Effective Date: 13th August 2026
Giravex Safaris understands that travel plans can sometimes change. This Cancellation and Refund Policy explains the conditions that apply when a client cancels a confirmed safari, requests changes to a booking, or when Giravex Safaris is required to cancel or modify travel arrangements.
This policy forms part of the Giravex Safaris Terms and Conditions and applies to all safari, tour, accommodation, transportation and related travel services booked through Giravex Safaris.
1. GENERAL CANCELLATION CONDITIONS
1.1 All cancellations must be submitted to Giravex Safaris in writing by email or through another officially recognised communication channel.
1.2 The cancellation date shall be the date on which the written cancellation is received and acknowledged by Giravex Safaris.
1.3 Cancellation charges are calculated based on the number of days between the date the cancellation is received and the scheduled arrival or safari commencement date.
1.4 Cancellation charges apply to the total value of the confirmed safari unless otherwise stated in the booking confirmation.
1.5 Certain services purchased on behalf of the Client may be subject to stricter cancellation conditions imposed by third party suppliers or government authorities.
1.6 Where third party charges are higher than the standard cancellation charges stated below, the actual non refundable amount may be deducted from any refund due to the Client.
2. STANDARD CLIENT CANCELLATION CHARGES
Unless a different cancellation schedule is specifically stated in the Client's quotation or booking confirmation, the following charges shall apply:
Time Before Safari Commencement
Cancellation Charge
90 days or more
10% of total safari cost
89 to 30 days
25% of total safari cost
29 to 15 days
50% of total safari cost
14 to 7 days
75% of total safari cost
Less than 7 days
100% of total safari cost
No show
100% of total safari cost
2.1 The cancellation charge represents the Company's reasonable estimate of costs, commitments and losses arising from the cancellation, including supplier commitments, administration, planning and potential loss of inventory.
2.2 The applicable cancellation charge may be increased where Giravex Safaris has already incurred non refundable costs on behalf of the Client.
3. NON REFUNDABLE SERVICES
Certain travel services are subject to non refundable or restricted refund conditions.
These may include:
3.1 Where Giravex Safaris has already purchased or paid for such services on behalf of the Client, the amount may be deducted from any refund due.
3.2 The refundability of permits and other regulated services shall be determined by the relevant government authority, wildlife authority, airline, hotel, lodge or other service provider.
3.3 Giravex Safaris shall not guarantee a refund for a third party service where the relevant supplier or authority has declared the payment non refundable.
4. GORILLA AND CHIMPANZEE PERMITS
4.1 Gorilla and chimpanzee trekking permits are purchased specifically for the Client and are subject to the terms and conditions of the relevant wildlife authority.
4.2 Once a permit has been purchased, the amount paid for the permit may become non refundable, subject to the applicable rules of the wildlife authority.
4.3 A Client who cancels a safari remains responsible for any permit costs that cannot be recovered from the relevant authority.
4.4 Changes to permit dates, names or other permit details may be subject to availability, administrative charges and the rules of the relevant authority.
5. NO SHOWS
5.1 A “no show” occurs when a Client fails to arrive for the safari or fails to use a confirmed service without providing prior written notice.
5.2 No shows shall normally attract a 100% cancellation charge.
5.3 No refund shall normally be made for unused services resulting from a no show.
6. LATE ARRIVAL OR MISSED SERVICES
6.1 If a Client arrives late and consequently misses a scheduled activity, transfer, accommodation night, flight or other service, no automatic refund shall be provided.
6.2 Where possible, Giravex Safaris shall make reasonable efforts to assist the Client in rearranging the affected service.
6.3 Any additional costs arising from late arrival, missed connections or failure to adhere to the agreed itinerary shall normally be borne by the Client.
7. CANCELLATION AFTER THE SAFARI HAS STARTED
7.1 If a Client voluntarily decides to terminate or shorten a safari after it has commenced, unused services shall not automatically qualify for a refund.
7.2 Any refund shall be considered based on the actual amounts recoverable from suppliers and the circumstances of the cancellation.
7.3 No refund shall normally be provided for unused accommodation, meals, transportation, activities, permits or other services that have already been paid for or committed to by Giravex Safaris.
8. CHANGES TO A BOOKING
8.1 A request to change a booking is not automatically considered a cancellation.
8.2 Giravex Safaris shall make reasonable efforts to accommodate requests to change:
8.3 Changes are subject to availability and the terms imposed by relevant suppliers.
8.4 Additional costs arising from a requested change shall be communicated to the Client before the change is confirmed.
8.5 A reduction in the value of a booking may result in cancellation charges if the change effectively constitutes a partial cancellation.
9. CANCELLATION BY GIRAVEX SAFARIS
9.1 Giravex Safaris reserves the right to cancel a safari or any part of an itinerary where circumstances make it unsafe, unlawful, impractical or impossible to operate.
