Effective date: September 2026

These Terms and Conditions apply to all applications, bookings and participation in programmes offered by WildestVet (referred to as “WildestVet”, “we”, “us” or “our”). By submitting an application, paying a deposit or taking part in a programme, the participant (“you” or “your”) confirms that they have read, understood and accepted these Terms and Conditions.

Nothing in these Terms and Conditions is intended to exclude or limit any rights or remedies that cannot lawfully be excluded under the Consumer Protection Act 68 of 2008 or any other applicable South African law.

1. Programme applications and eligibility

1.1 Participation is subject to the submission and acceptance of a completed application.

1.2 We reserve the right to accept or decline an application where reasonably necessary, including where the programme is full, the applicant does not meet the stated eligibility requirements, or participation may create a health or safety concern that cannot reasonably be accommodated.

1.3 Applicants must provide complete, accurate and current information. This includes information relating to identity, age, qualifications or experience, health, fitness, allergies, dietary requirements and any other matter relevant to safe participation.

1.4 A place is not confirmed until WildestVet has accepted the application and received the required deposit.

1.5 Participants under the age of 18 may only participate if WildestVet has agreed to this in writing and a parent or legal guardian has completed all required consent and indemnity documents.

2. Programme fees and what is included

2.1 The programme fee, dates, duration and inclusions will be those stated on our website, quotation, invoice or booking confirmation at the time of booking.

2.2 Unless otherwise stated in writing, the programme fee includes:

• programme activities and field operations;
• accommodation for the programme period;
• standard meals;
• transport required for scheduled programme activities;
• transfers to and from George Airport at the arranged programme times;
• reserve or wildlife-farm entry required for scheduled activities; and
• a certificate of participation and any specifically listed programme items.

2.3 Unless expressly included in writing, the programme fee does not include:

• international or domestic flights;
• passports, visas or permits;
• vaccinations or medical expenses;
• personal travel, medical or cancellation insurance;
• transport outside scheduled programme arrangements;
• special dietary costs or meals outside the programme offering;
• optional weekend or leisure activities;
• personal purchases, telephone or data costs; or
• costs arising from delays, missed flights or changes to personal travel plans.

2.4 Special dietary requirements may attract an additional fee. Any applicable fee will be disclosed before the booking is confirmed.

2.5 Prices may be quoted in South African rand or another currency. Where currency conversion is required, the amount received by WildestVet must equal the full invoiced amount after exchange-rate differences and charges.

3. Payment terms

3.1 Unless different terms are stated in the participant’s invoice or booking confirmation, payment is structured as follows:

• a 20% deposit to confirm the booking;
• a further 30% of the programme fee due 60 days before the programme begins; and
• the remaining 50% due by the date stated in the final invoice and before arrival.

3.2 The booking confirmation and invoice issued to the participant will take precedence if they specify a different payment schedule.

3.3 All bank fees, card-processing charges, international transfer costs, currency-conversion charges and similar transaction costs are for the participant’s account. WildestVet must receive the full invoiced amount.

3.4 Failure to pay an amount by its due date may result in the booking being suspended or cancelled after reasonable written notice. Any cancellation will remain subject to clause 5 and applicable law.

4. The booking deposit

4.1 The deposit secures a limited place and enables WildestVet to begin making programme and supplier arrangements.

4.2 The 20% deposit is non-refundable, except where:

• WildestVet cancels the programme and the participant does not accept an alternative date or programme;
• a refund is required by applicable law; or
• WildestVet agrees otherwise in writing in exceptional circumstances.

4.3 Any cancellation charge, including the retention of a deposit, will be applied only to the extent that it is reasonable in the circumstances and permitted under South African law.

5. Cancellation by the participant

5.1 A participant who wishes to cancel must notify WildestVet in writing at book@wildestvet.co.za. The effective cancellation date is the date on which we receive the written notice.

