Welcome to Woodley Wild Adventures! These Terms and Conditions (“Terms”) govern your use of our website (https://woodleywildadventures.com/), services, and bookings for safaris, hotel accommodations, airport transfers, and other travel-related services provided by Woodley Wild Adventures, a premier tour operator based in Nairobi, Kenya. By accessing our website, making a booking, or using our services, you agree to be bound by these Terms. If you do not agree with any part of these Terms, please do not use our services.
1. General Provisions
1.1 Acceptance of Terms
By accessing our website or booking any services with Woodley Wild Adventures, you acknowledge that you have read, understood, and agree to be legally bound by these Terms, our Privacy Policy, and any supplemental terms provided during the booking process. These Terms apply to all members of your travel party, and the person making the booking is responsible for ensuring compliance by all travelers.
1.2 Definitions
- “Client,” “You,” or “Your”: Refers to the individual or entity making a booking or using our services.
- “Company,” “We,” “Us,” or “Our”: Refers to Woodley Wild Adventures, a tour operator based in Nairobi, Kenya.
- “Services”: Includes safaris, hotel bookings, airport transfers, day tours, car rentals, and other travel-related services provided by Woodley Wild Adventures.
- “Booking”: Refers to the reservation of services confirmed by Woodley Wild Adventures upon receipt of payment and issuance of a confirmation invoice.
1.3 Amendments
Woodley Wild Adventures reserves the right to amend these Terms at any time. Updates will be posted on our website, and the effective date will be indicated at the top of this document. Continued use of our services after amendments constitutes acceptance of the updated Terms.
2. Booking Process
2.1 Booking Requests
To initiate a booking, clients must submit a request through our website, email (info@woodleywildadventures.com), or phone (+254 727 231235). Upon receiving your request, our travel consultants will confirm the availability of tours, accommodations, and vehicles. A booking is only confirmed once Woodley Wild Adventures issues a confirmation invoice and receives the required deposit or full payment.
2.2 Booking Confirmation
No contract exists between the client and Woodley Wild Adventures until full payment (or a deposit, where applicable) is received and a confirmation invoice is issued. The client making the booking accepts these Terms on behalf of all members of their travel party.
2.3 Itinerary and Pricing
All quotations provided are subject to availability and are valid for 48 hours from the issuance date. Final itinerary details and pricing are binding only when confirmed in writing by Woodley Wild Adventures. Prices include accommodations, transfers, tours, government taxes, and other inclusions as specified in the booking confirmation.
3. Payment Policies
3.1 Payment Methods
Payments can be made via credit/debit card, bank transfer, or other methods specified by Woodley Wild Adventures. Credit card payments are processed through a secure online payment portal provided by our banking partner. We do not store or have direct access to your credit/debit card information.
3.2 Payment Schedule
- A deposit of at least 30% of the total cost is required to confirm a booking, unless otherwise specified.
- The remaining balance is due at least 30 days before the departure date.
- For bookings made less than 30 days before departure, full payment is required at the time of booking.
3.3 Currency
All prices are quoted in United States Dollars (USD) unless otherwise stated. Woodley Wild Adventures is not responsible for currency fluctuations or additional fees (e.g., bank transfer or credit card fees) incurred during payment.
3.4 Merchant Fees
A service fee of 2.5% may apply to credit card payments or when choosing the “Pay a Deposit” option, applied to the remaining balance due. Direct bank transfers incur no additional fees, provided the payment is made 48 hours before the due date with the booking reference included.
4. Amendment, Cancellation, and Refund Policy
4.1 Amendments
To amend a booking, clients must contact their assigned travel consultant. Amendments are subject to availability and may incur additional costs, depending on the nature of the change and supplier policies. Written confirmation from Woodley Wild Adventures is required for any amendment to be valid.
4.2 Cancellations
Cancellations must be requested in writing by the lead traveler to their assigned travel consultant. Cancellation fees are as follows:
- More than 60 days before departure: 10% of the total booking cost.
- 31–60 days before departure: 25% of the total booking cost.
- 15–30 days before departure: 50% of the total booking cost.
- Less than 15 days before departure: 100% of the total booking cost.
Woodley Wild Adventures is not obligated to refund payments if the client fails to provide the required documentation (e.g., indemnity forms) before departure.
4.3 Refunds
Refunds, if applicable, will be processed within 14 business days of cancellation approval, subject to supplier policies and any non-refunded amounts. Refunds will be issued to the original payment method unless otherwise agreed.
4.4 No-Show Policy
Clients who fail to arrive for scheduled services without prior cancellation will forfeit the full booking amount, with no entitlement to a refund.
5. Travel Requirements and Documentation
5.1 Visas and Vaccinations
Clients are solely responsible for obtaining the necessary visas, vaccinations, and travel documents required for entry into Kenya, Tanzania, Uganda, Rwanda, or other destinations included in their itinerary. Woodley Wild Adventures can provide guidance, but compliance with immigration and health regulations (e.g., yellow fever vaccination for certain countries) is the client’s responsibility. Refer to official government websites for up-to-date requirements:
- Kenya: https://visa.immigration.go.tz/guidelines
- Uganda: https://www.visas.immigration.go.ug/
- Rwanda: https://www.migration.gov.rw/
- Tanzania: Contact the relevant embassy or consulate.
