Terms and Conditions
1. Booking Confirmation:
All bookings made through Widevision Travel (Pty) Ltd (“the Company”) are subject to availability and confirmation. A booking is considered confirmed only upon receipt of full payment and confirmation from the Company.
2. Cancellation Policy for Cape Town Experiences:
The Company operates on a 24-hour cancellation policy for all group experiences we run. Clients must notify the Company of any cancellations at least 24 hours prior to the scheduled experience to receive a full refund.
Additionally, some experiences may be subject to a 48-hour cancellation policy imposed by our suppliers. Clients will be informed of such policies prior to booking. Exceptions to the cancellation policy may be made in cases of natural disasters or severe weather conditions preventing the experience or tour from taking place.
In cases where more than three experiences are designed within one itinerary, the Company implements a 1-week cancellation policy. Clients must notify the Company of any cancellations at least one week prior to the scheduled start date of the itinerary to receive a partial or full refund.
Private customised Itineraries:
For private itineraries designed by the Company, we offer flexibility to accommodate the preferences of our clients. Clients may request changes to activities, subject to availability and agreement from both parties. The Company will make every effort to accommodate client requests while ensuring the quality and integrity of the itinerary.
2(a) Customized Group Itinerary Cancellation Policy for Multi-Destination Bookings:
To ensure the best possible service and to accommodate the extensive planning required for these complex trips, we established a specific cancellation policy for such bookings.
1. Notice Period:
o A minimum notice of three (3) months prior to the scheduled start date of the trip is required for cancellations of customized group itineraries that include multiple destinations. This is for both an individual with in the group or the entire group.
2. Cancellation Fees:
o Cancellations made more than three (3) months before the start date will incur a cancellation fee of 20% of the total booking cost to cover administrative and planning expenses.
o Cancellations made within three (3) months of the start date will result in a forfeiture of the total booking cost.
3. Refunds:
o Refunds, minus applicable cancellation fees, will be processed within 15 business days of the cancellation request.
o If payments were made by credit card, refunds will be issued to the same card used for the original payment. For other payment methods, refunds will be processed through the original method of payment. All refund payment will incur a 5% sur-change.
4. Changes to Itinerary:
o Requests to change the itinerary must be made at least three (3) months prior to the start date. Changes are subject to availability and may incur additional costs.
If changes cannot be accommodated and result in a cancellation, the cancellation policy above will apply.
5. Non-Refundable Components:
o Certain components of the itinerary, such as non-refundable flights, accommodation deposits, or activity bookings, may not be refundable regardless of the cancellation date. Clients will be informed of any such non-refundable components at the time of booking.
6. Travel Insurance:
o Widevision Travel strongly recommends that all clients purchase comprehensive travel insurance that covers cancellations, interruptions, and other potential travel issues.
3. Payment Terms:
Full payment is required at the time of booking to secure the reservation unless otherwise specified by the Company. Payment methods accepted include credit/debit cards, bank transfers, and other methods as specified by the Company.
4. Minimum Participant Requirement for Tours
To ensure the viability of our tours, Widevision Travel requires a minimum of two to three participants per tour. If this minimum requirement is not met, we may use a trusted partner supplier to conduct the tour. This partnership ensures that solo travelers and smaller groups can still participate in a similar experience. Likewise, other suppliers may refer clients to us under similar circumstances to maintain availability for all travelers.
5. Refund Policy:
Refunds for cancellations made within the specified cancellation period will be processed within a reasonable time frame. Refunds will be issued to the original method of payment unless otherwise agreed upon by both parties. The refund will be the original amount subtract the processing fee of payment gateway, plus a 5% admin and recurring process fee.
6. Liability:
Widevision Travel (Pty) Ltd holds passenger liability insurance on our vehicles used during our experiences and tours we run. The Company also acts as an agent for transportation companies, hotels, and other suppliers, providing services included in the itineraries. The Company shall not be liable for any loss, injury, or damage sustained by clients during the course of the experience or tour run but our supplier vehicle should they not have passenger liability insurance. Clients are advised to obtain adequate travel insurance to cover any unforeseen circumstances.
7. Changes to Itinerary:
The Company reserves the right to make changes to itineraries, accommodations, and activities due to unforeseen circumstances or events beyond our control. Clients will be notified of any significant changes before hand and as soon as possible.
8. Governing Law:
These terms and conditions shall be governed by and construed in accordance with the laws of [South African jurisdiction], and any disputes arising out of or in connection with these terms and conditions shall be subject to the exclusive jurisdiction of the courts of [South African jurisdiction].
9. Agreement:
By booking an experience with Widevision Travel (Pty) Ltd, clients acknowledge that they have read, understood, and agreed to these terms and conditions.
Widevision Travel (Pty) Ltd
E: Info@widevisiontravel.com
C: +2782 926 8539
Last updated: 1st Jan 2024
Terms and Conditions for Contractual Guides
All contracted guides with Widevision Travel agree to the payment fee and structure communicated to them for both (1) contracting you for a specific tour or experience and (2) adding to a guides existing group booking. These rates will always be confirmed via message or email before the contract is binding.
Once confirmed, the following terms apply to all guides contracted by Widevision Travel:
Professional Appearance: Guides must be presentable at all times. This includes being clean, well-groomed, and appropriately dressed to maintain the professional image of Widevision Travel.
Guest Interaction: Guides are expected to be welcoming, courteous, and highly professional when interacting with clients. They must maintain a friendly, respectful demeanor to ensure guests feel valued and well-cared for.
Punctuality and Safety: Guides must arrive 10-20 minutes before the experience begins to welcome early guests and ensure the location is safe and suitable for the activity.
- Plan B Protocol: If the original location or route is unsafe or unsuitable, the guide must communicate this to Widevision Travel immediately and suggest an alternative (e.g., a different hiking route or an alternate cultural tour location)
Compensation for Guest “No Show” or Last-Minute Cancellations:
a. Guest Cancellations: If guests cancel less than 24 hours before the experience or do not show up, the guide will receive half of the originally agreed-upon fee. If the remaining group consists of fewer than two people, the guide will still be compensated for a minimum of two people, ensuring fair compensation.b. Guide Cancellations: If a guide cancels within 24 hours of the experience, they must assist in securing a replacement guide. The replacement guide will receive the contractual fee for the tour or experience.
c. Guide Lateness: If a guide knows they will be late, they must inform the guests and Widevision Travel via WhatsApp, providing a clear timeframe of their expected arrival.
d. Late Arrival Penalties: If Widevision Travel deems that the guide will be more than 15 minutes late, the experience or tour may be canceled, and the guide will forfeit their fee. If negligence or foul play is found to be the cause of the delay, the guide may be held liable for their contractual fee or, in more severe cases, the full cancellation fee.
Service Quality: Guides must ensure that they provide exceptional service at all times, including attention to detail, enthusiasm for the tour, and flexibility in adjusting to guest needs. Consistent failure to meet these expectations may result in removal from future contracts.
Communication: Guides are required to maintain clear and timely communication with Widevision Travel, particularly regarding tour logistics, guest updates, or any issues that arise before or during the experience.
Handling Emergencies or Unexpected Situations: In case of an emergency or unforeseen situation during the experience, guides are expected to act swiftly and professionally to ensure the safety and well-being of the guests. Guides should notify Widevision Travel immediately and follow any necessary protocols.
Last updated: 1st Jan 2024
