2. Payment schedule

Unless a different payment schedule appears on the participant’s invoice, payments are structured as follows:

• A 20% deposit is required to confirm the booking.
• A further 30% is payable 60 days before the programme begins.
• The remaining 50% must be paid before the participant arrives.

A booking is only confirmed after:

• The participant’s application has been accepted; and
• The required deposit has been received.

Failure to make payment by the due date may result in the booking being suspended or cancelled after reasonable written notice.

3. Deposit

The 20% deposit secures the participant’s place and allows WildestVet to begin making programme, accommodation and supplier arrangements.

The deposit is non-refundable, except where:

• WildestVet cancels the programme and the participant does not accept an alternative programme;
• A refund is required under applicable South African law; or
• WildestVet agrees otherwise in writing because of exceptional circumstances.

Any cancellation charge, including the retention of the deposit, will only be applied to the extent that it is reasonable and legally permitted.

4. Payment methods and charges

Payments may be made using one of the payment methods provided by WildestVet.

The participant is responsible for all:

• Bank charges
• Card-processing fees
• International transfer costs
• Foreign-exchange charges
• Payment-provider transaction fees

WildestVet must receive the full amount shown on the invoice.

Where payment is made in a currency other than South African rand, the participant is responsible for any difference caused by currency fluctuations or conversion charges.

5. Cancellation by the participant

All cancellations must be submitted in writing to:

book@wildestvet.co.za

The cancellation date will be the date on which WildestVet receives the written notice.

The following refund percentages apply to programme fees paid above the non-refundable deposit:

Cancellation notice received:

60 days or more before the programme          50%

59 days or less before the programme             No refund

Refunds may be reduced by reasonable non-refundable expenses already incurred on behalf of the participant, including:

• Accommodation reservations
• Transport arrangements
• Activity or supplier costs
• Permits and administrative expenses
• Bank or payment-processing charges

When determining a reasonable cancellation charge, WildestVet may consider the notice provided, the likelihood of filling the cancelled place, the nature of the programme and any costs already incurred.

6. Medical and exceptional circumstances

Requests relating to serious illness, injury, hospitalisation, death or another exceptional circumstance will be considered individually and in accordance with applicable law.

WildestVet may request reasonable supporting documentation, such as a medical certificate or hospital documentation.

Any additional refund, credit or transfer granted outside the standard policy is at WildestVet’s discretion unless otherwise required by law.

7. Rescheduling

Requests to move a booking to another programme must be submitted in writing.

Where a request is received more than 60 days before the programme begins, WildestVet may allow eligible payments to be transferred to one future programme, subject to:

• Availability
• Existing supplier commitments
• Any non-refundable costs already incurred
• Payment of any difference in programme price
• Written confirmation from WildestVet

Requests received within 60 days of the programme may be declined or may attract additional charges.

A booking may ordinarily only be transferred once. It may not be transferred to another person without prior written approval from WildestVet.

8. No-shows and early departure

No refund will be provided where a participant:

• Fails to arrive for the programme;
• Arrives late;
• Leaves before the programme ends;
• Chooses not to participate in an included activity; or
• Is removed because of serious misconduct or failure to follow safety instructions.

Unused accommodation, meals, transport or programme activities are not refundable.

This provision remains subject to any rights that cannot legally be excluded.

9. Cancellation by WildestVet

WildestVet may cancel or reschedule a programme because of:

• Insufficient participant numbers
• Safety or animal-welfare concerns
• Reserve or government restrictions
• Severe weather
• Supplier failure
• Wildlife or veterinary circumstances
• Force majeure or events outside our reasonable control

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

• Transferring the amount paid to an agreed alternative programme of equal value; or
• Receiving a refund of programme fees paid to WildestVet.

Where legally permitted, reasonable non-refundable third-party costs already incurred may be deducted.

WildestVet is not responsible for independently booked flights, visas, accommodation, insurance, lost income or other personal travel expenses. Participants are strongly advised to obtain suitable travel and cancellation insurance.

10. Programme and itinerary changes

Wildlife veterinary and conservation work is unpredictable. Activities depend on animal-welfare needs, veterinary decisions, permits, weather conditions, reserve requirements and the availability of wildlife and professionals.

Changes to the order, location or nature of programme activities do not automatically entitle a participant to a refund, provided that WildestVet continues to deliver a reasonably comparable programme.

No particular wildlife species, procedure, capture, relocation or veterinary intervention is guaranteed.

11. Refund processing

Approved refunds will normally be processed within 30 business days after the refund amount has been confirmed.

Refunds will be made through the original payment method wherever reasonably possible.

Any permitted bank, transaction, foreign-exchange or payment-processing charges may be deducted from the refund.

WildestVet is not responsible for delays caused by banks or payment providers after the refund has been processed.

12. Travel insurance

Participants must obtain appropriate personal travel insurance.

Recommended cover includes:

• Trip cancellation or interruption
• Emergency medical treatment
• Medical evacuation or repatriation
• Flight delays or cancellations
• Lost or damaged luggage
• Personal belongings

WildestVet’s work-related and third-party insurance does not replace the participant’s personal travel, medical or cancellation insurance.

13. Policy updates

WildestVet may update this policy from time to time. The version accepted when the participant’s booking is confirmed will ordinarily apply to that booking, unless a change is required by law or agreed to in writing.

14. Contact details

WildestVet
Botlierskop Private Game Reserve
Garden Route, South Africa

Email: book@wildestvet.co.za
Website: www.wildestvet.co.za