Terms and Conditions...

 General Terms & Conditions Tours

The services provided and the respective responsibilities and liabilities are outlined and governed by these TERMS AND CONDITIONS.

TOUR OPERATIONS: These tours are under the management of Velo Africa Tours (PTY) LTD  trading as CYCLE AFRICA TOURS, hereinafter referred to as the “Operator”.


When making a booking the customer is asked to complete an online booking request. Any special requests from the customer must be recorded in written form at the time of the booking request being submitted, and are deemed to be officially agreed upon only after their being included in the booking form and the booking confirmation. The contract comes into effect upon receipt of your deposit or full payment, and the corresponding confirmation (email-receipt of payment) issued by the operator. If the customer does not pay the deposit amount by the date stipulated, the Operator has the right to refrain from accepting the reservation, and the travel contract does not come into effect.


After the conclusion of the contract or within 14 days upon receipt of the booking confirmation at the latest, the guest will be charged a non-refundable deposit which is stipulated in the booking confirmation (20%). The balance becomes due 60 days before departure at the latest. Decisive is the money receivable with the operator. β€¨In case of the conclusion of contracts within 60 days before departure the guest is obliged to immediately pay the entire tour price.

3. Prices

All prices are based on costs at the time of the publication. We reserve the right to change the prices at any time before your booking is made. We will confirm price changes, if any, together with our confirmation of your booking. Please notice that the prices are in South African Rand (ZAR). The Operator reserves the right to change prices at any given time, should price of service providers change as well.

4. Methods of payment

The following payment methods are accepted.

EFT (Direct Bank Transfer) International transfer fees or charges may not be deducted from the amount listed on your invoice. These fees are an additional charge that the transferor is responsible for.


The scope of performances agreed upon is based on the activities described in the package brochure and the travel documents, particularly the booking form and the booking confirmation. The information as indicated in the package brochure is binding for the Operator. For objectively correct and not foreseeable reasons, however, the Operator reserves the right to make changes in the arrangement offered in the package brochure and that the customer naturally will be informed about, before making the booking. In this case, the booking confirmation is deemed as a new reservation as mentioned above. Certain changes or variations of single tour arrangements, the necessity of which becomes obvious only after the contract has been concluded and which the operator did not cause against the trust, can only be made if they are of a minor character and do not disturb the character of the tour as a whole. The operator is obliged to explain to the customer of such an admissible change or variation immediately, after the reason for this, and became known to the operator. In this case, the customer has the right to back out of the contract or to request participation in another tour. If the operator can make such an alternative offer without causing extra charges, the operator shall not refund any costs of provision of services not used, for reasons in whole or in part the fault of the customer. The operator will not produce invoices concerning single elements of the tour.

6. Insurance

Because of the active nature of our tours, the Operator requires that all their guests have comprehensive travel insurance. It is in the guest's interest and responsibility to ensure they have the right policy and documentation. The insurance must include any costs for repatriation and helicopter rescue if the client becomes too ill to continue. We reserve the right to cancel bookings at any stage if we are not satisfied that adequate insurance is in place for the participants. Guests will be liable to reimburse Cycle Africa Tours for any money paid on their behalf for emergency medical transportation, repatriation, doctor and hospital costs, and any other expenses related to the illness if they become too ill or injured to continue the trip.


The customer may cancel the travel arrangements at any time but will be required to pay the applicable cancellation charges up to the maximum shown below. These are calculated as follows:
Between confirmation and until:

  • 35 days before departure, 20% of the tour price per person.
  • 29 - 15 days before departure, 30% of the tour price per person.
  • 14 - 7 days before departure, 60% of the tour price per person.
  • 6 - 1 day or no show before departure, 80% of the tour price per person.


Before the date of departure, the customer has the right to claim that another person will travel in his place and enter into the rights and responsibilities of the travel contract. The Operator has the right to not accept the participation of the third person, if the person does not meet the special requirements of the tour or if legal provisions or official arrangements do not permit his participation. If a third person enters into the contract he and the person who booked the tour in the first place, are liable as joint debtors for the tour price, and liable for supplement costs, ZAR 1000.000 caused by the third person’s entering into the contract.


If the tour operation is complicated, endangered or affected for reasons of force majeure such as war, the threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, adverse weather conditions or other circumstances unforeseeable at the moment of conclusion of the contract both the customer and the Operator have the right to cancel the contract. The Operator has the right to claim appropriate compensation for the activities performed so far.


