Terms, Conditions & Booking Policies

Date: January 2026
Governing Law: United Republic of Tanzania

1. Agreement to Terms

By making a booking with Bantu Pori Journeys (BPJ), you confirm that you have read, understood, and agreed to these Terms and Conditions on behalf of yourself and all members of your travel party. These terms constitute a legally binding contract between you (the client) and Bantu Pori Journeys, a tour operator registered and operating under the laws of the United Republic of Tanzania.

These terms are governed exclusively by the laws of the United Republic of Tanzania. Any disputes arising from or relating to a booking with BPJ shall be subject to the exclusive jurisdiction of the courts of Tanzania, regardless of the country from which the booking was made.

2. Deposit and Payment Schedule

2.1 Booking Deposit

A non-refundable deposit of 30% of the total trip cost is required to confirm your booking. No reservation is held or confirmed until this deposit is received and acknowledged by BPJ in writing.

Why 30%: BPJ commits park fees, guide allocations, lodge reservations, and vehicle bookings on your behalf immediately upon confirmation. This deposit reflects the real costs we incur to secure your trip.

2.2 Balance Payment

The remaining balance (70% of the total trip cost) is due no later than 30 days before your departure date. For bookings involving high-demand lodges, private conservancies, or Zanzibar properties, full payment may be required up to 45 days before departure. BPJ will notify you of any such requirement in writing at the time of booking.

Failure to pay the balance by the due date will be treated as a cancellation by the client, and the cancellation policy in Section 4 will apply.

2.3 Late Bookings

For bookings made within 30 days of departure, 100% of the total trip cost is due at the time of booking confirmation.

2.4 Accepted Payment Methods

• Bank transfer (USD preferred; TZS accepted for Tanzania-based clients)
• Credit/debit card (subject to a 3% processing fee)
• Mobile money (M-Pesa, Selcom) for Tanzania-based clients
• Cash in USD upon arrival by prior arrangement only

All prices are quoted in USD unless otherwise stated. BPJ is not responsible for exchange rate fluctuations or bank transfer fees charged by your financial institution.

3. Booking Modifications

3.1 Client-Requested Modifications

You may request modifications to your confirmed booking (such as lodge changes, date adjustments, PAX count changes, activity changes, route changes, room type changes, or transport changes) subject to the following conditions:

• All modification requests must be submitted in writing to BPJ at least 21 days before departure.
• A modification administration fee of USD 75 per change request applies, regardless of whether the change results in a cost increase or decrease. This fee covers the administrative cost of renegotiating supplier contracts on your behalf.
• Any change in trip cost resulting from the modification (increase or decrease) will be communicated to you in writing before the change is confirmed. The modification does not take effect until you acknowledge and accept the revised pricing in writing.
• Modifications requested within 21 days of departure may not be possible and, if accommodated, will be treated as a partial cancellation of the original component with applicable cancellation fees plus the cost of the new component.
• PAX reductions within 60 days of departure will incur cancellation fees on the removed persons as per Section 4.

3.2 BPJ-Initiated Changes

BPJ reserves the right to make changes to a confirmed itinerary where circumstances beyond our control require it (including but not limited to park closures, road conditions, weather, lodge availability, or force majeure events). In such cases:

• If the change is minor (e.g. a substitution of an equivalent lodge tier, a route adjustment of less than one day), BPJ will notify you and the change will be implemented without penalty to either party.
• If the change is significant (e.g. a different lodge tier, a date shift of more than 48 hours, removal of a key itinerary component), you will be notified in writing and offered the choice to: (a) accept the revised itinerary, (b) accept a full credit valid for 24 months, or (c) cancel the booking with a full refund of all amounts paid to BPJ, less any non-recoverable third-party costs already incurred.

BPJ will not be liable for any indirect or consequential costs (such as flights or visas) arising from itinerary changes.

4. Cancellation Policy

4.1 Client-Initiated Cancellations

All cancellations must be submitted in writing to BPJ. The date of receipt of written notice is the date used to calculate the applicable fee. The following cancellation fees apply, calculated as a percentage of the total confirmed trip cost:

Important: the 30% deposit is non-refundable in all circumstances. Where the cancellation fee exceeds the deposit held, the client is liable for the difference and BPJ reserves the right to pursue recovery of the outstanding amount.

4.2 No-Show

Failure to arrive at the designated start point without prior written cancellation will be treated as a no-show and 100% of the trip cost will be forfeited.

4.3 Partial Cancellations

Where one or more members of a travel party cancels while others proceed, cancellation fees apply only to the cancelled persons, calculated on their per-person share of the total trip cost. Single supplement charges may apply to the remaining travellers if applicable.