5.2 Subject to clauses 4 and 5.3, the following refund percentages apply to programme fees paid above the non-refundable deposit:

Written notice received before the programme               Refund of fees paid above the deposit

60 days or more                                                                               50%

59 days or less                                                                                  No refund

5.3 Any refund may be reduced by reasonable, non-refundable costs already incurred for the participant, including accommodation, transport, permits, activities, supplier charges and payment-processing or banking costs.

5.4 In determining a reasonable cancellation charge, WildestVet may consider the notice provided, the likelihood of filling the cancelled place, the nature and duration of the programme, and costs already incurred or committed.

5.5 Where applicable law prevents a cancellation charge in particular circumstances, including certain cases involving death or hospitalisation, WildestVet will apply the law. Reasonable supporting documentation may be requested.

5.6 Approved refunds will ordinarily be processed within 30 business days after the refund amount has been confirmed. Refunds will be made to the original payment method wherever reasonably possible, less permitted banking or transaction charges.

5.7 Travel bookings, visas, insurance and other arrangements made independently by the participant remain the participant’s responsibility and are not refundable by WildestVet.

6. Rescheduling and transfer of a booking

6.1 A request to reschedule must be submitted in writing.

6.2 If a request is received more than 60 days before the programme begins, WildestVet may allow the participant to transfer eligible payments to one future programme, subject to availability, supplier commitments and any price difference.

6.3 Rescheduling is not automatic and is only confirmed once accepted by WildestVet in writing.

6.4 Requests received within 60 days of departure may be declined or may attract reasonable additional costs or cancellation charges.

6.5 A transferred booking may not be transferred a second time unless WildestVet agrees in writing. Any new programme price, supplier increase, dietary surcharge or other difference will be payable by the participant.

6.6 A booking may not be transferred to another person without our prior written approval. The replacement participant must complete the application process and meet all programme requirements.

7. Cancellation or material changes by WildestVet

7.1 Wildlife veterinary and conservation work is unpredictable. Activities depend on animal welfare needs, veterinary decisions, reserve requirements, permits, weather, safety, conservation priorities and the availability of animals and professionals.

7.2 The itinerary, location, order of activities, participating professionals, accommodation or transport arrangements may change where reasonably necessary. No particular species, procedure, capture, relocation or veterinary intervention is guaranteed.

7.3 If WildestVet makes a significant change before the programme, we will inform affected participants as soon as reasonably possible and provide an appropriate alternative where available.

7.4 WildestVet may cancel a programme because of insufficient participant numbers, safety concerns, supplier failure, restrictions imposed by a reserve or authority, force majeure or another event beyond our reasonable control.

7.5 If WildestVet cancels the entire programme before it begins, the participant may choose between:

• transferring all amounts paid to an agreed alternative programme of equal value; or
• receiving a refund of programme fees paid to WildestVet, subject to applicable law and any non-refundable third-party costs that may lawfully be deducted.

7.6 Where cancellation or disruption results from circumstances beyond our reasonable control, WildestVet is not responsible for indirect costs such as flights, visas, additional accommodation, lost income or other personal travel expenses. Participants should obtain suitable travel and cancellation insurance.

8. Force majeure

8.1 A force-majeure event includes an event outside the reasonable control of WildestVet, such as severe weather, flood, fire, natural disaster, epidemic, pandemic, war, terrorism, civil unrest, government action, border closure, transport disruption, reserve closure, animal-disease outbreak, industrial action or failure of an essential third-party service.

8.2 During such an event, obligations affected by the event may be suspended for as long as reasonably necessary. WildestVet will communicate with participants and seek a fair alternative, rescheduling arrangement or refund where appropriate and legally required.

9. Travel documents and arrival arrangements

9.1 Participants are responsible for ensuring that they have a valid passport, appropriate visa, travel permission, vaccination documentation and any other documents required for entry into and travel within South Africa.

9.2 Participants are responsible for arranging travel that fits the confirmed arrival and departure instructions.

9.3 George Airport transfers are provided only where included in the booking and arranged with WildestVet in advance. Additional transfers caused by missed, delayed or changed travel may attract an additional cost.

9.4 WildestVet is not responsible for entry being refused, travel disruption or loss resulting from incomplete or incorrect travel documents.

