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Green Africa International Travel (Proprietary) Limited Standard Terms and Conditions of Travel Services

  1. Key terms and definitions
    1. The key terms and definitions to understand when reading this agreement are:
      1. Key terms
        "we", "us" or "our" means Green Africa International Travel (Proprietary) Limited (Registration number: xxxx/xxxxxx/07);

        "you" or "your" means the person or legal entity that utilises our travel services and includes your employees;
      2. Definitions
        "booking" means the provisional booking made by us on your behalf before payment is made;

        "day" means a business day and excludes Saturdays, Sundays and public holidays;

        "reservation" means the confirmation of the booking upon the required payment being made;

        "travel documents" means passports, tickets, vouchers, itineraries, visas and other travel related documents;

        "travel services" means the booking and reservation of international and domestic travel including:
        1. air, water and rail travel, accommodation, car hire, shuttle buses, corporate and leisure packages; and
        2. group excursions, conferences and seminars; and
        3. obtaining visas, and memberships to frequent flyer and other rewards programs;

        "travel service provider" means the entity that renders the travel services which we arrange and book for you.
  2. Interpretation
    1. Unless the context clearly indicates a contrary intention:
      1. singular includes the plural and vice versa; and
      2. legal entities include natural persons and vice versa.
  3. Contract
    1. This is an agreement between you and us for the provision of travel services. All business conducted between you and us will be subject to the terms and conditions of this agreement.
  4. Bookings and reservations
    1. We will make bookings and reservations of travel services on your behalf with the travel service providers.
    2. The person who books the travel services on your behalf warrants that they are authorised to act on your behalf.
    3. You will make a booking request for travel services with us and we will provide you with a quote for the travel services that you have requested by e-mail, fax or telephone.
    4. Once you have accepted a quote for travel services, you, may be required to pay a non-refundable deposit in order to confirm the service required, (mostly venues or group bookings for conferencing). We will inform you of these requirements on request for a reservation.
    5. You must pay the outstanding balance or make full payment, as the case may be, not later than 6 weeks before the departure date. Failure to pay the outstanding balance or make full payment for the booking, as the case may be, within the specified time may result in the automatic cancellation of the booking. We accept no responsibility for any loss incurred by you as a result of the automatic cancellation of the booking.
    6. You must re-confirm all air travel arrangements at least 72 hours before the departure date with the relevant travel service provider.
    7. We will only prepare and release the travel documents to you upon receipt of full payment.
    8. We cannot guarantee the class of travel of the booking, which may be subject to change without notice by the travel service providers until receipt of full payment.
    9. You will be liable for any cancellation fees and / or penalties if you fail to make full payment not later than 6 weeks before the departure date. We will be entitled to set off any cancellation fees and / or penalties from your deposit.
    10. The travel service provider may render a late booking fee for any booking received within 1 month before the departure date, to cover costs relating to their attendances and communication expenses.
    11. We will be entitled to charge you an amendment fee for any changes you request to the reservation.
    12. We will endeavour to deliver the travel documents to you if the delivery address is within a reasonable distance from our office.
  5. Prices
    1. The prices that we quote you for travel services do not include any taxes and airport charges. We will advise you of the relevant taxes and airport charges when the booking is confirmed.
    2. The price of the booking is not guaranteed until the booking has been paid for in full and the reservation is confirmed.
    3. All quoted prices for travel services may change without notice before the reservation is confirmed.
    4. You will be responsible for any increases in travel services and other costs between the time that the booking is made and payment is made in full. Any such increases are payable on demand.
    5. You will be responsible for any increases in travel services and other costs as a result of currency fluctuations.
  6. Payment terms
    1. Deposits are payable immediately in order to secure the booking.
    2. You must pay the outstanding balance or make full payment, as the case may be, on presentation of our invoice or as agreed between you and us.
    3. You will not be entitled to withhold or defer any payment for any alleged claim or counter-claim, or apply set off.
    4. Interest on all overdue amounts will be payable at 2% above the prime interest rate charged by Standard Bank of South Africa Limited from time to time.
    5. Credit card transactions will only be accepted on receipt of a faxed authorisation form, copies of cardholder's identity book and both sides of the credit card and your signature on the credit card slip.
    6. Payment by cheque will only be accepted with the prior written approval of our management and payment by cheque will only be deemed as payment once the cheque has been cleared for payment by our bankers.
    7. Certain travel service providers charge credit card transactions at an additional rate. You will be advised of this charge at the time that you pay for these travel services.
