Terms & Conditions

Last Updated: January 2025

Welcome to Papaya Tours & Safaris. These Terms and Conditions govern your use of our website and services, and constitute a legally binding agreement between you and Papaya Tours & Safaris. By booking a tour, safari, or climb with us, you agree to be bound by these terms.

1. Booking and Reservations

1.1 Booking Process

To confirm your booking, we require:

• Completed booking form with accurate traveler information
• Copy of valid passport(s) for all travelers (minimum 6 months validity)
• Deposit payment as specified in the booking confirmation

1.2 Confirmation

Bookings are not confirmed until you receive a written confirmation from Papaya Tours & Safaris via email. We reserve the right to decline any booking at our discretion.

1.3 Pricing

All prices quoted are in US Dollars (USD) unless otherwise stated. Prices include:

• Park fees and government taxes
• Accommodation as specified in the itinerary
• Meals as indicated in each tour package
• Transportation in 4x4 safari vehicles
• Services of professional driver/guides

Prices do not include international flights, visa fees, personal expenses, tips, or travel insurance unless specifically stated.

2. Payment Terms

2.1 Payment Methods

We accept the following payment methods:

• Bank wire transfer
• Credit cards (Visa, MasterCard) - subject to 3.5% processing fee
• PayPal - subject to 4% processing fee

2.2 Late Payments

Failure to make payments by the due date may result in cancellation of your booking and forfeiture of deposits. We are not responsible for any losses incurred due to late or failed payments.

3. Cancellation Policy

3.1 Cancellation by the Client

Cancellation fees apply as follows:

• More than 60 days before departure: Full refund minus 10% administrative fee
• 45-60 days before departure: 70% refund of total amount paid
• 30-44 days before departure: 50% refund of total amount paid
• 15-29 days before departure: 25% refund of total amount paid
• Less than 15 days before departure: No refund

3.2 Cancellation by Papaya Tours & Safaris

In rare circumstances, we may need to cancel a tour due to:

• Insufficient bookings (minimum participant requirements)
• Force majeure events (natural disasters, political unrest, pandemics)
• Safety concerns

In such cases, you will be offered a full refund or the option to transfer to an alternative date or tour of equivalent value.

4. Travel Insurance

For Kilimanjaro climbs, your insurance must specifically cover high-altitude trekking up to 6,000 meters. We reserve the right to request proof of adequate insurance before the start of your tour.

5. Health and Fitness Requirements

5.1 General Safaris

Most safari activities are suitable for people of average fitness. However, some lodges and camps may be located in remote areas with limited medical facilities. Please inform us of any medical conditions, allergies, or mobility issues at the time of booking.

5.2 Kilimanjaro Climbs

Climbing Mount Kilimanjaro is a physically demanding activity. All climbers must:

• Complete a medical questionnaire before departure
• Obtain medical clearance from a physician if over 60 years of age
• Disclose any pre-existing medical conditions

We reserve the right to prevent any individual from continuing a climb if the guide determines it is unsafe for them to proceed.

5.3 Vaccinations

Certain vaccinations may be required or recommended for travel to Tanzania. Consult your healthcare provider or travel clinic for current requirements. A Yellow Fever vaccination certificate may be required if arriving from or transiting through endemic countries.

6. Travel Documents

It is your responsibility to ensure you have:

• A valid passport with at least 6 months validity beyond your return date
• Appropriate visas for Tanzania (most nationalities can obtain visas on arrival)
• Proof of onward or return travel
• Sufficient blank pages in your passport for entry stamps

Papaya Tours & Safaris is not responsible for any issues arising from incorrect or missing travel documents.

7. Tour Modifications

7.1 Itinerary Changes

We reserve the right to modify itineraries due to:

• Weather conditions
• Wildlife movements
• Road conditions
• Safety concerns
• Accommodation availability

Any modifications will be communicated as soon as possible and will maintain the overall quality and experience of your tour.

7.2 Client-Requested Changes

Changes to confirmed bookings may incur additional fees, including:

• Administrative fee: $50 per change
• Accommodation change fees (if applicable)
• Difference in tour costs (if upgrading)

8. Liability and Responsibility

Papaya Tours & Safaris acts as an agent for various service providers including hotels, airlines, and ground transportation companies. While we take all reasonable care in selecting our partners, we are not liable for:

• Injury, death, or loss of personal property during tours
• Delays or cancellations caused by airlines or other third parties
• Changes to itineraries due to circumstances beyond our control
• Acts of nature, war, civil unrest, or government actions

Participants are responsible for their own safety and must follow all instructions provided by guides and staff. Adventure activities carry inherent risks, and by booking with us, you acknowledge and accept these risks.

9. Code of Conduct

During your tour, you are expected to:

• Respect wildlife and maintain safe distances as instructed by guides
• Follow park rules and regulations at all times
• Respect local cultures, customs, and communities
• Not engage in any illegal activities
• Not disrupt the enjoyment of other travelers

We reserve the right to terminate your tour without refund if you violate these guidelines or engage in behavior that endangers yourself, others, or wildlife.

10. Complaints and Disputes

If you have a complaint during your tour, please inform your guide or our office immediately so we can address the issue. If the matter cannot be resolved on-site, please submit a written complaint within 30 days of tour completion.

Any disputes arising from these terms or your booking shall be governed by the laws of Tanzania and resolved through arbitration in Arusha, Tanzania.

11. Privacy

Your personal information is collected and processed in accordance with our Privacy Policy. By booking with us, you consent to the collection and use of your personal information as described in that policy.

12. Acceptance of Terms

By making a booking with Papaya Tours & Safaris, you confirm that:

• You have read and understood these Terms and Conditions
• You accept and agree to be bound by these terms
• You have the authority to accept these terms on behalf of all travelers in your booking
• All information provided is accurate and complete