10. Health, fitness and medical information

10.1 Programmes may involve uneven terrain, outdoor work, early mornings, long days, vehicle travel, variable weather and proximity to wildlife. Participants must consider whether they are physically and medically able to participate.

10.2 Participants must disclose any medical condition, allergy, disability, medication, mental-health consideration, dietary requirement or other matter that may affect their safety or participation. Information will be handled in accordance with our Privacy Policy and applicable law.

10.3 WildestVet will make reasonable efforts to accommodate disclosed needs but cannot guarantee that every requirement can be accommodated in a field environment.

10.4 Participants are responsible for bringing sufficient prescribed medication and for following medical advice relating to travel and participation.

10.5 WildestVet may limit or suspend a participant’s involvement in an activity where reasonably necessary to protect the participant, animals, staff or others.

10.6 In an emergency, the participant authorises WildestVet to arrange reasonable emergency assistance or medical treatment where the participant is unable to provide instructions. The participant remains responsible for medical, evacuation and related costs not covered by WildestVet’s insurance.

11. Insurance

11.1 Participants must obtain comprehensive personal travel insurance suitable for the programme and the planned travel period.

11.2 Recommended cover includes emergency medical treatment, evacuation or repatriation, trip cancellation or interruption, lost baggage, personal belongings and travel delays.

11.3 WildestVet maintains insurance applicable to certain work-related incidents and third-party risks. This does not replace the participant’s personal travel or medical insurance and remains subject to the terms, exclusions and limits of the relevant policy.

11.4 Participants are responsible for confirming that their personal insurance covers the activities they intend to undertake.

12. Wildlife, fieldwork and inherent risks

12.1 Participation may involve inherent risks, including encounters with wild animals, bites, kicks, scratches, zoonotic disease, chemicals or veterinary substances, outdoor hazards, uneven ground, vehicle travel, weather exposure and remote locations.

12.2 Participants must follow all safety briefings, reserve rules and instructions given by veterinarians, guides, programme staff and authorised personnel.

12.3 Participants may not approach, touch, feed, handle or interfere with an animal unless expressly instructed and supervised.

12.4 The attending veterinarian, reserve management or authorised professional has final authority over whether and how a participant may observe or assist with any activity. Animal welfare and safety will always take priority.

12.5 To the fullest extent permitted by law, each participant accepts the ordinary and inherent risks of the programme. Nothing in these Terms excludes liability for gross negligence, intentional misconduct or any liability that may not lawfully be excluded.

13. Participant conduct

13.1 Participants must behave respectfully towards animals, fellow participants, staff, local communities, reserves, accommodation providers and the environment.

13.2 The following conduct is prohibited:

• ignoring a lawful or reasonable safety instruction;
• harming, harassing or behaving irresponsibly around animals;
• illegal drug use or participation while impaired by alcohol or another substance;
• harassment, discrimination, bullying, threats or violence;
• theft, deliberate property damage or serious disruption;
• unauthorised access to restricted areas;
• conduct that compromises animal welfare, conservation operations or WildestVet’s reputation; or
• publishing confidential, misleading or inappropriate material relating to veterinary procedures, clients, reserves or sensitive wildlife locations.

13.3 WildestVet may issue a warning, remove a participant from an activity or terminate participation immediately where reasonably necessary for safety, animal welfare or serious misconduct.

13.4 A participant removed for misconduct or a serious safety breach will not be entitled to a refund for unused programme services and will be responsible for their own onward travel and related costs, subject to applicable law.

14. Accommodation, meals and personal property

14.1 Accommodation may involve shared rooms, communal facilities and a practical field environment. Participants must comply with the accommodation provider’s reasonable rules.

14.2 WildestVet will make reasonable efforts to accommodate dietary requirements disclosed before arrival, but options may be limited because of the remote nature of some programme locations. Cross-contamination-free environments cannot be guaranteed.

