Terms and Conditions of Booking with Cape Cycling Adventures
These Terms and Conditions (hereinafter referred to as “Booking Conditions”), together with our Indemnity and Waiver Agreement, and any written information supplied by Cape Cycling Adventures prior to the issuance of a booking confirmation, constitute the legally binding agreement (“Agreement”) between you (the client) and Cape Cycling Adventures (“we”, “us”, or “our”). By proceeding with a booking, you acknowledge that you have read, understood, and agree to be bound by these Booking Conditions.
- Definitions
- “You” or “the Client” means the person named as the lead traveler on the booking and all individuals on whose behalf a booking is made or to whom a booking is subsequently transferred.
- “Adventure” includes all travel, holiday, trip, safari, package, or service arrangements provided by us under your confirmed booking.
- “Force Majeure” refers to any event outside our reasonable control, as detailed in Clause 11.
- Formation of Contract
A contract shall be deemed to exist between you and Cape Cycling Adventure upon the satisfaction of the following conditions:
a) You have accepted our quotation (whether verbal or written);
b) You have paid the required deposit or full payment if within 90 days of departure; and
c) We have issued a written booking confirmation.
We reserve the right to decline a booking at our sole discretion and to refund any deposit received without further liability.
You are responsible for reviewing the booking confirmation and related documents. Discrepancies must be reported within ten (10) days. Failure to do so may limit your rights to amend the booking.
- Lead Traveler’s Acknowledgement
By making a booking, the lead traveler confirms and warrants that:
a) They are over the age of 18;
b) They have read and accepted these Booking Conditions and the Indemnity and Waiver;
c) They have the authority to bind all travelers named in the booking;
d) All travelers meet any applicable age or eligibility criteria; and
e) They accept full financial responsibility for the booking.
- Payments and Deposits
A non-refundable deposit (as specified in our quotation) is payable at the time of booking. The balance of the total price must be paid no later than ninety (60) days prior to departure.
Failure to remit payment in full by the due date shall constitute a cancellation by you, and cancellation fees will apply as set out in Clause 7.
All prices are quoted and payable in South African Rand (ZAR). We reserve the right to correct pricing errors at any time prior to the issue of a booking confirmation.
- Travel Insurance
You are required to obtain comprehensive travel insurance as a condition of travel. Your insurance must provide adequate cover for the tour you have booked, including (but not limited to) medical expenses, repatriation, cancellation, curtailment, and baggage.
We accept no liability for any loss, damage, or expenses arising from your failure to obtain adequate insurance coverage.
- Changes Requested by You
All requests for amendments to confirmed bookings must be submitted in writing by the lead traveler. While we will make reasonable efforts to accommodate your request, we cannot guarantee that changes will be possible.
Where a change is not feasible, and you elect to cancel, cancellation charges will apply.
You may transfer your booking to another individual provided:
a) The transferee meets all eligibility conditions;
b) Written notice is given at least seven (7) days prior to departure;
c) Any outstanding balance is paid in full.
- Cancellations by You and Refunds
In the event of cancellation by you, the following charges apply:
Cancellation Notice Period | Cancellation Charge |
More than 30 days before tour | Loss of deposit |
Between 30 -15 days before tour | 50% of total tour price |
Less than 15 days before tour | 100% of total tour price |
All cancellations must be communicated in writing and will be effective on the date received.
- Cancellation Due to Extraordinary Circumstances
You may cancel your booking without incurring standard cancellation charges if “unavoidable and extraordinary circumstances” significantly affect your tour or transport arrangements. In such cases, a full refund will be issued less a 10% administrative fee.
Examples include but are not limited to war, terrorism, major health risks, or natural disasters. You are advised to consult us before proceeding with cancellation under this clause.
