

 

1. INTRODUCTION

These Terms and Conditions of Service (“Terms”) govern the relationship between Ahakaro Safaris (“Ahakaro Safaris”, “the Company”, “we”, “us” or “our”) and any person making an inquiry, booking, reservation or purchase of tourism, safari, travel, accommodation, transportation or related services (“the Client”, “you” or “your”).

Ahakaro Safaris is a tourism and safari company offering travel experiences in Uganda and other East African destinations, including wildlife safaris, cultural experiences, nature-based tourism, homestays, trekking, birding, community experiences and related travel services.

By requesting a quotation, accepting an itinerary, making a payment, confirming a booking or participating in a service provided by Ahakaro Safaris, the Client acknowledges that they have read, understood and agreed to these Terms.

 

2. DEFINITIONS

For purposes of these Terms:

• “Client” means the person or persons purchasing or participating in the Company’s services.
• “Company” means Ahakaro Safaris.
• “Booking” means a confirmed reservation for one or more tourism services.
• “Services” include safaris, tours, accommodation arrangements, transportation, guiding, trekking, excursions, cultural experiences, homestays, transfers, activities and other travel-related services arranged by the Company.
• “Supplier” means a third-party service provider used to deliver part of a safari, including lodges, hotels, airlines, boat operators, activity providers, conservation authorities and transport providers.
• “Itinerary” means the proposed or confirmed schedule of travel and activities supplied to the Client.
• “Deposit” means the amount required by the Company to secure a booking.
• “Force Majeure” means circumstances beyond the reasonable control of the Company.

 

 

 

 

3. BOOKING AND RESERVATION

A Client may make an inquiry through the Company’s website, email, telephone, WhatsApp, social media, travel agents or other approved communication channels.

An inquiry or quotation does not constitute a confirmed booking.

A booking becomes confirmed when:

1. The Client accepts the proposed quotation or itinerary;
2. The required deposit or agreed payment has been received; and
3. Ahakaro Safaris has confirmed the relevant services.

All bookings remain subject to availability until confirmation.

Certain services, including accommodation, permits and special activities, may require advance payment and confirmation from third-party suppliers.

The Company reserves the right to decline a booking where it is unable to provide the requested services safely, legally or professionally.

4. QUOTATIONS AND PRICES

All quotations issued by Ahakaro Safaris will specify, where applicable:

• Number of travellers;
• Travel dates;
• Accommodation category;
• Transportation;
• Activities;
• Meals;
• Park fees;
• Permits;
• Guide services;
• Transfers;
• Included services; and
• Excluded services.

Unless expressly stated otherwise, quotations are valid only for the period indicated on the quotation.

Prices may change before booking confirmation because of:

• Accommodation rate changes;
• Government taxes;
• National park or conservation fees;
• Permit price changes;
• Fuel price changes;
• Currency fluctuations;
• Supplier price changes; or
• Other unavoidable operational costs.

 

Once a booking has been fully confirmed, the Company will make reasonable efforts to maintain the agreed price, subject to circumstances outside its reasonable control and applicable supplier or government charges.

5. PAYMENT TERMS

The payment schedule applicable to each booking will be communicated in the quotation or invoice.

Unless otherwise agreed in writing, the Company may require a deposit to confirm a booking, with the remaining balance payable before the commencement of the safari.

The Company may specify different payment requirements for:

• Gorilla trekking permits;
• Chimpanzee trekking permits;
• Special accommodation;
• Group bookings;
• Peak-season travel;
• International bookings; or
• Services requiring advance supplier payment.

Payments may be made through approved methods communicated by Ahakaro Safaris.

Any bank charges, transfer charges, currency conversion costs or other transaction fees shall be handled according to the payment instructions provided by the Company.

Failure to make payment within the agreed period may result in cancellation or release of services that have not yet been secured.

6. INCLUSIONS AND EXCLUSIONS

The Client’s quotation and confirmed itinerary shall specify the services included in the safari.