5.2 Travel Insurance
We strongly recommend that clients purchase comprehensive travel and medical insurance in their home country before departure. Insurance should cover trip cancellations, medical emergencies, and activities such as gorilla trekking or off-road safaris. Woodley Wild Adventures is not liable for losses or expenses incurred due to lack of insurance.
6. Safari and Vehicle Policies
6.1 Vehicle Types
Woodley Wild Adventures offers a fleet of 4×4 Land Cruisers and open-roof tour vans for safaris. Clients should note:
- 4×4 Land Cruisers: Ideal for off-road safaris and challenging terrains, recommended for photography and remote destinations.
- Open-Roof Tour Vans: Suitable for dry seasons but may struggle in muddy or rocky terrains during wet seasons. These are two-wheel-drive vehicles and may require assistance in adverse conditions.
Clients are advised to consult with their travel consultant to select the appropriate vehicle based on the itinerary and season.
6.2 Flying Safaris
For flying safaris, vehicles at camps or lodges are limited and must be booked in advance. If unavailable, Woodley Wild Adventures may arrange transport using our 4×4 Land Cruisers from Nairobi at an additional cost. Clients traveling by road to airstrips may need to book specialized vehicles directly with the camp, subject to availability.
6.3 Weather and Itinerary Changes
Woodley Wild Adventures reserves the right to alter itineraries or cancel services due to adverse weather, road conditions, or other factors beyond our control. We will make reasonable efforts to provide alternative arrangements, but no refunds will be issued for changes due to force majeure events (e.g., natural disasters, political unrest).
7. Client Responsibilities
7.1 Conduct
Clients are expected to respect local customs, wildlife, and the environment during tours. Disruptive behavior, including excessive noise near wildlife or failure to follow guide instructions, may result in removal from the tour without a refund.
7.2 Indemnity
Clients must complete and sign an indemnity form for each member of the travel party before departure. Failure to provide signed indemnity forms may result in cancellation of the booking without a refund.
7.3 Health and Fitness
Certain activities, such as gorilla trekking, require a moderate level of physical fitness. Clients should consult with their travel consultant and seek medical advice before participating in physically demanding activities. Woodley Wild Adventures is not liable for injuries or health issues arising from client unpreparedness.
8. Liability and Disclaimers
8.1 Limitation of Liability
To the fullest extent permitted by law, Woodley Wild Adventures, its owners, employees, agents, and affiliates are not liable for:
- Direct, indirect, incidental, or consequential damages arising from the use of our services.
- Delays, cancellations, or changes caused by third-party suppliers (e.g., airlines, lodges) or external factors (e.g., weather, strikes).
- Losses, injuries, or damages due to client negligence or failure to follow instructions.
8.2 Third-Party Services
Our services may include arrangements with third-party providers (e.g., lodges, airlines). These providers operate under their own terms and conditions, and Woodley Wild Adventures is not responsible for their actions, omissions, or service disruptions.
8.3 Force Majeure
Woodley Wild Adventures is not liable for failure to perform services due to events beyond our control, including but not limited to natural disasters, war, political instability, or pandemics.
9. Gratuities
Tipping is customary in Kenya and other East African destinations, though not obligatory. Gratuities are an important contribution to the livelihoods of guides, drivers, and lodge staff. Clients are encouraged to tip based on the quality of service received. Suggested tipping guidelines are available from your travel consultant.
10. Privacy and Data Protection
10.1 Data Collection
Woodley Wild Adventures collects personal information (e.g., names, contact details, payment information) to process bookings and provide services. This information is used solely for the purposes outlined in our Privacy Policy and will not be shared with third parties except as necessary to fulfill your booking (e.g., with hotels or airlines).
10.2 Security
All online payments are processed through a secure payment portal. We use industry-standard encryption to protect your data, but clients are responsible for maintaining the security of their account information and passwords.
11. Governing Law and Dispute Resolution
11.1 Governing Law
These Terms are governed by the laws of the Republic of Kenya. Any disputes arising from these Terms or our services will be subject to the exclusive jurisdiction of the courts in Nairobi, Kenya, unless Woodley Wild Adventures chooses to pursue proceedings in another jurisdiction.
11.2 Dispute Resolution
Any disputes will be resolved through negotiation in good faith. If unresolved, disputes will be submitted to binding arbitration in Nairobi, Kenya, conducted on an individual basis and not as part of a class action.
12. Contact Information
For questions, booking inquiries, or to report issues, please contact us at:
- Email: info@woodleywildadventures.com
- Phone: +254 727 231235
- Address: Woodley Wild Adventures, Elysee, Adams Arcade, Nairobi, Kenya
13. Miscellaneous
13.1 Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect. The invalid provision will be modified to reflect the original intent as closely as possible.
13.2 Entire Agreement
These Terms, along with our Privacy Policy and any supplemental terms provided during booking, constitute the entire agreement between you and Woodley Wild Adventures, superseding any prior agreements or understandings.
13.3 Waiver
No waiver of any provision of these Terms will be effective unless in writing and signed by Woodley Wild Adventures. Failure to enforce any provision does not constitute a waiver of that provision.
Thank you for choosing Woodley Wild Adventures. We look forward to creating an unforgettable travel experience for you in East Africa!