5. Force Majeure and Extraordinary Circumstances

Force majeure refers to events entirely outside the reasonable control of BPJ or the client, including but not limited to: natural disasters, pandemics, government travel restrictions, acts of terrorism, civil unrest, or closure of national parks or borders.

In the event of a force majeure cancellation:

• If BPJ is unable to operate the trip due to a force majeure event, BPJ will offer the client a reschedule credit equal to 100% of amounts paid, valid for 24 months from the original departure date. Where a reschedule is not possible within the credit period, a refund of recoverable amounts (less non-refundable third-party costs already paid) will be offered.
• If the client chooses to cancel due to a force majeure event affecting their ability to travel (e.g. government-issued travel ban for their country of origin), BPJ will offer a reschedule credit equal to 100% of amounts paid, valid for 24 months. Cash refunds under force majeure are not guaranteed but will be assessed case by case based on amounts recoverable from third-party suppliers.

BPJ strongly recommends all clients purchase comprehensive travel insurance including cancellation cover, force majeure cover, and emergency medical evacuation cover before making any payment to BPJ.

6. Travel Insurance

Travel insurance is not optional. BPJ requires all clients to hold valid travel insurance covering at minimum: trip cancellation and curtailment, emergency medical expenses, medical evacuation, and personal liability. Proof of insurance may be requested by BPJ at any time. BPJ accepts no liability for costs arising from a client’s failure to hold adequate insurance.

7. BPJ Liability and Limitation

BPJ acts as a tour operator and is responsible for the services provided directly by BPJ. Where BPJ uses third-party suppliers (lodges, airlines, transport providers, park authorities), BPJ is not liable for the acts or omissions of those suppliers beyond the exercise of reasonable care in their selection.

BPJ’s total liability to any client in respect of any claim shall not exceed the total amount paid by that client to BPJ for the affected trip. BPJ is not liable for indirect, consequential, or punitive losses including but not limited to missed flights, additional accommodation costs, or lost income.

8. Health, Fitness, and Medical Disclosure

By confirming a booking, you declare that you and all members of your travel party are in good health and physically fit for the activities included in your itinerary. For Kilimanjaro treks and other high-altitude activities, you acknowledge the risks associated with altitude and agree to follow the guidance of your guide at all times. BPJ reserves the right to refuse participation or require evacuation where a client’s health poses a risk to themselves or others, without refund.

9. Complaints and Disputes

If you have a complaint during your trip, you must raise it immediately with your guide or BPJ’s operations team so that we have the opportunity to resolve it in the field. Complaints not raised during the trip may be more difficult to investigate and resolve.

Written complaints must be submitted to BPJ within 28 days of the end of your trip. Claims submitted after this period may not be considered. BPJ will acknowledge all written complaints within 5 business days and aim to provide a full response within 28 days of receipt.

10. Photography and Media

BPJ staff and guides may take photographs or videos during your trip for documentation and operational purposes. BPJ will not use photographs or videos featuring identifiable clients in any marketing, social media, or promotional material without your separate, explicit written consent.

A media consent form will be provided to you at the start of your trip. Signing this form is entirely voluntary and has no bearing on the quality of service you receive. If you have already provided consent and wish to withdraw it, contact BPJ in writing and your images will be removed from active use within 30 days.

This clause is designed to comply with GDPR and equivalent data protection frameworks applicable to clients from the European Union, United Kingdom, and other jurisdictions with similar laws.

11. Personal Data and Privacy

BPJ collects and processes your personal data (including name, contact details, passport information, and health disclosures) solely for the purpose of operating your booking. Your data is not sold to third parties. BPJ shares only the minimum necessary data with third-party suppliers (lodges, parks, airlines) required to fulfil your booking. You have the right to request access to, correction of, or deletion of your personal data held by BPJ at any time by contacting office@bantuporijourneys.com.

12. Governing Law and Jurisdiction

These Terms and Conditions are governed by and construed in accordance with the laws of the United Republic of Tanzania. Any dispute, claim, or controversy arising out of or relating to these terms or any booking with BPJ shall be submitted to the exclusive jurisdiction of the competent courts of Tanzania. Both parties agree that this choice of law and jurisdiction is reasonable and enforceable.

Contact BPJ

Email: office@bantuporijourneys.com
Email: bookings@bantuporijourneys.com
Email: legal@bantuporijourneys.com
Email: bantupori@gmail.com
WhatsApp / Phone: +255 714 461 148
Location: Moshi and Arusha, Tanzania

These terms were last updated in May 2026. BPJ reserves the right to update these terms at any time. The version in effect at the time of booking confirmation applies to your booking.