- Alterations and Cancellations by Us
We reserve the right to modify or cancel tours where necessary. If a significant change or cancellation is required, we will inform you as soon as reasonably possible and offer the following options:
a) Accept the revised tour;
b) Accept an alternative tour of equal or greater value (subject to availability);
c) Cancel and receive a refund of all monies paid (less a 10% administrative fee).
Compensation may be payable if cancellation or major changes occur within 60 days of departure:
Notice Period Before Departure | Compensation Payable |
More than 60 days | Nil |
60–30 days | 10% of amount paid |
Less than 30 days | As determined case-by-case |
Compensation is not payable where:
- The change is minor;
- The cancellation is due to Force Majeure;
- Minimum group size is not reached (see Clause 10);
- Full payment was not received.
- Minimum Group Numbers
Tours are subject to minimum participation levels. Should the minimum number not be achieved, we reserve the right to cancel the tour. You will be notified at least seven (7) days prior to departure and offered a refund or alternative arrangements. No compensation is payable in this event.
- Force Majeure
We accept no liability for any failure or delay in performance due to Force Majeure. Events constituting Force Majeure include, but are not limited to, war, terrorism, strikes, acts of government, natural disasters, epidemics, or other unforeseeable events beyond our control.
- Special Requests
Special requests must be made in writing at the time of booking and will only be considered accepted when confirmed in writing. We do not accept bookings conditional upon special requests being met.
- Medical Conditions and Disabilities
You must inform us of any disability, medical condition, or other special requirement prior to booking. We reserve the right to decline or cancel a booking if we are unable to accommodate the specific needs of the traveler concerned. A 10% administrative fee will apply in such cases.
- Complaints Procedure
If you experience any issue during your tour, please notify us immediately so we may address the problem. If your complaint is not resolved on-site, a formal complaint must be submitted in writing within twenty-eight (28) days of tour completion to: bookings@capecyclingadventures.co.za.
- Code of Conduct
All travelers must behave in a respectful and orderly manner. We reserve the right to terminate without refund the tour of any participant whose conduct is deemed disruptive, dangerous, or offensive. Any resulting costs or liabilities will be your sole responsibility.
- Third-Party Excursions
Excursions or activities not booked through us, even if suggested by our guides, are undertaken at your own risk. We accept no liability for any services or arrangements made directly with third parties.
- Travel Documentation and Health Requirements
You are solely responsible for ensuring that you meet all applicable passport, visa, vaccination, and immigration requirements. We accept no liability for costs incurred as a result of non-compliance. Any fines or penalties incurred by us due to your failure to comply will be your responsibility.
- Emergency Evacuation Liability
Participants acknowledge and agree that the Garmin InReach satellite communication device carried on the tour is strictly reserved for use in extreme emergencies only, such as life-threatening injuries or medical evacuations. Use of this device for any non-emergency reasons, including but not limited to fatigue, discomfort, or convenience, is prohibited.
In the event that an emergency evacuation (including helicopter airlift or other emergency transport) is initiated via the Garmin InReach, the participant responsible for triggering the evacuation shall be personally and financially liable for all costs and expenses incurred as a result of such evacuation. This includes, but is not limited to, emergency transport fees, medical treatment costs, rescue coordination charges, and any other associated expenses. - Privacy Policy
Cape Cycling Adventures is committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA) of South Africa. Any personal information you provide through our website, email, booking forms, or messaging platforms such as WhatsApp will be used solely for the purpose of responding to enquiries, processing bookings, and delivering our cycling adventure services. We only collect information that is necessary for these purposes and will take reasonable steps to keep your information secure. Your personal information will not be sold or shared with third parties except where required to provide our services (such as accommodation or tour partners) or where required by law. By contacting us or using our website, you consent to the collection and use of your information in accordance with this policy. - Supplier Terms and Conditions
Elements of your adventure may be provided by independent suppliers, whose terms and conditions (including liability limitations under international conventions) form part of your contract with us. These terms are available upon request.
- Governing Law and Jurisdiction
This Agreement and all matters arising from it shall be governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the South African courts.