Terms & Conditions
© Copyright to Kay Tours SA │ All Rights Reserved.
Terms & Conditions Kay Tours SA
Booking & Payment
1.1 Reservation All bookings must be confirmed in writing via email or through our online booking system A deposit of 30% is required to secure your booking Full payment must be received 48 hours before the tour date. Tours are subject to availability and confirmation 1.2 Payment MethodsWe accept bank transfers, credit/debit cards, and cash paymentsAll prices are quoted in South African Rand (ZAR) and US Dollars (USD)Exchange rates may vary; final pricing will be confirmed at booking 1.3 Group Discounts6-9 guests: 15% discount10+ guests: 20% discountDiscounts apply to the total tour cost and cannot be combined with other offers.
2. Cancellation & Refund Policy 2.1 Guest Cancellations More than 7 days before tour: Full refund minus 10% admin fee 3-7 days before tour: 50% refund Less than 48 hours before tour: No refund No-show: No refund2.2 Kay Tours CancellationsIf we cancel your tour for any reason, you will receive a full refund or can reschedule at no additional costWe reserve the right to cancel tours due to insufficient bookings (minimum 2 guests), weather, safety concerns, or unforeseen circumstances 2.3 Rescheduling You may reschedule once free of charge with 48 hours noticeSubsequent changes may incur a R200 rescheduling fee
3. Tour Participation 3.1 Health & SafetyGuests must disclose any medical conditions, allergies, or mobility limitations at booking Tours involve walking on uneven surfaces; reasonable fitness level requiredWe provide bottled water; guests should bring sun protection and comfortable walking shoes. Follow guide instructions at all times for your safety Kay Tours is not liable for injuries resulting from failure to follow safety instructions 3.2 Age Requirements Children under 12 must be accompanied by an adultInfants under 2 travel free (no seat) Parents/guardians are responsible for supervising minors at all times 3.3 ConductGuests must behave respectfully toward guides, communities, and fellow travelersWe reserve the right to remove any guest whose behavior is disruptive, disrespectful, or unsafeNo refunds will be given for removal due to misconductPhotography of people requires consent; respect privacy and cultural sensitivities
4. What's Included & Excluded4.1 Included Professional local guideTransportation in comfortable, air-conditioned vehicleEntrance fees to listed attractions (where specified) Light refreshments and bottled water Small group experience (maximum 12 guests) 4.2 Not Included (Unless Specified) Meals and additional beverages Gratuities for guides (appreciated but not required)Personal expenses and souvenirs Travel insuranceHotel pickup/drop-off (available as add-on) Optional activities not listed in itinerary
5. Travel Requirements 5.1 DocumentationInternational guests must carry valid passports Guests are responsible for obtaining necessary visas Kay Tours is not responsible for entry denials due to documentation issues 5.2 InsuranceWe strongly recommend comprehensive travel insurance covering medical emergencies, cancellations, and personal belongingsKay Tours carries public liability insurance but is not responsible for personal items6. Itinerary & Changes
6. Flexibility Itineraries are subject to change due to weather, traffic, site closures, or safety concernsWe will provide alternative activities of equal value when possibleTour duration may vary by ±30 minutes depending on conditions 6.2 Private ToursCustom itineraries can be arranged; contact us for pricing Private tour changes requested on the day may incur additional costs.
7. Liability & Responsibility7.1 Limitation of Liability Kay Tours acts as an intermediary between guests and service providers (attractions, restaurants, etc.) We are not liable for loss, damage, injury, or delays caused by third parties, natural disasters, civil unrest, or circumstances beyond our controlGuests participate in tours at their own risk7.2 Personal Belongings Guests are responsible for their personal belongings at all times. Kay Tours is not liable for lost, stolen, or damaged items Valuables should be kept secure and monitored7.3 Photography & Media. Kay Tours may take photos/videos during tours for marketing purposesBy participating, you consent to use of your image unless you opt out in writingYou may request removal of images at any time.
8. Transport & Pickup 8.1 Meeting Points Standard meeting point is our Soweto office unless arranged otherwiseAirport/hotel pickup available as add-on (additional fee) Guests must arrive 15 minutes before departure timeTours depart on time; late arrivals may miss the tour with no refund8.2 Vehicle Standards. All vehicles are licensed, insured, and regularly maintainedSeatbelts must be worn at all times. Maximum capacity will not be exceeded9. Weather & Natural Events
9. Weather Policy Tours operate rain or shine unless dangerous conditions exist Safari tours may be affected by animal activity (sightings not guaranteed)No refunds for weather conditions that don't prevent safe operation 9.2 Force MajeureKay Tours is not liable for cancellations due to events beyond our control (natural disasters, political unrest, pandemics, strikes, etc.) In such cases, we will offer rescheduling or credit toward future tours
10. Special Requests 10.1 Dietary RequirementsPlease notify us of dietary restrictions at booking We will accommodate where possible but cannot guarantee all requestsGuests with severe allergies should carry necessary medication10.2 Accessibility Most tours involve walking and stairsWheelchair-accessible transport available with advance noticeContact us to discuss specific accessibility needs
11. Communication & Complaints11.1 Contact Information Phone/WhatsApp: +27 68 089 4043 (available 24/7 for urgent matters) Email: info@kaytours.co.za Operating Hours: Mon-Sat 7AM-8PM, Sun 7AM-6PM11.2 Complaints We strive for excellent service; please raise concerns immediately with your guide Formal complaints should be submitted in writing within 48 hours of tour completionWe will respond within 7 business days 12. Privacy & Data Protection12.1 Information Collection We collect personal information necessary for bookings (name, contact details, preferences)Your information is stored securely and not shared with third parties without consent We may contact you with tour updates and promotional offers (opt-out available)12.2 Cookie Policy. Our website uses cookies to improve user experience By using our site, you consent to cookie use per our Privacy Policy13. Governing Law
13. JurisdictionThese terms are governed by the laws of the Republic of South AfricaAny disputes will be subject to the exclusive jurisdiction of South African courts13.2 SeverabilityIf any provision is found unenforceable, the remaining terms remain in effect
14. Acceptance of TermsBy booking a tour with Kay Tours SA, you acknowledge that you have read, understood, and agree to these Terms & Conditions. These terms constitute the entire agreement between you and Kay Tours SA. For questions or clarifications, please contact us before booking.Kay Tours SA
Soweto, Johannesburg, South Africa
+27 68 089 4043
info@kaytours.co.za
We look forward to sharing authentic South African culture with you. Ubuntu!