Start Your Journey

Inkathi Safaris LLC — Master Terms & Client Service Agreement

Effective Date: 1 October 2025
Last Updated: 1 October 2025

Parties, Acceptance & Order of Precedence

Parties. This Agreement is between Inkathi Safaris LLC (“Inkathi,” “Company,” “we,” “us,” or “our”) and the Client named in the applicable booking documents (collectively, the “Parties,” and in the singular, a “Party”).

Acceptance. By accessing our website, requesting proposals, signing the Client Service section, or paying any Planning Fee or Supplier deposit, you agree to be bound by this Master Terms & Client Service Agreement (the “Agreement”). If you do not agree, do not use our website or services.

Order of Precedence. This Agreement includes:

  • Part A — Website Terms & Conditions (Sections 1–18)
  • Part B — Client Services / Travel Advisor Agreement (Sections 19–53)

PART A — Website Terms & Conditions

1. About Our Services

Inkathi Safaris LLC designs bespoke African safari experiences through vetted partners.

We act as your independent safari curator, not a tour operator, and do not own or control lodges, transport, or guides.

2. Scope of Services

What We Provide

  • Personalized consultation and itinerary design
  • Booking coordination with selected suppliers
  • Concierge travel support before, during, and after your trip

What We Don’t Provide

  • Insurance or visa processing
  • Medical/vaccination services
  • Guarantees of wildlife sightings, weather, or specific experiences
  • Responsibility for third-party service quality or conduct

3. Booking Process

  • Inquiry: Complimentary and non-binding.
  • Proposal: Subject to availability; not a confirmed booking.
  • Confirmation: Valid once you (i) approve in writing, (ii) pay the deposit, and (iii) receive Inkathi confirmation.
  • Deposit: 30 % non-refundable deposit within five (5) business days of acceptance; unreceived deposits may void reservations.

4. Payment Terms

  • Final Balance: Due 90 days before safari start unless otherwise stated and or required by service providers. Late payment may result in cancellation and forfeiture.
  • Accepted Payments: Bank transfer or credit card (USD). Card payments incur a 3 % fee. Bank fees are the client’s responsibility.

5. Pricing & Fees

  • Quoted in good faith; subject to change until confirmed.
  • Service Fee: Planning/concierge fee disclosed in proposal; non-refundable once itinerary work begins.
  • Currency Clause: Prices may adjust ± 5 % with exchange-rate shifts.
  • Supplier Pass-Through: Direct supplier payments are governed solely by their terms.

6. Cancellations, Changes & Refunds

6.1 Cancellation Policy

  • ≥ 120 days: 20 % retained
  • 119–60 days: 50 % retained
  • ≤ 59 days: 100 % retained
  • No-show: 100 % retained
  • Non-refundable deposits are always retained.
    Written notice is required; cancellation date effective upon receipt.

Force Majeure: If a bona fide force-majeure event prevents travel, Inkathi will first attempt to postpone or reschedule. Refunds, if any, are limited to recoverable supplier amounts minus unrecoverable costs and a USD $500 administrative fee.

6.2 Changes to Your Booking

Written change requests are subject to supplier availability, supplier fees, Inkathi’s USD $500 admin fee, and any new costs.

Changes are not valid until confirmed in writing.

6.3 Our Right to Cancel

Inkathi may cancel for non-payment, missing documents, unsafe behavior, or force majeure.

If Inkathi cancels for reasons other than your breach, refunds apply only to monies paid directly to Inkathi (excluding supplier payments governed by their terms).

7. Travel Requirements & Responsibilities

Clients must hold valid passports, visas, and vaccinations. Proof of comprehensive travel insurance (medical evacuation, cancellation, curtailment) is required before document issuance.

Minimum ages apply by activity and lodge.

8. Assumption of Risk

Safaris include inherent risks (wildlife, terrain, remoteness).
Participation implies full acceptance of those risks.

9. Limitation of Liability

Liability is limited to amounts paid to Inkathi.

No responsibility for third-party actions, delays, or indirect losses.

Exceptions apply for fraud or gross negligence.