Typical inclusions may include:

• Accommodation;
• Meals specified in the itinerary;
• Safari transportation;
• Professional driver-guide;
• National park entrance fees;
• Game drives;
• Boat cruises;
• Airport transfers;
• Activities specifically stated in the itinerary; and
• Other services expressly listed in the quotation.

 

Unless expressly stated, the following may be excluded:

• International flights;
• Domestic flights;
• Visa fees;
• Travel insurance;
• Personal purchases;
• Alcoholic beverages;
• Laundry;
• Tips and gratuities;
• Telephone and internet charges;
• Personal medical expenses;
• Activities not included in the itinerary;
• Excess baggage charges; and
• Other personal expenses.

The Client should carefully review the quotation before making payment.

7. CANCELLATION BY THE CLIENT

A Client wishing to cancel a booking must notify Ahakaro Safaris in writing.

Cancellation charges may apply depending on:

• Date of cancellation;
• Amount already paid;
• Accommodation cancellation policies;
• Permit conditions;
• Supplier cancellation policies;
• Seasonality; and
• Other costs already incurred by the Company.

Where a supplier has imposed a non-refundable charge, that amount may not be refundable to the Client.

The Company’s quotation or booking confirmation may contain specific cancellation conditions applicable to that particular trip.

Where no special cancellation schedule has been agreed, the Company may apply reasonable cancellation charges corresponding to the costs incurred and commitments made on behalf of the Client.

8. CANCELLATION BY AHAKARO SAFARIS

Ahakaro Safaris reserves the right to cancel, suspend or substantially modify a service where necessary because of:

• Safety concerns;
• Government restrictions;
• Closure of a destination;
• Severe weather;
• Natural disasters;
• Civil unrest;
• War or security threats;
• Supplier failure;
• Serious operational difficulties; or
• Other circumstances beyond the Company’s reasonable control.

Where the Company cancels a confirmed service for reasons within its control, it will make reasonable efforts to provide an appropriate alternative or applicable refund in accordance with the circumstances and the Company’s contractual obligations.

Where cancellation results from Force Majeure, the Company’s obligations shall be determined according to applicable law, supplier terms and the circumstances of the event.

9. AMENDMENTS AND CHANGES TO ITINERARIES

Safari itineraries are prepared carefully but may require reasonable changes.

Changes may arise from:

• Weather;
• Road conditions;
• Wildlife movements;
• Park regulations;
• Accommodation availability;
• Flight schedules;
• Vehicle problems;
• Security concerns;
• Government directives;
• Conservation requirements; or
• Other unforeseen circumstances.

Ahakaro Safaris will make reasonable efforts to preserve the overall character, quality and purpose of the safari.

Where an accommodation facility or service becomes unavailable, the Company may arrange an alternative of a comparable or higher standard where reasonably possible.

Any additional cost arising from a Client-requested change may be charged to the Client.

10. ACCOMMODATION

Accommodation will be selected according to the category and properties stated in the confirmed itinerary.

Accommodation is subject to availability.

Room preferences such as:

• Double beds;
• Twin beds;
• Family rooms;
• Honeymoon arrangements;
• Connecting rooms; or
• Special views

Will be requested from the accommodation provider but are not guaranteed unless expressly confirmed.

Where a booked property becomes unavailable, Ahakaro Safaris may provide a suitable alternative of comparable standard.

The Client is responsible for any personal charges incurred at the accommodation facility.

11. TRANSPORTATION

Transportation will be provided according to the confirmed itinerary and group requirements.

Vehicles may include safari 4×4 vehicles, safari vans, minibuses, transfer vehicles or other suitable transportation.

Ahakaro Safaris prioritizes safe and responsible driving.

The driver-guide may refuse requests involving:

• Dangerous driving;
• Excessive speed;
• Illegal activities;
• Unsafe routes; or
• Actions that could place passengers, wildlife or other road users at unreasonable risk.

Vehicle allocation may change according to operational requirements, group size, road conditions and availability.

12. ACTIVITIES AND PERMITS

Some activities require advance reservations, permits or authorization.