If the tour is not operated according to the travel contract, the customer has the right to claim remedy, if this would not cause non-appropriate expenditures. Remedy means the removal of the causes of well-founded complaints, including through providing replacement services wherever possible. The customer has the right to claim a tour price reduction if he immediately brought the complaint or the complaints to the attention of the tour guide or the operator. Phone and fax numbers are indicated in the travel documents. If the customer fails to complain he is not entitled to claim a tour price reduction. The price must be reduced appropriately under consideration of the value of the service at the time when it was sold, and the real value of the offered service. If an arrangement is significantly affected by a failure, and if the operator does not offer remedy within an appropriate schedule, the customer has the right to cancel the travel contract in writing to the operator. This also applies, if there is a failure and the customer cannot be expected to participate in the tour for an important reason, which is comprehensible to the operator. No deadline for remedy must be determined in these cases, when the remedy is impossible or if the operator refuses it or if the immediate cancellation of the contract is justified, because of special interest of the customer. Regardless of the price reduction or the cancellation of the contract the customer has the right to claim compensation for failures unless there has been no fault on the part of the operator.


Each package requires the organization of transport, meals, entrance fees, accommodation, and/or other facilities or services. The Operator has no direct day to day control over its suppliers. Accordingly, the Operator accepts no responsibility for any injury, damage, loss, accident, delay, irregularity and/or inconvenience which may be occasioned by any defect in any object (including vehicle) utilized by any supplier for the supply of any service or by an act or omission of any supplier or its servants or agents. The Operator shall not be liable for any loss or expense arising from the loss of property, cancellation or curtailment of the tour however caused, save only to the extent that such a loss of baggage, cancellation or curtailment was caused by the negligence of the Operator. If sickness or accident interrupts a tour, the Operator shall not be liable for any costs or expense arising therefrom, save only to the extent that such sickness or accident was caused by willful act or gross negligence from the Operator and shall not be liable for any refund, either total or partial, of passage money paid. The Operator recommends that the client take out the necessary insurance to protect the passengers against such eventuality.

The Operator must receive any claim in writing within 28 days after the end of our services under the contract. Where any payment is made, you will assign to the Operator or our insurers any right you may have to pursue any third party about the claim and provide us with your full co-operation. General: Please note the Operator's responsibilities and obligations apply only in respect of those services, which we agree to arrange or provide on your behalf, and cannot accept any liability for any services which you arrange on your own.


The onus is upon the customer to ensure that passports and visas are valid for the countries visited. The company, their staff, and their agents cannot be held responsible for any visas, etc. not held by the guests, nor the costs of visas. Please ensure that your passport has four (4) blank pages free. 


This agreement is made subject to and shall be governed by and construed according to the laws of company registration - South Africa. 

14. Booking Process Explained

After filling out a booking request, the guest receives a quote, and if happy accepts the quote provided by the Operator. Here all relevant payment dates and discounts are shown, including banking details. Once the final payment has been received by the Operator, the guest will receive payment confirmation of monies received by the operator. Approximately 14 days before the start of the tour, the guest will receive the final documents.

  • Detailed accommodation list.
  • Itinerary.
  • Fellow guest list.
  • Information relative to South Africa.

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Privacey Poliy – GDPR

We’re glad you chose to visit the Cycle Africa Tours website! We care about your privacy and the information you share with us and want you to understand how we are using and protecting the information we collect from you. Cycle Africa Tours is respectful of data privacy and adopts best practice in compliance with applicable privacy law and regulations, including the EU General Data Protection Regulation (“GDPR”).

Use of this website:

This privacy policy describes the information we collect from you and how it may be stored and processed in South Africa and across the Cycle Africa Tours website described below.

If you are a European Union (EU) resident, please note that there are a number of provisions in this privacy policy that apply uniquely to you.

This Document Describes:

  • What information we collect and how we collect it
  • How we safeguard your personal data
  • What we do with the personal data we collect
  • The legal basis we have for processing your personal data
  • When and how we share your personal data with others
  • How long we keep your personal data
  • Your rights and preferences
  • How can we help?
  • Getting in touch
What information we collect:

The “website” collects data about you that is limited to the kind of information that can be found on a typical business card: first name, last name, job title, employer/company name, work address, work email and work phone number.

To enhance and/or update the information that you have provided to us, we may combine it with professional information or personal data that we collect from third-party sources. The personal data that we refer to in this document is the personal and professional information you provide, as well as information that we obtain from third party sources, both of which we typically combine as one user record.

This website also collects and stores certain information automatically using cookies and similar technologies, including IP addresses, the region or general location of a computer or device accessing the Internet, browser type, operating system, page view history, and other useful information.

However, to the extent that any cookie can uniquely identify a computer, mobile device, or tablet (“Device”), or the person using that Device, and you are an EU resident, under the GDPR, this is personal data. Therefore, this privacy policy shall apply to such personal data collected by the “website”.

How we collect it:

We collect your personal data when you register to purchase any of the products from our website.