14.3 Participants are responsible for their money, passports, electronics, luggage and other personal belongings. WildestVet is not responsible for loss, theft or damage unless caused by circumstances for which liability cannot lawfully be excluded.

14.4 Participants may be charged for loss or damage caused intentionally, recklessly or negligently to accommodation, vehicles, equipment or other property.

15. Photographs, video and media

15.1 Photographs and video may be taken during programmes for operational, educational and promotional purposes.

15.2 WildestVet will obtain consent where required before using an identifiable participant’s image or voice for marketing. Participants may withdraw future marketing consent by contacting us in writing, although this will not require the withdrawal of material already lawfully published or produced.

15.3 Participants must obtain permission before photographing or recording sensitive veterinary work, staff, other participants, local community members, restricted locations or confidential operations.

15.4 Wildlife locations, anti-poaching information, veterinary records, client information and other sensitive conservation information may not be shared publicly without written permission.

16. Personal information

16.1 WildestVet processes personal information for applications, bookings, payments, safety, programme administration, legal compliance and communication.

16.2 Health and medical information will be processed only where reasonably necessary for safety and participation and in accordance with applicable data-protection requirements.

16.3 Personal information may be shared with relevant service providers, accommodation providers, insurers, medical professionals, reserves or authorities where reasonably necessary or legally required.

16.4 Further information is contained in the WildestVet Privacy Policy, which forms part of the booking terms.

17. Third-party services

17.1 Certain programme elements may be supplied by independent reserves, accommodation providers, transport operators, veterinarians, activity providers or other third parties.

17.2 These services may be subject to reasonable supplier rules and restrictions. WildestVet will remain responsible to the extent required by applicable law but is not responsible for independent acts or omissions outside its reasonable control.

18. Website information and intellectual property

18.1 We make reasonable efforts to keep website information accurate. Programme details, prices, availability, itineraries and photographs may change and remain subject to written booking confirmation.

18.2 Website material, programme documents, branding, photographs and educational content owned by WildestVet may not be copied, sold, altered or used commercially without written permission.

19. Limitation of liability

19.1 To the fullest extent permitted by law, WildestVet will not be liable for indirect, incidental or consequential loss, including loss of income, loss of opportunity or costs arising from personal travel arrangements.

19.2 WildestVet’s liability for a claim directly connected with a booking will, where legally permissible, be limited to the amount paid to WildestVet for the affected programme.

19.3 Nothing in these Terms and Conditions excludes or limits liability for gross negligence, intentional harm, death or personal injury where such liability cannot lawfully be excluded, or any other right or remedy protected by law.

20. Complaints

20.1 A concern should be reported to the programme coordinator as soon as possible so that WildestVet has a reasonable opportunity to address it during the programme.

20.2 A formal complaint must be submitted in writing to book@wildestvet.co.za, together with relevant details and supporting information.

20.3 We will acknowledge and consider complaints in good faith and aim to provide a response within a reasonable period.

21. Governing law and disputes

21.1 These Terms and Conditions are governed by the laws of the Republic of South Africa.

21.2 The parties should first attempt to resolve a dispute through good-faith written communication.

21.3 Nothing in this clause prevents a participant from exercising any right to approach a competent consumer body, regulator, tribunal or court.

22. General provisions

22.1 These Terms and Conditions, the accepted application, invoice, booking confirmation, Privacy Policy and any programme-specific written terms form the agreement between WildestVet and the participant.

22.2 If there is a conflict, programme-specific terms expressly stated in the booking confirmation will apply, provided that they comply with applicable law.

22.3 No amendment or special arrangement is binding unless recorded in writing by an authorised WildestVet representative.

22.4 If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply.

22.5 A failure or delay by WildestVet in enforcing a provision does not amount to a waiver of that provision.

22.6 WildestVet may update these Terms and Conditions from time to time. The version accepted when a booking is confirmed will ordinarily govern that booking unless a later change is required by law or accepted by the participant.

23. Contact details

WildestVet
Botlierskop Private Game Reserve
Garden Route, South Africa
Email: book@wildestvet.co.za
Website: https://wildestvet.co.za/