These may include:

• Gorilla trekking;
• Chimpanzee trekking;
• Nature walks;
• Boat cruises;
• Mountain hiking;
• Canopy walks;
• Cultural experiences; and
• Other regulated activities.

The availability, validity, transferability and cancellation of such permits are subject to the rules of the relevant authority.

 

Where a permit is non-refundable or subject to special cancellation conditions, those conditions shall apply.

Ahakaro Safaris will communicate material permit conditions to the Client where reasonably possible.

13. WILDLIFE VIEWING

Ahakaro Safaris does not guarantee sightings of specific wildlife species.

Wild animals move freely within their natural habitats, and their location cannot be predicted with certainty.

The Company and its guides will make reasonable professional efforts to maximize wildlife viewing opportunities while respecting conservation regulations and animal welfare.

Clients must not:

• Feed wildlife;
• Chase animals;
• Provoke animals;
• Make excessive noise;
• Leave vehicles in prohibited areas;
• Attempt to touch wild animals; or
• Disobey safety instructions.

The guide’s instructions regarding wildlife safety must be followed at all times.

14. NATIONAL PARKS AND CONSERVATION RULES

Clients must comply with all rules and regulations of national parks, wildlife reserves, forests, conservation areas and other protected destinations.

These may include regulations concerning:

• Speed limits;
• Vehicle movement;
• Waste disposal;
• Wildlife distances;
• Photography;
• Noise;
• Smoking;
• Walking;
• Camping;
• Feeding wildlife; and
• Restricted areas.

Any fines or penalties resulting from a Client’s deliberate violation of applicable regulations may be payable by the Client.

15. CLIENT RESPONSIBILITIES

Clients are expected to:

• Provide accurate booking information;
• Provide valid travel documentation;
• Arrive on time for scheduled activities;
• Follow guide and ranger instructions;
• Respect wildlife;
• Respect local communities and cultures;
• Respect fellow travelers;
• Take reasonable care of personal belongings;
• Follow accommodation rules;
• Behave lawfully and responsibly; and
• Inform Ahakaro Safaris promptly of any problem affecting their participation.

The Company may take reasonable action where a Client’s behaviour creates a serious safety risk, damages property or substantially disrupts other travelers’ experiences.

16. HEALTH, MEDICAL CONDITIONS AND FITNESS

Clients are responsible for assessing whether they are physically and medically capable of participating in their chosen activities.

Certain activities may require significant physical exertion.

Clients should inform Ahakaro Safaris in advance about relevant requirements that could affect safe participation, including:

• Mobility limitations;
• Dietary requirements;
• Allergies;
• Physical limitations; or
• Other relevant considerations.

 

The Company may recommend alternative activities where participation in a particular activity would present an unreasonable safety concern.

Clients are responsible for their own medical expenses unless covered by their travel insurance or another applicable arrangement.

17. PASSPORTS, VISAS AND TRAVEL DOCUMENTATION

Clients are responsible for ensuring that they possess valid travel documents.

Depending on nationality and destination, these may include:

• Valid passport;
• Visa;
• Yellow fever certificate;
• Immigration documents;
• Permits; and
• Other required documentation.

 

Ahakaro Safaris may provide general travel information but does not guarantee that a Client will qualify for entry into a country.

The Client remains responsible for verifying requirements applicable to their nationality and circumstances.

18. TRAVEL INSURANCE

Ahakaro Safaris strongly recommends that every traveler obtain comprehensive travel insurance before commencing a safari.

Insurance should ideally cover:

• Medical treatment;
• Emergency evacuation;
• Trip cancellation;
• Trip interruption;
• Lost or damaged luggage;
• Personal belongings;
• Travel delays; and
• Other relevant travel risks.

Clients should carefully review the exclusions and limitations of their insurance policy.

Ahakaro Safaris is not responsible for losses that should reasonably have been covered by the Client’s insurance.

19. DELAYS AND UNFORESEEN CIRCUMSTANCES

Travel in East Africa may occasionally be affected by circumstances beyond the Company’s control.