What happens if you don’t provide personal data?

In order for us to provide the products, we need your personal data. Therefore, if you do not provide such personal data, we cannot deliver the products.

How do we safeguard your personal data?

Security of your personal data

Cycle Africa Tours maintains safeguards which include technical and organisational security measures to protect your personal data from loss, misuse, unauthorized use, access, inadvertent disclosure, alteration, and destruction, and we require the third parties we contract with to support Cycle Africa Tours business operations to employ reasonable security measures as well.

We update and test security on an ongoing basis and restrict access to your personal data to only those who need to know in order to provide the Cycle Africa Tours products, content or services to you.

Storage of your personal data

We will store your personal data on a GDPR compliant Internet Host with Internet Servers located in a GDPR compliant data centre. 

These third parties do not use or have access to your personal data other than for general maintenance on our website and Cycle Africa Tours requires such parties to employ at least the same level of security that we use to protect your personal data (see “Security of your personal data” above).

What we do with the personal data we collect
  • We use the personal data that we collect to communicate with you and discuss your holiday arrangements, improve our service, and to present other information and offers that may be of interest.
  • To communicate with you
  • We may use your personal data to send you important notices, such as communications about your tour planning, transactions, and changes to the “website” terms, conditions, policies, and/or other internal purposes.
  • We may use your personal data to provide the products, content or services you request. 
  • To improve our service
  • We may use your personal data for auditing, data analysis, and research to improve the “website” products, content and services.
The legal basis we have for processing your personal data

The GDPR requires data collectors, such as Cycle Africa Tours, to have a legal basis to use the personal data of EU residents. Therefore, this section shall apply to any such personal data collected by the “website”.

Cycle Africa Tours uses the personal data that you provide to supply you with a quality product, content and services.

The legal basis for processing your personal data is your consent. In certain circumstances, we may otherwise process your personal data if Cycle Africa Tours has a legitimate interest in doing so and Cycle Africa Tours is not infringing any of your rights and freedoms.

When Cycle Africa Tours processes your personal data for Cycle Africa Tours legitimate interests, Cycle Africa Tours will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not override your interests. Cycle Africa Tours will not use your personal data in circumstances where your rights and freedoms override our legitimate interests unless we have your consent or are otherwise required or permitted to by law.

When and how we share your personal data with others
  • For business operations
  • As required by law
  • Your personal data may be shared when authorised by law or necessary to comply with a valid legal process.
  • In the event of a new ownership
  • If part or all the ownership of Cycle Africa Tours or any of its products or services are sold or transferred, your personal data will be transferred to the new owner.
  • International Data Transfers
How long we keep your personal data

We retain your personal data for the duration of your business relationship with us, and we hold your information only as long as necessary for each purpose we use it unless we have obtained your consent to use for another or similar purpose.

Your rights and preferences

If you inform us that you want your personal data erased (if you are an EU resident), or that you no longer wish for us to communicate with you for marketing purposes, or to otherwise restrict Cycle Africa Tours processing of your personal data, we may retain some basic information in order to avoid sending you unwanted materials in the future and to keep a record of your request and our response.

Confirming your personal data

This section shall apply to any personal data collected by Cycle Africa Tours from EU residents.

To confirm that Cycle Africa Tours is processing your personal data, or to access, update or correct the personal data Cycle Africa Tours holds about you, or to obtain a copy to reuse for your own purposes, please contact the Data Protection Officer via the Contact Us Page.

Erasing your personal data

This section shall apply to any personal data collected by Cycle Africa Tours from EU residents.

If you want your personal data erased, please contact the Data Protection Officer via the Contact us Page.

To restrict the processing of your personal data

If you want to otherwise restrict Cycle Africa Tours processing of your personal data, please contact the Data Protection Officer via the Contact Form.

How can we help? Getting in touch

Questions, concerns and complaints:

If you have any questions, concerns or complaints about Cycle Africa Tours personal data practices or this Privacy Policy, we encourage you to get in touch with our Data Protection Officer.

If you believe you have suffered harm due to a breach of your rights by Cycle Africa Tours under this Privacy Policy, and Cycle Africa Tours has not handled your complaint in a reasonably sufficient manner, any EU resident may also file a complaint with the applicable supervisory authority.

The contact information for the Cycle Africa Tours Data Protection Officer is available on the Contact Us page.

What we need to process your request.

If you do get in touch, please make sure to supply us with the exact information you used when registering with our website. This information will be;

  • Exact Name and Surname
  • The exact email address on record.

Without this information we will not be able to identify your account and as such be unable to process your request.

To avoid spam, we will not be responding to requests where we cannot identify your account.

Thank you.  Cycle Africa Tours.