Heritage Explorers’ Terms and Conditions

Reservations/Deposit Policy

At Heritage Explorers, reservations are accepted after we receive an initial 20% deposit of the total cost per person per tour and the full amount for gorilla permits, chimpanzee permits and all air tickets for each tour participant where applicable. Reservations are confirmed when we contact you. The balance of the cost for the reservation or booked tour should be paid six weeks prior to the departure date. If the full amount is not paid in due time, the company reserves the right to treat the booking as cancelled. The company will not be held responsible for price changes or over-bookings in the time between booking and receiving the deposit. If your reservation is made within 60 days of departure, the entire cost of the tour must be paid at the time of confirmation. Heritage Explorers Uganda Limited reserves the right to deny participation to anyone whom it deems unsuitable for a tour.

Deposit payments can be made by transferring money to the company bank account that will be provided, and the client (s) incur the transfer costs.

Cancellation Policy

You can cancel your booking or tour with us at any time prior to departure and the cancellation should be in written form. The date of receipt at Heritage Explorers is a decisive factor for our cancellation policy. However, for cancellation of the tour or travel contract prior to departure as well as any cases of non-participation on the tour, the following cancellation charges are asserted:

  • 40 days and above prior to departure: 15% of total tour cost or amount
  • 39 to 22 days prior to departure: 30% of total tour cost or amount
  • 21 to 15 days prior to departure: 60% of total tour cost or amount
  • 14 to 6 days prior to departure: 80% of total cost or amount
  • 5 to 0 days prior to departure: 100% of total tour cost or amount

Note: There will be no refund for any unused services, late arrival, or no-show of any of the members of the tour, and there is no refund for any unused portion of your safari once inaugurated.

Uganda Gorilla Trekking Permits cancellation

Gorilla Permits can’t be guaranteed until we receive a deposit of US$500 per permit (separate from the main tour deposit) and pay for the permits at the Wildlife Authority Offices. However, in case you are intending to cancel your gorilla tracking permit, the Uganda Wildlife Authority charges the following percentages from the gorilla permit fees:

  • 91 days and above before the tracking date: 25% of the total permit fee
  • 46 to 90 days before the tracking date: 50% of the total permit fee
  • 4 to 45 days before the tracking date: 75% of the total permit fee
  • 0 to 8 days before the tracking date: 100% of the total permit fee

However, if you fail to track due to illnesses, Uganda Wildlife Authority shall refund at least 50% of your money at the recommendation of the warden in charge who has to ascertain that you are sick, and this policy only applies for tourists tracking from Bwindi Impenetrable National Park and Mgahinga National park.

Rwanda Gorilla Tracking Permits cancellation

In case you are intending to cancel your gorilla tracking permit, the Rwanda Development Board charges the following percentages of the gorilla tracking fees:

  • More than 46 days before the tracking date: 50% of the total permit fee
  • 0 to 45 days before the tracking date: 100% of the total permit fee

Uganda chimp Tracking Permits cancellation.

Chimpanzee Tracking Permits cannot be guaranteed until we receive a deposit of US$150 per permit (separate from the main tour deposit) and pay for the permits at the Wildlife Authority Offices. However, in case you are intending to cancel your chimp tracking permit, the Uganda Wildlife Authority charges the following percentages from the total permit fees:

  • More than 46 days before the tracking date: 50% of the total permit fee
  • 31 to 45 days before the tracking date 75% of the total permit fee
  • 0 to 30 days before the tracking date 100% of the total permit fee

Group Safari/Tour

At Heritage Explorers Uganda we aim at offering the best customer experience, hence we offer fixed departure group tours with a minimum of 2 pax. However, the larger the group, the more attractive the price will be.

Alterations made by Client(s)

The company shall try to accommodate any reasonable changes the client wishes to make to the booking or reservation. Alterations and amendment requests should be made with the company and not with end suppliers, and such requests should be made in writing to the company by the group head. These changes shall not be deemed accepted until confirmed in writing by the company. If the client wishes to increase or decrease the number of persons participating in the event, this may be done up to six weeks prior to the date upon which your event is due to start without additional charge. All amendments made after that date will incur an administration charge of US$ 60.00 per person. The company cannot guarantee that the change to the price will be pro-rata but will instead depend upon the arrangements the company is able to make with its suppliers. Subject to the company’s written agreement, the client may transfer a booking to a person who satisfies all the conditions applicable to the event. 

Alterations made by Heritage Explorers Uganda Ltd

When requested accommodation is fully booked or otherwise unavailable, the company reserves the right to change the accommodation to an accommodation of the same standard in the same area. This change must be communicated to the client.

Fare increases

Fare increases may occur due to any increase in airline tariffs, fuel costs, game reserve fees, or fluctuation of exchange rates. The company reserves the right to modify the fare and add a surcharge. Should any clients refuse to accept and pay such surcharge, the company reserves the right to cancel the tour and retain full payment.

Client Responsibility

The client acknowledges that it is solely his/her responsibility to ensure that he/she is in possession of the necessary travel documents that may be required in respect of the proposed tour and itinerary as well as all health and other certificates that may be required.

Special Requests

Clients who have special requests must specify such requests to the company in the booking reservation form. Whilst the company will always endeavour to accommodate such requests, it does not guarantee that it will always be possible.

© Heritage Explorers Uganda 2024