9.2 Such circumstances may include:
9.3 Where the Company cancels before the safari begins, Giravex Safaris shall, where reasonably possible:
9.4 Refunds shall be subject to amounts already paid to third party suppliers and the applicable terms of those suppliers.
9.5 Giravex Safaris shall not be responsible for additional expenses incurred by the Client as a result of circumstances beyond the Company's reasonable control.
10. FORCE MAJEURE
10.1 Giravex Safaris shall not be liable for cancellation, delay, modification or interruption of a safari caused by circumstances beyond its reasonable control.
10.2 Such circumstances may include, without limitation:
10.3 Where possible, Giravex Safaris shall work with the Client to find a practical alternative.
11. REFUND PROCESS
11.1 Where a refund is approved, Giravex Safaris shall calculate the refundable amount after deducting:
11.2 Refunds shall normally be made using the original payment method where reasonably possible.
11.3 Where a refund is made through bank transfer, any bank or intermediary charges associated with the refund may be deducted from the refundable amount.
11.4 The processing time for refunds may depend on the Company's suppliers, banks and payment providers.
12. TRAVEL INSURANCE
12.1 Giravex Safaris strongly recommends that all Clients obtain comprehensive travel insurance before travelling.
12.2 Travel insurance should ideally cover:
12.3 Clients are encouraged to check the cancellation and interruption provisions of their insurance policy before travelling.
12.4 Giravex Safaris shall not be responsible for losses that could reasonably have been covered by appropriate travel insurance.
13. CANCELLATION DUE TO ILLNESS OR PERSONAL CIRCUMSTANCES
13.1 Cancellation due to illness, injury, bereavement, personal circumstances, visa issues, employment commitments or other personal reasons remains subject to the applicable cancellation charges.
13.2 Where appropriate, the Client may submit supporting documentation to Giravex Safaris for consideration.
13.3 Giravex Safaris may, at its discretion, assist in requesting refunds, credits or date changes from suppliers, but cannot guarantee that suppliers will approve such requests.
13.4 Clients are therefore strongly encouraged to obtain travel insurance that provides appropriate cancellation and interruption cover.
14. CANCELLATION BY A MEMBER OF A GROUP
14.1 Where one or more members of a group cancel while other members continue with the safari, the cost of the remaining travellers may be recalculated.
14.2 A reduction in group size may affect:
14.3 The remaining travellers shall be informed of any resulting increase in their individual costs before such changes are implemented, where reasonably possible.
15. SPECIAL CANCELLATION TERMS
15.1 Certain safaris, accommodation properties, flights, seasonal packages, group departures or promotional offers may have special cancellation conditions.
15.2 Where special cancellation terms apply, these shall be communicated to the Client in the quotation, invoice or booking confirmation.
15.3 Where there is a conflict between this general Cancellation and Refund Policy and a specific cancellation condition expressly accepted by the Client for a particular booking, the specific condition shall apply to that booking.
16. CREDIT NOTES AND FUTURE TRAVEL
16.1 Where a refund is not possible or where the Client prefers to travel at a later date, Giravex Safaris may, at its discretion, offer a credit towards a future safari.
16.2 Any credit note shall be subject to:
16.3 A credit note is not automatically transferable to another person unless expressly approved by Giravex Safaris.
17. RESPONSIBILITY OF THE CLIENT
Clients are responsible for:
Failure to meet these responsibilities may result in additional costs or loss of refund entitlement.
18. DISPUTE RESOLUTION
18.1 Giravex Safaris encourages Clients to raise any cancellation or refund concerns directly with the Company so that the matter can be reviewed and resolved amicably.
18.2 Where a dispute cannot be resolved through good faith negotiation, the matter may be referred to the competent courts of the Republic of Uganda, subject to applicable law.
18.3 This Cancellation and Refund Policy shall be interpreted together with the Giravex Safaris Terms and Conditions and applicable laws of Uganda.
19. POLICY UPDATES
Giravex Safaris reserves the right to review and update this Cancellation and Refund Policy from time to time.
The version applicable to a confirmed booking shall generally be the version communicated to and accepted by the Client at the time of booking, except where changes are required by law or otherwise agreed in writing.
20. CONTACT INFORMATION
For cancellations, amendments or refund enquiries, please contact:
Giravex Safaris
Website: www.giravexsafaris.com
Email: info@giravexsafaris.com
Telephone: +256 751 623414
All cancellation requests should be submitted in writing.
CLIENT ACKNOWLEDGEMENT
By confirming a booking with Giravex Safaris, the Client acknowledges that they have read, understood and accepted this Cancellation and Refund Policy and agree to the cancellation conditions applicable to their booking.
Giravex Safaris
Your Journey. Our Passion.
Last Updated: 13th August 2026