These may include:

• Heavy rainfall;
• Flooding;
• Poor road conditions;
• Traffic;
• Vehicle breakdowns;
• Flight delays;
• Border delays;
• Wildlife activity;
• Park restrictions;
• Accommodation problems; or
• Other operational disruptions.

The Company will make reasonable efforts to minimize inconvenience and find practical alternatives.

 

However, the Company cannot guarantee that every activity will operate at precisely the scheduled time.

20. FORCE MAJEURE

Ahakaro Safaris shall not be considered in breach of its obligations to the extent that performance is prevented or materially affected by circumstances beyond its reasonable control.

Such circumstances may include:

• Natural disasters;
• Floods;
• Landslides;
• Earthquakes;
• Epidemics or pandemics;
• War;
• Terrorism;
• Civil unrest;
• Government restrictions;
• Strikes;
• Major transportation disruptions;
• Extreme weather; or
• Other comparable events.

The Company will communicate material disruptions as soon as reasonably practicable and will seek appropriate alternatives where possible.

21. PERSONAL BELONGINGS

Clients remain responsible for their personal property during the safari.

This includes:

• Passports;
• Cash;
• Phones;
• Cameras;
• Computers;
• Jewellery;
• Luggage; and
• Other valuables.

Clients should use hotel or lodge safes where available and should not leave valuable items unattended.

Ahakaro Safaris should be notified promptly if property is lost or misplaced during a tour so reasonable assistance can be provided.

 

 

22. PHOTOGRAPHY, VIDEO AND MARKETING

Ahakaro Safaris may photograph or record activities for operational, educational, promotional or marketing purposes.

Where a Client is identifiable in promotional material, the Company should/ shall obtain appropriate consent or provide a reasonable opportunity to opt out, particularly where required by applicable law.

Clients who do not wish to appear in promotional photography or video should notify the Company in writing.

Special care shall be taken regarding the publication of images involving children.

23. CHILDREN AND MINORS

Children are welcome on appropriate safari experiences subject to destination, accommodation and activity requirements.

Parents or legal guardians remain responsible for supervising minors.

Certain activities may have minimum age requirements established by:

• National park authorities;
• Activity providers;
• Accommodation providers; or
• Other relevant authorities.

Where an activity is unsuitable for a child, Ahakaro Safaris may recommend an alternative.

24. COMPLAINTS AND DISPUTE RESOLUTION

Clients are encouraged to report any problem as soon as it occurs.

Complaints should preferably follow this process:

First: Report the matter to the driver-guide or responsible service representative.

Second: If unresolved, contact the tour manager, reservations officer or management.

Third: Where necessary, submit a formal written complaint to Ahakaro Safaris.

The Company will investigate genuine complaints and make reasonable efforts to resolve them fairly.

A Client should not wait until the end of a safari to report a problem that could reasonably have been corrected during the trip.

25. REFUNDS

Refund eligibility depends on:

• The reason for cancellation;
• Timing of cancellation;
• Supplier cancellation policies;
• Non-refundable permits;
• Services already consumed;
• Payments already made to third parties; and
• Applicable law.

Unused services voluntarily abandoned by a Client after a safari has commenced will not automatically qualify for a refund.

Where a refund is approved, the Company will communicate the amount and expected processing period.

Bank charges or other non-recoverable transaction costs may be deducted where legally and contractually permissible.

26. LIMITATION OF LIABILITY

Ahakaro Safaris will exercise reasonable care in arranging and providing its services.

However, the Company cannot reasonably guarantee against every risk associated with travel, wildlife, adventure activities, transportation, weather or third-party services.

The Company shall not be responsible for losses arising from circumstances outside its reasonable control, subject to applicable law.

Nothing in these Terms is intended to exclude or limit liability that cannot legally be excluded or limited under applicable law.

27. THIRD-PARTY SUPPLIERS

Ahakaro Safaris may engage independent suppliers to provide particular services.

These may include:

• Hotels;
• Lodges;
• Airlines;
• Boat operators;
• Local activity providers;
• National park authorities;
• Community tourism organizations;
• Transport providers; and
• Other tourism service providers.

