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Booking & cancellation policy

From deposit to refund, know where you stand.

Version & effective date: 26 October 2026

Deposit
50%
Balance due
60 days before
Full refund
61+ days before

Scope

This policy is issued by TANVOYA ADVENTURE LIMITED (Tanvoya Adventure) and applies to new bookings made from the effective date that incorporate it. Existing bookings retain their original terms unless both parties agree otherwise in writing.

The trip starts on the date of the first purchased service in your confirmation, including any included arrival transfer or arrival-night accommodation. Days mean calendar days, calculated using local dates in Tanzania. Business days are Monday to Friday, excluding Tanzanian public holidays.

Services by journey type

Safari vehicles & transfers
The current safari itineraries list private 4x4 vehicles with pop-up viewing roofs. Confirm seating, luggage space, equipment and breakdown arrangements; airport transfers are not automatically included in every itinerary.
Trekking team & equipment
The current trekking itineraries list guides, porters and a cook, with huts or camps depending on the route. Confirm personal clothing, boots, sleeping bags and other equipment, plus hotels before and after the climb, against the final inclusions.
Stays, meals & cultural activities
Stays depend on the confirmed properties, camps and room types; check meals day by day. Confirm cultural locations, timing, activities, costs and photography arrangements with local partners. Community visits and wildlife sightings depend on local conditions.

Confirming your trip & quotation

Please enquire at otto@tanvoyaadvanture.com. This website does not accept online bookings or payments. Before payment, your confirmation will identify the contracting party and payment recipient, travellers, service dates, itinerary, accommodation, meals, transfers, activities, inclusions, exclusions, currency, total price, payment dates and applicable policy version.

A booking is established once confirmed in writing and the required payment is received as agreed. An enquiry or quotation alone does not reserve rooms, vehicles or places. If an agreed service cannot be confirmed after payment, you may accept an alternative or receive a refund for the unconfirmed part without a customer cancellation charge.

Prepare a travel brief

Deposit & balance

  • Pay a 50% deposit after confirmation, credited towards the total price. It is due within 5 business days of the payment notice and no later than the balance due date; exact dates appear in your confirmation.
  • The remaining 50% is due 60 days before the trip starts. Bookings confirmed 60 days or less before the start require full payment, by the date stated in the confirmation and no later than the first service.
  • Use only the payment method listed in your confirmation, and verify any change of payment details again in writing. Supplier advance-payment requirements do not automatically increase your deposit or reduce the full-refund right at 61 days or more.
  • If a payment is overdue, we will contact you in writing to clarify the situation. There is no automatic debit or automatic forfeiture of all payments; further action follows your confirmation and applicable law.

Cancellation & refund rules

The traveller or an authorised lead booker must email otto@tanvoyaadvanture.com with the booking, travellers and services to cancel. Notice is the trip start date minus the local date the email reaches our inbox, regardless of when we read or reply to it.

Maximum pre-departure cancellation charges
Notice before trip startMaximum % of cancelled services’ price
61 days or more0%
31–60 days30%
15–30 days50%
8–14 days75%
7 days or less, or no-show100%

These are maximum charges, not automatic penalties at the highest rate. We will explain the calculation and deduct saved costs, recovered funds or resale proceeds as required by applicable law. The base is the total price of the cancelled services, not the deposit.

Cancel 61 days or more before the trip starts for a full refund of all travel payments received, including the deposit, in the original payment currency. No cancellation, supplier, administration or refund-channel fees are deducted, and the refund does not depend on suppliers refunding us first.

For example, for a trip starting on 1 July 2027, cancellation received on 1 May gives 61 days’ notice and a full refund; 2 May gives 60 days’ notice and falls within the 30% cap.

How refunds are calculated

Your refund is the relevant travel payments received minus the final lawful cancellation charge, with a minimum of zero. All permitted supplier, payment-channel and other deductions form part of that charge and remain within the cap, with no duplicate or additional fees above it. At 61 days or more, the charge is always zero.

For cancelled services priced at USD 4,000: cancelling 70 days before means a USD 2,000 deposit is refunded in full, or USD 4,000 if fully paid. Cancelling 45 days before after full payment gives a USD 2,800 refund if the final charge is at the 30% cap.

Flights, visas or insurance bought and paid for directly with another business follow that business’s terms. Partial cancellations are calculated on the affected services; room supplements or shared-cost changes for remaining travellers need separate explanation and written acceptance, without double recovery of the same loss. We do not automatically debit any excess charge over payments received; any outstanding balance must be assessed under the contract and applicable law.

Changes, substitutions & early departure

  • At 61 days or more, you may request one date change without a Tanvoya amendment fee. Actual supplier costs and price differences will be itemised for your acceptance. The new start should fall within 12 months after the original start, subject to availability and supplier consent.
  • At 60 days or less, changes and costs must first be checked. If a change is unavailable, cancellation of the original booking and a new reservation apply, with any concessions reflected in the settlement. Traveller substitutions also depend on visa, permit and supplier identification requirements.
  • Changes require written confirmation; until then the original booking remains in force. The amendment will state the new dates, price and payment credit. Later cancellation is measured against the newly confirmed start date, with the 61-day full-refund rule still applying.
  • No-shows still require assessment of legally refundable or recoverable amounts. Voluntary departure after the trip begins does not automatically make the whole booking non-refundable; settlement considers services delivered and unused, actual irrecoverable costs and applicable law. Failure by the company to deliver services is handled separately.

Refund method & timing

We will acknowledge cancellation within 3 business days and provide an initial breakdown within 5 business days. Clear, undisputed refunds will be initiated within 14 calendar days of receipt of the cancellation notice. At 61 days or more, all travel payments received are refundable without waiting for supplier settlement. Any shorter legal deadline or requirement to complete the refund within that deadline takes precedence.

Refunds normally use the original payment currency and channel. Bank posting can take additional time, and a customer’s bank conversion may produce a different amount in another currency. If the original channel is unavailable, we will verify the recipient and alternative method. For other notice periods, any unresolved portion will be explained with its amount, reason and next update date, with updates at least every 10 business days. This does not delay clear refunds or extend legal deadlines.

Company cancellation & itinerary changes

If we cannot deliver confirmed services, we will offer alternatives for you to accept or decline. If no acceptable alternative is available, payments for undelivered services are refunded. If the entire booking cannot proceed before departure, all travel payments for that booking are refunded. Any further company liability under applicable law remains unaffected.

Weather, roads, park closures or major safety changes will be assessed for alternatives, rescheduling or settlement of undelivered services, rather than automatically treated as customer cancellation. The 61-day full-refund rule and any legal rights to terminate without charge, receive refunds or other remedies remain unaffected. Personal illness, visa refusal or flight problems do not automatically allow free cancellation or changes; insurers decide claims under the policy.

Questions & your rights

Email us with any questions about terms, services or refunds. We will acknowledge receipt within 3 business days and provide an initial response within 5, with a next update date if further investigation is needed. Updates do not unilaterally change confirmed bookings. Ambiguities between language versions will be clarified in writing without reducing your rights under applicable law.

otto@tanvoyaadvanture.com

PHOTO CREDITS

Views of the wild and the mountains

Hero photograph: Gijs Tool / Unsplash ↗

Plains photograph: Husha Bilimale / Unsplash ↗

Kilimanjaro photograph: Sergey Pesterev / Unsplash ↗

Photographs illustrate travel ideas, not specific itineraries, accommodation or guaranteed wildlife sightings. The summit photograph was taken from Amboseli, Kenya.