10. Force Majeure

No liability for non-performance due to events beyond control (natural disasters, pandemics, war, strikes, etc.).

Inkathi will act in good faith to reschedule or recover funds per supplier policies.

11. Insurance Requirement

Proof of comprehensive travel insurance is mandatory before final documents are released.

12. Intellectual Property

All site content belongs to Inkathi.

Client photos/testimonials may be used for marketing with written consent.

13. Website Use

Lawful use only; no unauthorized access, scraping, or interference.

14. Privacy & Data Protection

Use of the site constitutes consent to the Inkathi Privacy Policy.

15. Communications & Marketing

Transactional communications are automatic.

Marketing communications are opt-in and may be canceled anytime by emailing admin@inkathisafaris.com .

16. Dispute Resolution (Texas)

Texas law governs.

Informal resolution required before legal or arbitral action.
Claims must be filed within one (1) year of accrual.

17. Miscellaneous

Severability, waiver, assignment, and amendment provisions apply.

Contact: admin@inkathisafaris.com | Response within 10 business days.

PART B — Client Services / Travel Advisor Agreement

18. Scope of Services (Agency Role & Client Authority)

Client understands and agrees that Inkathi Safaris LLC acts solely as a booking agent for disclosed principal suppliers (“Supplier(s)”), including but not limited to tour operators, lodges, cruise lines, airlines, charters, transport companies, and independent contractors providing accommodation, transportation, and other travel-related services.
Inkathi is not the source or provider of travel services.

Client warrants that they are at least 18 years of age, have legal authority to enter into this Agreement, and will be financially responsible for all travel bookings made by Inkathi on behalf of themselves and any traveling companions.

Services may include:

  • Travel proposals and price quotes
  • Flight reservations
  • Accommodation bookings
  • Ground transport (car hire, transfers, tours)
  • Electronic / PDF itinerary, including restaurant suggestions, app access, booking uploads, tours, activities, and receipts

19. Travel Advisor Fees (Planning Fee)

A non-refundable Planning Fee (as invoiced) is due upon signature. No services or quotes are provided until this fee is received in full.
The Planning Fee does not apply toward Supplier costs. Client pays Suppliers via credit-card authorization through Inkathi. Inkathi may also receive commissions from Suppliers.

Planning Fee amounts reflect Inkathi’s pricing at the time of execution; future projects are billed at then-current rates.

20. Credit Card Authorization & Chargebacks

Client must submit and maintain a valid credit-card authorization allowing Inkathi to:

  1. Purchase travel-related products and services from Suppliers;
  2. Charge any rescheduling or cancellation fees (§ 21); and
  3. Apply post-purchase price increases (§ 25).

Except in cases of fraud, Client agrees not to dispute or reverse charges in order to bypass booking or cancellation terms. If a chargeback occurs, Inkathi may dispute and recover all costs, including attorney fees.

All Supplier payments are due per Supplier terms; failure to pay may result in cancellation or denial of services.

21. Cancellations & Reschedulings (Company & Supplier Fees)

All cancellation or rescheduling requests must be in writing (see § 52).

  • Inkathi Cancellation Fee — USD $ 500 per cancellation.
  • Inkathi Rescheduling Fee — USD $ 500 per reschedule.
  • Supplier penalties and refund rules also apply; many are non-refundable after deposit.
    Fees are charged via stored card authorization or deducted from Supplier refunds.

22. Products & Suppliers — Separate Contracts

Each Supplier has independent terms and conditions. Client must review and accept each Supplier’s policies.
Inkathi acts only as agent; contracts exist directly between Client and Supplier.
Suppliers may substitute hotels, alter itineraries, withdraw services, or adjust pricing due to operational or environmental factors.

23. Booking & Reservation Vouchers

Upon signature and payment of the Planning Fee, Inkathi begins itinerary creation.
Packages (price, availability, dates) are not confirmed until Supplier tickets or vouchers are issued.
Inkathi will deliver confirmations via email and itinerary documents. Pricing details need not be itemized; receipts are retained on file.
Independent arrangements booked outside Inkathi are the Client’s responsibility and at their own risk.