Such suppliers may have their own terms and conditions.

Where appropriate, the Company will communicate material supplier conditions to Clients.

28. SPECIAL REQUESTS

Clients may request special arrangements, including:

• Honeymoon services;
• Birthday celebrations;
• Anniversary arrangements;
• Dietary requirements;
• Vegetarian or vegan meals;
• Special accommodation;
• Private vehicles;
• Photography arrangements;
• Cultural experiences; or
• Accessibility requirements.

Ahakaro Safaris will make reasonable efforts to accommodate special requests.

A request shall only be considered guaranteed once it has been confirmed by the Company or relevant supplier.

29. TIPS AND GRATUITIES

Tips and gratuities are generally discretionary unless otherwise stated in the quotation.

Clients may choose to reward guides, drivers, lodge staff and other service providers based on the quality of service received.

Ahakaro Safaris does not require Clients to provide gratuities as a “condition” of receiving service.

Where a group gratuity arrangement is established, the Company will communicate it clearly to the Client.

30. RESPONSIBLE AND SUSTAINABLE TOURISM

Ahakaro Safaris is committed to responsible tourism that respects:

• Wildlife;
• Nature;
• Local communities;
• Cultural heritage;
• Local businesses;
• Conservation areas; and
• Future generations.

Clients are expected to support responsible travel by:

• Avoiding littering;
• Minimizing unnecessary plastic waste;
• Respecting local customs;
• Supporting legitimate local enterprises;
• Avoiding exploitation of wildlife;
• Respecting cultural practices; and
• Following conservation guidelines.

Where appropriate, Ahakaro Safaris may contribute to community and conservation initiatives through its tourism operations.

 

31. PRIVACY AND DATA PROTECTION

Ahakaro Safaris may collect personal information necessary to provide tourism services.

Such information may include:

• Names;
• Contact details;
• Passport information;
• Emergency contacts;
• Dietary information;
• Booking details;
• Payment information; and
• Other information reasonably required to organize travel.

The Company will handle personal information in accordance with applicable data protection requirements and its Privacy Policy.

Client information will not be used for purposes inconsistent with the Company’s stated privacy practices, except where required or permitted by law.

32. CHANGES TO THESE TERMS

Ahakaro Safaris may update these Terms from time to time to reflect:

• Changes in law;
• Changes in tourism regulations;
• Changes in Company procedures;
• Changes in supplier requirements; or
• Improvements to its services.

The version applicable to a confirmed booking shall generally be the version communicated to the Client at the time of booking, unless changes are required by law or otherwise agreed.

33. GOVERNING LAW

These Terms shall be interpreted in accordance with the applicable laws of Uganda, unless another jurisdiction is expressly agreed in writing.

The parties shall first attempt to resolve disputes through good-faith discussion and negotiation.

Where an amicable resolution cannot be reached, the matter may be referred to an appropriate dispute-resolution mechanism or competent court in accordance with applicable law.

34. ACCEPTANCE OF TERMS

By:

• Making a booking;
• Paying a deposit;
• Paying the balance;
• Accepting a quotation;
• Confirming an itinerary; or
• Participating in an Ahakaro Safaris service,

The Client confirms that they have had an opportunity to read, understand and accept these Terms and Conditions.

The Client further acknowledges that the quotation, confirmed itinerary, invoice and applicable service-specific conditions form part of the booking agreement.

35. CONTACT INFORMATION

AHAKARO SAFARIS

Address: Plot 8 Kisenyi 1 blue room, Namirembe road.

P.O Box 217928 Kampala Uganda

Contact: +256 751940444

Email: info@ahakarosafaris.com.

Company Registration No.: 80042510796109

Tourism License No.: 2609953039

Business Hours: 07am – 06pm

Monday to Saturday

For bookings, amendments, cancellations or complaints, Clients should contact Ahakaro Safaris through the official communication channels above.

CLIENT ACKNOWLEDGEMENT

I/We confirm that I/we have read, understood and accepted the Terms and Conditions of Service of Ahakaro Safaris.