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 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 customer will be charged a non-refundable deposit which is stipulated in the booking confirmation (20%).
The balance becomes due 60 days prior departure at the latest. Decisive is the money receivable with the operator. After all payments have been made the customer will have access to all travel documents via the website, in the “Members Section” ready for download as a PDF. 
 In case of the conclusion of contracts within 60 days prior to departure the customer 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 prices 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.

After full and final payment has been received and generally about one week before the start of your holiday, you will receive a reminder to log onto the website and from your Members Section, have the opportunity to download all information relevant to your holiday.


The scope of performances agreed upon is based on the activities described in the package brochure and in 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, prior to 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 trust, can only be made, if they are of 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 is able to 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 a comprehensive travel insurance. It is in the guests 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 show below. These are calculated as follows:
Between confirmation and until:

  • 30 days prior to departure, 20% of the tour price per person.
  • 29 - 15 days prior to departure, 30% of tour price per person.
  • 14 - 7 days prior to departure, 60% of tour price per person.
  • 6 - 1 day or no show prior to departure, 80% of 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, 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 an 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 by means of 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 time 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 remedy is impossible or if the operator refuses it or if the immediate cancellation of the contract is justified, because of a 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 organisation of transport, meals, entrance fees, accommodation and/or other facilities or services. The Operator has no direct day to day control over it's 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) utilised 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 there from, 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 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 in relation to the claim and provide us with your full co-operation. General: Please note the Operators 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 customer 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. After payment is received the customer is allocated a login detail to a “Members Area” where all tour related information is captured and the customer has a full view of the booked package, any outstanding payments, in/ out bound flight data which the operator requires.

After full and final payment for your holiday has been received and generally about one week before the start of your holiday, you will receive a reminder to log onto the website and from your “Members Section", download all information relevant documents for your holiday:

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

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