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1. Company and scope
These Terms and Conditions govern travel services offered by HOAEXP L.L.C-FZ, also trading as Heart of Africa Expedition, a company registered in Dubai, United Arab Emirates.
Registered address: Meydan Grandstand, 6th Floor, Meydan Road, Nad Al Sheba, Dubai, UAE.
HOAEXP designs, organizes and coordinates journeys, safaris, tailor-made itineraries and travel experiences, working where necessary with accommodation providers, guides, transport operators and other local suppliers.
HOAEXP's contractual role and the included services are defined in the relevant booking confirmation. The involvement of third-party suppliers does not remove any statutory obligations applicable to HOAEXP.
2. Enquiries and booking confirmation
An enquiry, quotation request or Travel Planner communication does not constitute a confirmed booking.
A booking becomes binding once HOAEXP confirms the relevant services in writing and the applicable acceptance and payment requirements have been completed.
Before confirmation, the itinerary, dates, number of travellers, price, inclusions, exclusions and any special conditions must be identifiable.
Booking-specific conditions take precedence over general provisions only where disclosed and accepted before confirmation, subject to applicable law.
3. Prices and availability
Prices and availability may change before booking confirmation.
The contractual price is the amount stated in the final accepted booking confirmation or agreement.
Local taxes, permits, supplements, flights, optional activities and other exclusions must be identified in the relevant commercial documentation.
After confirmation, unilateral price changes are not permitted except where expressly agreed and legally allowed.
4. Payment terms
Unless different booking-specific terms were disclosed and accepted before confirmation:
- A 30% deposit is payable upon booking confirmation.
- The remaining 70% balance is due 45 calendar days before departure.
- Bookings confirmed 45 days or less before departure require full payment upon confirmation.
Groups, flights, special permits or suppliers with binding payment requirements may require different arrangements, provided these are disclosed before acceptance.
Where an online checkout requires earlier full payment than the standard schedule, this must be clearly displayed before purchase and be consistent with the contractual booking documentation.
Payment methods, currency and official bank details are those specified by HOAEXP in the applicable confirmation or payment request.
5. Cancellation by the traveller
Unless previously accepted special conditions or mandatory legal rights provide otherwise, cancellation charges are calculated on the total booking price as follows:
- More than 60 days before departure: 30%.
- 60 to 31 days before departure, inclusive: 50%.
- 30 days or less before departure: 100%.
- No-show: 100%.
Calendar days are calculated against the commencement date of the confirmed travel services.
Cancellation requests must be submitted in writing.
Specific non-recoverable expenses, such as named permits or independently restricted flights, may apply where disclosed and accepted in advance, without charging twice for costs already covered by the cancellation fee.
Any refund due will reflect payments received, applicable cancellation charges and mandatory legal rights.
6. Changes, delays and late payment
Changes requested after confirmation remain subject to availability and may involve additional costs or price differences disclosed before acceptance.
Failure to pay by the required date may result in suspension or cancellation, subject to any notice required by the contract or applicable law.
Traveller delays, failure to arrive and voluntary non-use of confirmed services do not automatically create a right to a refund.
7. Service delivery and operational changes
Itinerary adjustments may become necessary because of weather, logistics, safety, supplier availability or instructions from competent authorities.
HOAEXP will inform travellers of material changes and, where reasonably possible, propose appropriate alternatives.
The financial consequences of material changes, organizer cancellations or failure to provide services will be determined under the applicable contract and mandatory legal rights.
8. Travel documents and entry requirements
Travellers must provide accurate information and valid documents and check official passport, visa, transit, health and entry requirements applicable to their nationality and itinerary.
Where agreed, HOAEXP may assist with documentation, but cannot guarantee the issuance of visas, permits or authorizations by competent authorities.
9. Insurance and safety
Appropriate travel insurance is strongly recommended, including medical assistance, medical evacuation, cancellation and trip interruption.
Insurance may be mandatory for certain destinations or activities.
Travellers must comply with safety instructions, local laws, park regulations and the directions of authorized guides.
10. Force majeure and extraordinary circumstances
Extraordinary events beyond the parties' reasonable control may affect performance of confirmed services.
Potentially relevant events include natural disasters, severe weather, government restrictions, park or border closures, conflicts and other exceptional circumstances.
Contractual consequences will be assessed individually, taking into account actual impossibility of performance, reasonable mitigation and applicable law.
This provision does not impose an automatic blanket exclusion of refunds or liability.
11. Complaints and liability
Problems occurring during travel should be reported to HOAEXP or the operational contact as soon as reasonably possible so that assistance or solutions may be considered.
HOAEXP remains responsible for its contractual obligations in accordance with applicable law.
Nothing in these Terms excludes or limits liability or consumer rights that cannot lawfully be excluded or limited.
12. Privacy and personal data
Personal information and booking documents are processed under HOAEXP's Privacy Policy and applicable law.
Information may be shared with suppliers or authorities where necessary to arrange or deliver confirmed services.
13. Governing law and disputes
These Terms are governed by the laws applicable in Dubai and the United Arab Emirates, without prejudice to any mandatory consumer protection provisions.
Where legally permitted, disputes fall within the jurisdiction of the competent Dubai courts, subject to any mandatory alternative jurisdiction.
14. Versions and contact
The applicable version is the version accepted when the booking contract is concluded, unless validly amended or required otherwise by mandatory law.
Future updates do not automatically modify existing contracts.
Contact: - info@hoaexp.com - travelplanner@hoaexp.com