Volunteer Travel Archives

Payment & Refund Policy

WILDest VET Refund & Cancellation Policy

This policy applies to all bookings for Wildest Vet. By making a booking, you agree to the terms below.

1. Booking Confirmation and Payments

A confirmed booking is only valid once we have received:

A completed application accepted by Wildest Vet; and
The deposit payment as agreed in your booking confirmation.

The remaining balance must be paid in full by the date specified in your confirmation invoice, generally no later than 90 days prior to departure.

2. Cancellation by You

To cancel a booking, you must notify us in writing to the email address provided in your booking confirmation. Cancellation fees are based on the time before the scheduled departure:

Time Before Departure	Refund Amount
90+ days	80% of total paid*
60–89 days	50% of total paid*
30–59 days	30% of total paid*
Less than 30 days	No refund

*Less any non-refundable costs already incurred (e.g., third-party supplier fees).

These percentages reflect not only administrative requirements but also fixed costs related to bookings and confirmed services.

3. Rescheduling

If you request to reschedule your booking more than 60 days before departure, we will accommodate this subject to availability and may transfer the value of your payments to a future departure date once only. Rescheduling requests within 60 days of departure may incur penalties and additional fees.

4. No-Shows and Early Departure

If you fail to arrive for the Journey or depart early for personal reasons, no refund will be issued for unused portions of the Journey or services.

5. Cancellation by Wildest Vet | Women

We reserve the right to cancel a Journey due to:

Insufficient group numbers
Safety concerns
Force majeure events (e.g., extreme weather, political instability, government restrictions)

In these cases, you will be offered:

A full refund of all monies paid; or
A transfer to an alternative Journey of equal value.

Wildest Vet | Women is not responsible for additional costs you may incur outside of our services (e.g., international flights).

6. Third-Party Elements

Some elements of your Journey (e.g., activities, accommodations, transport) may be supplied by third parties. These suppliers may have their own cancellation and refund policies, which may limit the refund Wildest Vet | Women can provide for those components.

7. Refund Processing

Approved refunds will be processed within 30 business days of written cancellation and will be issued back to the original method of payment, less any bank charges.

8. Force Majeure

Wildest Vet | Women will not be held liable for cancellations or changes due to events outside our control, including natural disasters, war, government action, epidemics, or other force majeure events. However, we will offer you alternatives or a refund where appropriate.

9. Governing Law

These policies will be governed by the applicable laws of the Republic of South Africa.

Payment Processing Fees and Charges

1. Responsibility for Transaction Fees

a. All payments made in connection with bookings, deposits, fees, or purchases on the Wildest Vet website or through any third-party payment processor shall be made in full without deduction, set-off, or withholding.

b. The Purchaser acknowledges and agrees that any transaction fees, processing fees, banking charges, foreign exchange fees, international transfer costs, or similar charges imposed by financial institutions, payment gateways, or third-party payment processors in connection with the Purchaser’s chosen method of payment (“Transaction Fees”) are the sole responsibility of the Purchaser.

2. No Liability by Wildest Vet

Wildest Vet, its affiliates, employees, agents, and representatives shall not be liable for any Transaction Fees, costs, or charges arising from or connected to the processing of payments by the Purchaser. Wildest Vet shall not be required to reimburse, absorb, offset, or otherwise take on liability for such fees.

3. Payment Authorization and Final Amount

By submitting payment information, the Purchaser authorises Wildest Vet and/or its authorised payment processor to charge the Purchaser’s chosen payment method for the full amount due, including any Transaction Fees. Wildest Vet shall not be responsible for delays, failures, or errors in payment processing attributable to the Purchaser’s bank, payment provider, or external networks.

4. Currency and Exchange Rates

If the Purchaser elects to pay in a currency other than South African Rand (“ZAR”), the final amount charged will be determined by the exchange rate applied by the Purchaser’s financial institution or card provider at the time of clearing. Wildest Vet shall not be liable for fluctuations in exchange rates or any resulting differences in the amount ultimately debited from the Purchaser’s account.

Effective Date: 01/01/2024

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how Wildest Vet, “we,” “us,” or “our”) collects, uses, stores, and discloses your information when you visit or interact with our website and services.

1. Information We Collect

We may collect:

Contact Information: name, email address, phone number, postal address.
Booking Information: travel dates, itinerary preferences, passport details.
Payment Information: transaction details (processed securely).
Health & Safety Information: any medical or dietary information relevant to your participation in a journey.
Website Usage Data: IP address, device type, browser information, cookies.

We collect this information only with your consent or as required to provide our services.

2. How We Use Your Information

Your information is used to:

Communicate with you about bookings, inquiries, or support.
Process and manage your bookings and payments.
Tailor our services and offers to your preferences.
Provide operational support during your journey.
Comply with legal and regulatory requirements.

We will not use your personal data for purposes outside these without your explicit consent.

3. Sharing Your Information

We do not sell, rent, or trade your information. We may share personal data with:

Third-party service providers (e.g., accommodation, transport, vets, activity providers) necessary to operate your journey.
Marketing partners only if you opt in.
Legal authorities when required by law.

Your personal information will only be shared to the extent necessary to deliver the agreed services.

4. Security

We implement industry-standard security measures to protect your information from unauthorized access, disclosure, or destruction. While we strive for strong data protection, no system is entirely immune to risk.

5. Cookies & Tracking

Our website uses cookies and similar technologies to enhance your browsing experience and analyse trends for improvement. You can choose to disable cookies through your browser settings.

6. Your Rights

You have the right to:

Access the personal data we hold about you.
Update or correct your information.
Request deletion of your data (subject to legal obligations).
Withdraw consent for marketing communications.

To exercise these rights, contact us at Book@wildestvet.co.za

7. Children’s Privacy

Our services are intended for adults only. We do not knowingly collect or store information from individuals under the age of 18.

8. Policy Updates

We may update this Policy from time to time. We will post changes on the site with a revised effective date. Your continued use of our services after such changes indicates acceptance of the updated policy.

Contact Us:
Wildest Vet
Email: Book@wildestvet.co.za

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