Terms & Conditions

1. Introduction

These Terms and Conditions (the "Terms") govern your access to and use of the website located at this domain and any subdomains (the "Site"), as well as any travel, accommodation, holiday, or related services provided or arranged by Ancent Tours & Hotels Kenya ("Ancent Tours & Hotels", "we", "us", or "our"). By accessing the Site, making an inquiry, or booking any service with us, you acknowledge that you have read, understood, and agreed to be bound by these Terms.

If you do not agree to these Terms, please do not use the Site or proceed with any booking. If you are making a booking on behalf of other participants, you represent that you are authorized to accept these Terms on their behalf and that they agree to comply with them.

2. Definitions

"Client" or "you" means the individual or entity that makes a booking or uses our services.
"Services" means tours, safaris, accommodation, transfers, activities, holiday packages, or any related travel arrangements organized or facilitated by us.
"Supplier" means any third party providing services (e.g., hotels, lodges, airlines, transport companies, activity providers).
"Force Majeure" means events beyond a party’s reasonable control, including but not limited to acts of God, natural disasters, pandemics, strikes, riots, war, terrorism, government actions, or failures of suppliers.

3. Eligibility & Client Responsibilities

You must be at least 18 years old and legally capable of entering into a binding contract.
You agree to provide accurate, complete, and current information for all inquiries and bookings.
You are responsible for complying with all applicable laws, regulations, and immigration requirements related to your travel.

4. Bookings & Contracts

A booking is confirmed only after we receive the required deposit or full payment (as stated in your quotation or invoice) and issue a written confirmation. The contract between you and Ancent Tours & Hotels is formed upon our written confirmation. Any special requests are subject to availability and must be confirmed in writing.

Where services are provided by Suppliers, your contract may be subject to the Suppliers’ terms and conditions in addition to these Terms. In case of conflict, the more restrictive condition may apply.

5. Pricing, Inclusions, Exclusions & Payments

Pricing: Prices are quoted in the currency stated on your quotation or invoice and are subject to change before a booking is confirmed. Once confirmed, prices are generally fixed except for significant changes in taxes, park fees, or government-imposed charges outside our control.
Inclusions: As specified in your itinerary/quotation (e.g., accommodation, transport, activities, meals, park fees).
Exclusions: Items not stated as included (e.g., visas, optional activities, travel insurance, tips, personal expenses, some meals, international flights unless specified).
Deposits & Balance: Unless otherwise stated, a non-refundable deposit (typically 30%–40%) is required to secure your booking. The balance is due by the date indicated on your invoice (commonly 30–60 days before travel).
Payment Methods: We may accept bank transfer, card payment, mobile money, or other methods as communicated. Bank charges, card fees, and currency conversion costs are borne by the Client.
Late or Non-Payment: We reserve the right to treat your booking as canceled if payment deadlines are missed. Any rebooking will be subject to availability and updated pricing.
Errors & Omissions: We reserve the right to correct pricing or content errors. If a material error affects your confirmed booking, you may accept the correction or cancel for a refund of payments made to us for the affected component.

6. Changes & Cancellations

6.1 Changes by You

We will endeavor to accommodate reasonable change requests subject to availability and any additional costs or Supplier charges. A change administration fee may apply.

6.2 Cancellations by You

Unless otherwise stated on your invoice, the following standard policy applies to land-only services (excludes flights and certain Supplier-specific components):

60+ days before start: refund of 80% of amounts paid (less non-refundable items and bank/processing fees).
31–59 days before start: refund of 50% of amounts paid (less non-refundable items and fees).
0–30 days before start or no-show: no refund.

Certain services (e.g., flights, some lodges, permits) may be fully non-refundable once issued, regardless of timing.

6.3 Changes or Cancellations by Us

We may make minor changes (e.g., accommodation of a similar or higher standard, route adjustments) to deliver substantially similar services. In rare cases, we may cancel due to Force Majeure or insufficient numbers (for group departures). If we cancel, you may choose a refund of amounts paid to us for the canceled services or transfer to an alternative arrangement of equivalent value if available.