  7. Travel documentation
    1. It is your responsibility to ensure that you have valid travel documents including but not limited to passports, visas and vaccination certificates for all travel outside South Africa. You must ensure that your travel documents are valid in accordance with the requirements of the relevant foreign consulate office.
    2. We are not responsible for any losses that you may suffer as a result of your visa being declined and entry into the country to which you are travelling being refused.
    3. You need your passport when you depart South Africa. If you are a foreign passport holder but a permanent resident of South Africa, you must have a South African re-entry visa.
    4. Car hire companies require your driving license, and if appropriate, an internationally approved driving license, for all car hire purposes.
  8. Travel insurance
    1. It is recommended that you obtain adequate travel insurance for medical expenses, personal liability, travel cancellation and delay cover, and baggage loss for the travel services you use.
    2. We will arrange specific types of insurance cover for you upon receipt of your written instructions together with the necessary details.
    3. Insurance cover will only commence upon payment of the premium that is due.
  9. Cancellation fees
    1. Travel service providers may charge you cancellation fees. We will advise you of the applicable cancellation fees at the time of your booking request.
    2. We may charge you an administrative fee if you cancel your booking. We will advise you of the applicable administrative fee at the time of your booking request.
  10. Cancellation and delays
    1. We will not be liable for any cancellations, delays, re-routing or other changes to your travel plans, or losses that you may suffer as a result of weather conditions, financial circumstances (including solvency) of the travel service provider, acts of terrorism, acts of God, flight delays, strikes or any other cause whatsoever.
  11. Refund
    1. You must submit any claim for a refund to us in writing within 1 month of the incident giving rise to the claim.
    2. Any refund, less our cancellation and administration fees, will only be made once the amount has been received from the relevant travel service provider. This process takes approximately 3 months.
  12. Limitation of liability
    1. We will not be held liable for any losses, injuries or damages sustained by you, directly or indirectly, specifically consequential damages from whatever cause arising in particular losses, injuries or damages you may suffer while you are transported in our vehicles.
    2. We will not be held liable for any claims of whatever nature that you may have against any travel service provider.
    3. We will not be held liable for any claims of negligence that you may have against us. Any claim you make against us in this regard will be limited to the sum of R10 000.00.
  13. Responsibility for costs
    1. You are liable to us for all charges, expenses, damages and legal costs, including costs on the attorney and own client scale, disbursements including those of counsel, collection charges and tracing costs, whatsoever incurred by us arising out of or incidental to your failure to comply with this agreement.
  14. Indulgence and waiver
    1. No relaxation or indulgence which we may grant you will constitute a waiver of our rights or any of the terms of this agreement, and will not preclude us from exercising any of our rights which may have arisen in the past or which may arise in the future.
  15. Domicilium and notices
    1. You or us choose as our respective domicilium citandi et executandi address for all purposes under this agreement, whether for serving any court process or documents, giving any notice, or making any other communications of whatsoever nature and for any other purpose arising from this agreement as follows:
        1. Green Africa International Travel:
          Unit 4, Bedfordview Office Park
          3 Riley Road, Bedfordview
          Johannesburg, Gauteng
          Telephone number: 011 574 9191
          Fax number: 011 455 0629
        2. You:
          The physical address and fax number provided to us by you for the booking confirmation.
      2. All notices required to be given by either of us shall be addressed to the respective domicilium address by hand or by fax. The notice shall be deemed to be received on the day it is delivered, if delivered by hand and on the day following the day the transmission was sent, if faxed.
  • Governing Laws
    1. The laws of the Republic of South Africa govern this agreement.
  • Variation
    1. No addition to, variation of, or cancellation of this agreement shall be of any force or effect unless recorded in writing and signed by one of our directors. We will be entitled to change or modify any of the terms of this agreement.
  • Consent to Jurisdiction
    1. You consent to the jurisdiction of the Magistrate's Court for any proceedings connected with this agreement, even if the amount claimed or the value of the matter in dispute exceeds its jurisdiction.
    2. Despite the provisions of clause R - 1 above, we may institute any proceedings connected with this agreement in the proper division or divisions of the High Court of South Africa.
  • General Provisions
    1. We may, without informing you, cede all or any of our rights under this agreement.
    2. If a court finds any part of this agreement to be unenforceable, the remaining terms will still bind you.
  • Entire Agreement
    1. This agreement constitutes the entire record of the agreement between you and us. We will not be bound by any express or implied term, representation, warranty, promise or the like not recorded herein.
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