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HOAEXP Legal
The framework for using HOAEXP services and planning travel experiences with our team.
HOAEXP context
HOAEXP L.L.C-FZ is a Limited Liability Company - Free Zone registered in Dubai, U.A.E. The brand and trading names used for our travel services are HOAEXP and Heart of Africa Expedition.
HOAEXP provides tour operating and travel-planning services for African travel experiences. Our registered address is Meydan Grandstand, 6th floor, Meydan Road, Nad Al Sheba, Dubai, U.A.E.
HOAEXP may design, arrange, package or coordinate tours, tailor-made itineraries, Travel Planner assistance, local suppliers, lodges, camps, guides, transport providers, activity providers and other travel-service partners.
Depending on the itinerary, parts of the travel experience may be delivered by selected local suppliers, accommodation providers, guides, transport providers, park authorities or other service partners.
A Travel Planner request, enquiry, form submission, quote request or message starts a planning or quotation process. It is not a confirmed booking and does not by itself reserve availability or create a confirmed travel contract.
A booking is confirmed only when HOAEXP confirms the relevant arrangements in writing and the required payment, deposit or agreed booking conditions have been completed.
Prices and availability may change until confirmed. The final price, payment conditions and included services are those stated in the confirmed proposal, invoice, contract, booking confirmation, voucher or written communication from HOAEXP.
Prices may depend on travel dates, number and age of travellers, itinerary, accommodation category, room configuration, transport requirements, park fees, permits, supplier rates, exchange rates, taxes, government charges and local availability.
For Travel Planner bookings, HOAEXP generally requests a 30% deposit at booking. The balance is normally due 45-60 days before departure, usually by bank transfer.
Different deposit percentages, payment deadlines, non-refundable amounts or payment schedules may apply where required by the destination, itinerary, supplier or local partner. The applicable terms are those stated in the confirmed proposal, invoice, contract, booking confirmation or written HOAEXP communication.
Where a platform booking/payment flow is available, bookings made more than 60 days before departure may require a 30% deposit by credit/debit card, with the remaining balance payable by bank transfer according to the instructions provided.
For platform bookings made within 60 days from departure, 100% payment by credit/debit card may be required at booking. This rule applies only where a platform booking and payment flow is enabled.
For late bookings or bookings close to departure, HOAEXP may require full payment or accelerated payment deadlines.
The applicable payment deadline will be stated in the quote, invoice, payment request, contract, booking confirmation or platform payment flow.
Unless different conditions are stated in the confirmed proposal, invoice, contract, booking confirmation or supplier terms, cancellation charges may apply as follows.
Failure to pay by the applicable deadline may result in cancellation of the booking and loss of amounts already paid, subject to the confirmed conditions, supplier terms and applicable law.
Missed services caused by traveller delay, no-show, incomplete documents or failure to comply with requirements may not be refundable.
Travel insurance is not included unless expressly stated in the confirmed proposal. HOAEXP strongly recommends that travellers purchase comprehensive travel insurance.
Insurance should cover medical expenses, cancellation, interruption, flight disruption, personal liability and relevant travel risks. Some destinations, suppliers or activities may require proof of insurance.
To prepare or confirm a booking, HOAEXP may request traveller information such as full names as shown on passport, phone and email, full residential address, passport or identity document copies where required, and proof of payment.
Information and documents are handled according to the HOAEXP Privacy Policy and are requested only where reasonably needed for travel planning, booking, supplier coordination, service delivery, compliance or anti-fraud purposes.
HOAEXP may request passport or identity document details or copies where necessary for the itinerary, booking, voucher, permit, accommodation, transport, park, border, aviation, supplier, legal, security or anti-fraud requirement.
Travellers remain responsible for checking official passport, visa, health and entry requirements for their nationality, routing, transit countries, travel dates and itinerary.
Some travel services are delivered by independent local suppliers and service partners. HOAEXP selects and coordinates such suppliers where appropriate, but travellers must also comply with supplier rules, local laws, park regulations and safety instructions.
Supplier and local partner terms may apply to parts of the itinerary. HOAEXP will reasonably assist with issues, but cannot control all third-party conditions, weather, park rules, border processes or government decisions.
Partners, suppliers and travel agents may be asked to provide verification documents before working with HOAEXP, including company formation documents, trade licenses, tax or VAT registrations, travel-agent or tour-operator licenses, supplier authorizations and business administration details where needed.
HOAEXP may refuse, suspend or terminate a relationship where documents, authorization, compliance or legitimacy cannot be reasonably verified.
Quotes, net rates, commercial terms, negotiated conditions, margins and supplier details provided to travel agents or partners may be confidential and intended only for the authorized recipient.
They must not be copied, modified, disclosed or shared with unauthorized third parties without written approval from HOAEXP. Travel agents can contact travelagents@hoaexp.com for clarification.
Travellers are responsible for providing accurate information, reviewing itinerary details before confirming, making payments by agreed deadlines, arriving on time and respecting local laws, customs, supplier rules, guide instructions and safety requirements.
Travellers are also responsible for ensuring that passports, visas, health documents, insurance and other travel requirements are valid and appropriate for their itinerary and nationality.
Changes requested after booking confirmation are subject to availability, supplier terms and additional costs.
If unexpected circumstances affect essential services after departure, HOAEXP will make reasonable efforts to arrange suitable alternatives where possible. Any compensation, refund or adjustment will depend on the circumstances, supplier terms, confirmed conditions and applicable law.
HOAEXP is not responsible for failure or delay caused by events beyond its reasonable control, including extreme weather, natural disasters, disease outbreaks, government restrictions, park or border closures, flight disruption, civil unrest, security incidents, supplier failure, strikes, transport disruption or conservation and safety restrictions.
Where a trip is affected by exceptional events, HOAEXP will, where reasonably possible, assist with alternatives, postponement, vouchers or supplier coordination, subject to availability, supplier terms, confirmed booking conditions and applicable law. Cash refunds are not automatic where costs are non-refundable or controlled by suppliers or authorities.
If a traveller experiences an issue during the trip, they should contact HOAEXP or the relevant local contact as soon as reasonably possible so that assistance or alternatives may be considered.
Travel-planning and trip-related communication can be sent to travelplanner@hoaexp.com. General, administrative or legal contact can be sent to info@hoaexp.com.
Website information, images, descriptions, routes and itinerary details may change and may be illustrative. Actual services depend on confirmed availability, season, supplier conditions and written HOAEXP confirmation.
Users must not misuse the website, scrape content, interfere with security or copy HOAEXP content, brand assets, itinerary materials or commercial documents without authorization.
Personal data is processed according to the HOAEXP Privacy Policy, including where traveller documents, passport details, booking information or partner verification documents are required for travel planning, booking, supplier coordination or compliance purposes.
HOAEXP is not responsible for losses caused by inaccurate or incomplete information provided by travellers, events outside reasonable control, or third-party supplier acts or omissions beyond HOAEXP's legal responsibility, except where applicable law imposes responsibility.
Nothing in these Terms excludes or limits any liability that cannot be excluded or limited under applicable law.
These Terms are governed by the laws applicable in Dubai and the United Arab Emirates, subject to any mandatory consumer protection rules that may apply.
Where legally permitted, disputes shall be submitted to the competent courts of Dubai, United Arab Emirates, unless another mandatory forum applies.
For Terms, legal or administrative questions, contact HOAEXP at info@hoaexp.com. For travel planning, contact travelplanner@hoaexp.com. Travel agents can contact travelagents@hoaexp.com. Partners and suppliers can contact partners@hoaexp.com.
Last updated: 03 July 2026.
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