Seller of Travel ID: Inkathi Safaris LLC · IATA 33520476

24. Itinerary Prices & Fees

  • Prices include taxes/fees but remain subject to change until paid in full.
  • All quotes in USD, unless otherwise noted.
  • Airline rules and penalties apply per carrier.
  • Hotel rates based on double occupancy unless specified.
  • Airlines may add surcharges or government fees after purchase.
  • Seat-assignment, conversion-rate, and baggage fees are Client’s responsibility.
  • Prices may adjust ± 5 % for currency fluctuations; Client will be notified.

25. Post-Purchase Price Increases

Inkathi may pass through increases caused by Supplier surcharges, taxes, fuel, or exchange-rate shifts. Client authorizes Inkathi to charge the stored card after at least three (3) business days’ written notice.

26. Personal Information — Authorization & Warranty

By signing, Client authorizes Inkathi to obtain and share personal data with Suppliers as required for travel arrangements. Inkathi is not responsible for Supplier data-handling practices. Client warrants that all information supplied is true, complete, and current.

27. Booking Accuracy & Legal Names

Client must immediately review confirmations for full legal names, contact details, birthdates, pricing, flights, accommodation, and activities.
Names must match government ID. Client bears all costs from unreported errors.

28. Airfare — General Conditions

Modifications: Airline tickets are typically restrictive, non-refundable, and non-transferable; any change may incur penalties and fare differences.
Unused Tickets: No credit through Inkathi; contact the airline directly.
Seats: Economy class by default; upgrades/seat fees are Client’s responsibility.
Traveler Numbers: Inkathi will add frequent-flyer or TSA-Pre IDs when possible; accrual not guaranteed.
Layovers: Flights may include layovers; Client must ensure adequate time.
Delays/Cancellations: Rebooking must be handled with the airline. Arrive 2 h (domestic) / 3 h (international) before departure. Inkathi not responsible for added costs or missed flights.
Liability: Inkathi not liable for schedule changes, weather, mechanical issues, or security delays.

29. Prohibited Ticketing Practices

Client may not engage in hidden-city, throwaway, or back-to-back ticketing. Violations may lead to ticket cancellation, fare reassessment, loss of miles, or denial of boarding by airlines.

30. Loss of Tickets

Client must safeguard all travel documents and promptly report loss or theft to authorities and carriers.

31. Luggage

Airline baggage limits and fees apply; Client must verify at least 72 hours pre-departure. All baggage-related costs are Client’s responsibility. Inkathi is not liable for loss or damage; claims go directly to the carrier. Baggage insurance is strongly recommended.

32. Hazardous Materials

Federal law (49 U.S.C. § 5124) prohibits hazardous materials on aircraft. Limited exceptions apply for small toiletry/medical items. See: tsa.gov/traveler-information/prohibited-items

33. Insecticide Notice

Refer to the U.S. DOT list of countries requiring aircraft disinsection: dot.gov/office-policy/aviation-policy/aircraft-disinsection-requirements.

34. Unused Arrangements / Group Minimums / Alterations During Trip

No refunds for unused services when priced under contract rates.
Group travel may require minimum numbers; surcharges or cancellations may occur per Supplier policy.
Alteration requests must be made in writing; Supplier-driven changes (e.g., weather) are at their discretion.

35. Third-Party Liability (Hold Harmless)

Client holds Inkathi harmless for any Supplier acts, errors, or omissions, and for incidents beyond Inkathi’s control.
Inkathi provides no guarantee as to Supplier quality and has no refund obligation for unsatisfactory third-party performance.

36. Travel Responsibility & Warranty

Client is solely responsible for passports, visas, vaccinations, and compliance with travel advisories.
All travelers must be medically fit; disabilities must be disclosed. Inkathi may terminate services if a traveler’s condition prevents safe participation.
Clients with criminal histories must confirm entry eligibility with relevant governments (see U.S. State Dept. guidance).

