TERMS & CONDITIONS — MATT YARDLEY AFRICA
It is important that you read and understand Matt Yardley Africa’s booking terms and conditions before making a booking. Upon confirmation of your desire to book, the full terms and conditions, booking forms, and deposit invoice will be sent to you. If you do not receive all required documentation, you must notify your specialist so this can be rectified.
The information below incorporates all conditions applicable to your booking.
1. BOOKINGS
A booking is confirmed once we issue written confirmation and receive your required deposit and completed booking form. At this point, a binding contract comes into effect subject to these Terms & Conditions. Only a company director of Matt Yardley Africa may alter these Terms or authorise discounts or refunds.
The price quoted for your holiday is subject to change until your deposit has been paid, as pricing is based on supplier availability, currency fluctuations, and validity periods.
2. SERVICES PROVIDED
We provide services including arranging, coordinating, and managing your travel arrangements and delivering any services directly controlled by us. Significant pre-departure work is included in these services.
3. PRICES & EXCLUSIONS
Prices are in AUD unless stated. “From” prices represent the lowest available price at publication time. Prices exclude international flights, insurances, visas, vaccinations, personal expenses, meals not specified, and other items listed in your itinerary.
4. PRICE VARIATIONS
We may adjust prices before full payment due to fuel surcharges, airline or supplier increases, government charges, or currency fluctuations. After full payment, no currency surcharges will apply.
5. DEPOSIT
A non-refundable deposit of 30% of the quoted land arrangement price and 100% of airfare costs per person is required to secure your holiday, unless otherwise stated. Some services (e.g., gorilla permits or high-demand activities) require full, non-refundable prepayment at the time of booking.
For bookings made within 60 days of departure, 100% payment is required immediately.
Your arrangements are not confirmed until we receive your deposit and completed booking forms.
6. FINAL PAYMENT
Final balance is due 60 days prior to departure, unless otherwise specified. Failure to pay on time may result in the forfeiture of deposits and cancellation of arrangements.
Some itineraries require staged payments. These will be communicated to you at time of booking.
7. PAYMENT OPTIONS
Payments may be made via direct bank transfer (AUD or USD) or by credit card.
Credit card merchant fees apply:
Mastercard: 1.2%
Visa: 1.4%
American Express: 1.8%
Payments may be made via our secure payment link. Your payment must include your correct invoice reference number.
8. AIRFARES
Airfare prices and schedules are subject to change until tickets are issued. Taxes fluctuate with exchange rates. We are not responsible for airline-imposed delays, rescheduling, cancellations or additional costs incurred as a result of airline changes. We will assist where possible, but all additional expenses remain your responsibility.
9. AMENDMENTS BY YOU
A minimum $100 amendment fee per person per change applies once your booking is confirmed, plus any supplier costs. Amendments are at our discretion and may not always be possible. Costs rise closer to departure, so requests should be made as early as possible.
Once travel has commenced, we are under no obligation to assist with changes; any adjustments, costs, levies, or charges will be at your expense.
10. AMENDMENTS BY US
We may make necessary changes to your itinerary due to operational reasons, weather, safety issues, or supplier constraints. Most changes are minor. If a significant change occurs, you will be notified and refunded fairly for any material loss of value.
11. DOCUMENTATION & TAXES
You are responsible for ensuring you have valid passports (minimum 6-month validity beyond final travel date), visas, travel permits, health certificates, and other required documentation. All taxes, including departure taxes and levies, must be paid by you.
We are not responsible for losses due to incorrect or missing documentation.
12. CANCELLATIONS BY YOU
Cancellations must be made in writing and signed by the lead traveller, with consent from all travellers on the booking.
Cancellation fees:
61+ days before travel: Loss of 30% deposit
60 days or fewer: 100% of total booking value
If supplier cancellation policies result in greater fees, you agree to indemnify Matt Yardley Africa for the difference. Travel insurance claims must be submitted directly to your insurer.
13. CANCELLATIONS BY US & FORCE MAJEURE
Force Majeure events include natural disasters, extreme weather, pandemics, political unrest, border closures, and other circumstances beyond our control.
If travel cannot safely or reasonably proceed:
We may reschedule or cancel your arrangements.
Credits or refunds will be issued less unrecoverable third-party costs, overheads, and work already undertaken.
We cannot guarantee recovery of supplier funds.
During travel, refunds will include only recoverable costs.
We are not responsible for additional expenses resulting from Force Majeure, including accommodation, flights, visas, or lost enjoyment.
14. UNUSED OR DENIED SERVICES
No refunds apply for unused services due to personal choice, late arrival, early departure, medical conditions, or refusal of service by suppliers due to vaccination or documentation requirements.
15. HEALTH & FITNESS
You must ensure your personal health and fitness levels are suitable for your itinerary. You must disclose all pre-existing medical conditions, disabilities, or dietary requirements at the time of booking and advise us of any changes.
We may request a doctor’s clearance. If your needs cannot reasonably be accommodated, we may cancel your booking (fees may apply).
We are not liable for any portion of unused travel resulting from health issues, nor responsible for medical or dietary arrangements during travel.
16. DIETARY REQUIREMENTS
Dietary needs must be provided within 7 days of booking. We will pass on requirements but cannot guarantee supplier compliance. You must check meals for allergens.
17. TRAVEL INSURANCE
Comprehensive travel insurance is mandatory and must be obtained at the time of booking. You are solely responsible for your insurance claims. We are not responsible for completing documentation for travel insurance matters.
18. TRAVEL PROVIDERS & THIRD-PARTY SERVICES
Matt Yardley Africa is not a carrier, hotelier, airline, or transport provider. All services are provided by reputable third-party suppliers under their own terms and conditions. You must comply with each supplier’s policies, which may include cancellation rights, liability limits, schedule changes, and service substitutions.
We are not liable for third-party acts or omissions except where negligence is established.
19. ACCEPTANCE OF RISK
Travel, especially within remote or wildlife regions, carries inherent risks. You acknowledge these risks and release Matt Yardley Africa from liability except where Australian Consumer Law requires otherwise.
You should consult government travel advisories (e.g., Smartraveller) before booking and before departure.
20. YOUR OBLIGATIONS
You agree to:
Follow instructions of guides at all times
Maintain valid passports and documentation
Obtain visas, permits, vaccinations
Hold comprehensive travel insurance
Act respectfully and avoid behaviour that endangers others or disrupts the tour
Comply with local laws in all countries visited
Seek medical advice regarding health precautions
Not engage in illegal or dangerous behaviour
Failure to comply may result in removal from the tour at your own expense, with no liability to Matt Yardley Africa.
21. CUSTOMER SERVICE, CLAIMS & COMPLAINTS
Most concerns can be resolved locally with the service provider. You must make every attempt to resolve issues on the spot.
If unresolved, you must notify us in writing within 30 days of the service date, including supporting documentation. Claims submitted after this period will not be considered.
22. IMAGE RELEASE
You consent to the use of images or recordings taken during travel for marketing unless you notify us in writing at least 21 days before departure.
23. PRIVACY
We will handle personal information in accordance with the Australian Privacy Principles. Medical and dietary information provided will only be shared with suppliers as necessary.
24. GOVERNING LAW
These Terms & Conditions are governed by the laws of New South Wales, Australia.