7. Travel Insurance

Comprehensive travel insurance is strongly recommended for all Clients and may be mandatory for certain itineraries. Your policy should cover, at a minimum, medical expenses, evacuation, personal liability, trip cancellation/interruption, and loss of baggage or personal items. You are responsible for assessing the adequacy of your cover.

8. Health, Safety & Fitness to Travel

You are responsible for obtaining relevant health advice (e.g., vaccinations, malaria prophylaxis) well before travel.
Some activities (safaris, hiking, water sports, etc.) carry inherent risks. You acknowledge and accept such risks by participating.
You must disclose any medical conditions, mobility limitations, or special requirements at the time of inquiry/booking.
We or our Suppliers may, at our discretion, refuse participation if your health or conduct poses a risk to yourself or others.

9. Passports, Visas & Entry Requirements

You are solely responsible for ensuring that your passport, visas, permits, and other entry documents are valid for the duration of your trip and meet all requirements of the countries you will visit or transit. We are not liable for losses or costs resulting from improper or missing documentation.

10. Accommodation, Transportation & Activities

Descriptions of facilities and activities are provided in good faith. Seasonal or maintenance-related changes may occur.
Room types, bed configurations, or special layouts are subject to availability at the accommodation’s discretion.
Transport times and routes may vary due to weather, traffic, or operational reasons.
Wildlife sightings cannot be guaranteed.

11. Client Conduct

You must comply with local laws, respect cultural norms, follow safety instructions, and act responsibly. We may terminate services without refund if your behavior is unlawful, offensive, dangerous, or disrupts others.

12. Baggage & Personal Effects

You are responsible for your baggage and personal items at all times. We are not liable for loss, theft, or damage except as required by law and only to the extent of amounts actually recovered from a responsible Supplier (if any).

13. Third-Party Suppliers

Many services are provided by independent Suppliers who operate in accordance with their own terms and conditions. To the extent we act as an intermediary or booking agent, our liability is limited to arranging the relevant services with reasonable skill and care. We are not responsible for acts or omissions of Suppliers.

14. Intellectual Property & Website Use

The Site and its content (text, graphics, logos, images, videos, and software) are owned by or licensed to Ancent Tours & Hotels and are protected by applicable intellectual property laws.
You may view, download, and print content for personal, non-commercial use only. Any other use requires our prior written consent.
You must not misuse the Site, introduce malware, attempt unauthorized access, or engage in scraping or data mining without consent.

15. Privacy & Data Protection

We process personal data in accordance with applicable data protection laws and our internal privacy practices to deliver and improve our Services, manage bookings, and communicate with you. By using our Services, you consent to such processing. For further details or data requests, contact us at the email addresses provided below.

16. Disclaimer of Warranties

Except as expressly stated herein and to the maximum extent permitted by law, the Site and Services are provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

17. Limitation of Liability

To the maximum extent permitted by law, our total aggregate liability arising out of or in connection with your booking shall not exceed the total amount paid to us by you for the specific services giving rise to the claim.
We shall not be liable for indirect, incidental, special, punitive, or consequential damages; loss of profits; loss of opportunity; or losses arising from acts or omissions of Suppliers, your failure to follow instructions, or Force Majeure events.

18. Indemnification

You agree to defend, indemnify, and hold harmless Ancent Tours & Hotels and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with your use of the Services or breach of these Terms.

19. Force Majeure

We are not responsible for any failure or delay in performing our obligations where such failure or delay is due to Force Majeure. We will use reasonable efforts to notify you and to mitigate impacts, but we may need to modify, postpone, or cancel services without liability.

20. Changes to the Terms

We may update these Terms from time to time. The revised Terms will be posted on this page with an updated "Last updated" date. Your continued use of the Site or Services after changes are posted constitutes acceptance of the revised Terms.

21. Governing Law & Dispute Resolution

These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of the Republic of Kenya. The courts of Kenya (with venue typically in Nairobi) shall have exclusive jurisdiction, subject to any mandatory consumer protection provisions that apply.

22. Miscellaneous

Severability: If any provision is found invalid or unenforceable, the remaining provisions shall remain in full force and effect.
Entire Agreement: These Terms together with the booking confirmation and itinerary constitute the entire agreement between you and us concerning your booking.
No Waiver: Our failure to enforce any right or provision shall not be deemed a waiver of such right or provision.