37. Travel with Minors

Clients traveling with minors must carry proper documentation (birth certificate, consent letters, guardianship papers). Inkathi will not confirm minor bookings without proof. Client assumes full responsibility for minors’ welfare and safety.

38. Assumption of Risk & Release of Liability (Activities)

Client acknowledges the inherent risks of travel and adventure activities—including wildlife encounters, rugged terrain, weather extremes, and physical exertion—and voluntarily assumes all such risks. Client releases Inkathi, its owners, staff, and contractors from all claims for injury, death, or property loss.

39. Travel Insurance (Requirement / Declination)

Comprehensive travel insurance covering trip cancellation, medical emergencies, evacuation, and adventure activities is required before final documents are issued.
If declined, Client accepts full liability for losses, expenses, and medical costs. Inkathi does not liaise with insurers or handle claims.

40. Non-Disclosure & Confidentiality (Itinerary)

Client itineraries are confidential and for personal use only. Sharing or resale is prohibited. Inkathi will not disclose Client data except as required to Suppliers or by law.

41. Currency Fluctuations

Exchange-rate changes may affect final pricing. Inkathi is not responsible for bank or card foreign-transaction fees.

42. California Travel Consumer Restitution (If Applicable)

California residents may be eligible for restitution through the Travel Consumer Restitution Corporation: www.tcrcinfo.org.

43. Communication Policy

Office Hours: 09 00 – 17 00 CST Email: info@inkathisafaris.com
Inkathi responds within 5 business days. For operational or urgent updates, Client must acknowledge within 48 hours.
Failure to respond may cause delays, pricing changes, or termination of services.

44. Indemnification

Client agrees to indemnify and hold harmless Inkathi, its affiliates, employees, and agents from any third-party claims arising from this Agreement or the Client’s conduct.

45. Maximum Damages

The Client’s sole remedy shall not exceed the total monies paid to Inkathi under this Agreement.

46. Limitation of Liability (Damages)

Inkathi shall not be liable for consequential, indirect, incidental, special, or punitive damages, regardless of foreseeability or legal theory.

47. Force Majeure (Planning Fee Non-Refundable)

Inkathi is not responsible for failure or delay caused by force-majeure events (Acts of God, natural disasters, epidemics, war, unrest, government actions, strikes, or resource shortages).
The Planning Fee and all prior payments are non-refundable.
Inkathi will make commercially reasonable efforts to rebook affected travel before processing any partial refunds permitted by Suppliers.

48. Reservation of Rights — Updates to Terms

Inkathi may update these Terms at any time; updated versions will be provided to the Client.

49. Disclaimer — Use of Artificial Intelligence (AI)

Inkathi may use AI tools for research or drafting support; all final deliverables are reviewed and approved by a human consultant before delivery.

50. Entire Agreement (Part B)

This Agreement constitutes the entire understanding between the Parties for client services. Amendments must be in writing and signed by both Parties.

51. Venue & Jurisdiction (Choice of Law)

This Agreement is governed by the laws of the State of Texas.
Any non-arbitral proceedings shall be brought exclusively in Travis County, Texas.
Each Party bears its own legal fees and collection costs.

52. Arbitration (AAA Rules)

Any dispute arising from or relating to this Agreement that cannot be resolved informally shall be settled by binding arbitration administered by the American Arbitration Association (AAA) under its rules.
The seat of arbitration shall be Travis County, Texas, unless otherwise agreed.
Arbitrator fees are shared equally; each Party bears its own attorney costs.
Judgment on the award may be entered in any Texas court of competent jurisdiction.

53. Severability · Waiver · Transfer · Headings

  • Severability: Invalid provisions do not affect the remainder.
  • No Waiver: Failure to enforce does not waive future enforcement.
  • Transfer: Neither Party may assign rights or duties without written consent.
  • Headings: For convenience only and not part of interpretation.

At Inkathi, we believe that extraordinary journeys are built on trust, clarity, and shared commitment to creating moments that transform. These Terms and Conditions are designed to protect both you and us, ensuring that your safari experience is as seamless as it is unforgettable.

Moments in the Wild. Memories for Life.