Terms and conditions

Who we are

Fundani Tours DMC Terms and Conditions

1. Introduction
   These Terms and Conditions (“Terms”) govern the provision of travel and tourism services by Fundani Tours DMC (Destination Management Company) (“Fundani Tours,” “we,” “us,” or “our”) to clients, agents, and third-party partners (“you” or “the client”). By engaging our services, you agree to be bound by these Terms.
2. Scope of Services
   Fundani Tours DMC offers the following services, which may vary by destination and client requirements:

• Ground handling and transportation services
• Accommodation booking and coordination
• Guided tours and excursions
• Airport transfers
• Event and conference management (PCO and EMC services)
• Educational and cultural tours
• Adventure and leisure tourism packages
• Custom itinerary planning
• VIP and incentive travel arrangements

1. Bookings and Confirmations
   3.1 All bookings must be made in writing via email or our official booking system.
   3.2 Bookings are subject to availability and are only confirmed once a deposit or full payment is received.
   3.3 A booking confirmation will be issued detailing all inclusions, exclusions, payment details, and itinerary.
   3.4 Any special requests (e.g., dietary requirements, disability access) must be communicated at the time of booking.
2. Payments
   4.1 A non-refundable deposit of 30% of the total amount is required to confirm a booking.
   4.2 The balance must be paid at least 30 days before the travel start date unless otherwise agreed.
   4.3 For bookings made within 30 days of departure, full payment is required at the time of booking.
   4.4 Payments must be made via bank transfer, credit card, or as agreed upon. All bank charges are the client’s responsibility.
   4.5 Fundani Tours reserves the right to cancel any unpaid bookings.
3. Cancellation and Refund Policy
   5.1 Cancellations must be made in writing and acknowledged by Fundani Tours.
   5.2 Cancellation fees apply as follows:

• 31+ days before travel: loss of deposit
• 15–30 days before travel: 50% of the total cost
• 8–14 days before travel: 75% of the total cost
• 0–7 days before travel: 100% of the total cost
  5.3 Refunds, where applicable, will be processed within 30 days of cancellation, minus any applicable administrative or bank fees.
  5.4 No refunds will be provided for no-shows or unused services once the trip has commenced.

Amendment of Terms
Fundani Tours reserves the right to amend these Terms at any time. Updated versions will be made available on our website or upon request. Continued use of our services indicates acceptance of the revised Terms.

Changes and Amendments
6.1 Any changes requested after confirmation may incur additional fees.
6.2 Changes are subject to availability and cannot be guaranteed.
6.3 Fundani Tours reserves the right to make minor adjustments to itineraries due to operational requirements, weather conditions, or supplier issues.
6.4 In the event of major changes, clients will be notified and offered alternative options or refunds where appropriate.

Client Responsibilities
7.1 Clients must ensure they have valid passports, visas, vaccinations, travel insurance, and any required travel documents.
7.2 Clients are responsible for adhering to local laws, customs, and conduct expected in each destination.
7.3 Any damage to vehicles, property, or accommodation caused by a client will be charged to the client.
7.4 Clients must arrive punctually for scheduled activities. Late arrivals may result in missed services, for which no refunds will be issued.

Travel Insurance
8.1 All clients are strongly advised to obtain comprehensive travel insurance covering personal accident, medical expenses, loss of baggage, and trip cancellations.
8.2 Fundani Tours is not liable for any costs arising from events not covered by client insurance.

Liability and Indemnity
9.1 Fundani Tours acts as an agent for various suppliers (hotels, transport companies, guides, etc.) and is not liable for injury, death, damage, loss, or delay caused by such third parties.
9.2 Fundani Tours will not be liable for force majeure events, including but not limited to natural disasters, war, strikes, pandemics, or government regulations.
9.3 Clients agree to indemnify Fundani Tours against any claims, losses, or damages arising from their participation in activities arranged through us.

Complaints and Dispute Resolution
10.1 Any complaints must be reported immediately to a Fundani Tours representative during the trip.
10.2 If not resolved on-site, the complaint must be submitted in writing within 14 days of the trip’s end.
10.3 Fundani Tours will investigate and respond within 30 days.
10.4 Any disputes not resolved amicably shall be governed by South African law and submitted to the jurisdiction of South African courts.

Privacy Policy
11.1 We collect client information solely for booking, communication, and service improvement purposes.
11.2 Fundani Tours will not share personal data with third parties, except where required to fulfill travel arrangements.
11.3 All data is processed in compliance with the Protection of Personal Information Act (POPIA).

Marketing and Media
12.1 Fundani Tours may take photographs and videos during tours for marketing purposes.
12.2 Clients who do not wish to be photographed must notify us in advance.
12.3 We will never use your image in a defamatory or harmful way.

Special Terms for Agents and Partners
13.1 All B2B partners and travel agents must adhere to our partner agreements, rate structures, and booking protocols.
13.2 Commissions and net rates are confidential and must not be disclosed to clients.
13.3 Partners are responsible for ensuring their clients are aware of and agree to Fundani Tours’ terms.

1. INFORMATION WE COLLECT

We collect personal and non-personal information to provide and improve our travel services. The types of information we collect include:

1.1 Personal Information:

• Name, surname, and contact details (email, phone number, address)
• Payment details (credit/debit card details, billing address)
• Passport and visa details (where applicable)
• Travel preferences, dietary requirements, and special assistance needs
• Emergency contact details
• Company details (if booking on behalf of a business)

1.2 Non-Personal Information:

Website usage data, cookies, and analytics

Browser type, device type, and IP address

2. HOW WE USE YOUR INFORMATION

We use your information for the following purposes:

• To process bookings and payments
• To provide travel services and customer support
• To communicate booking confirmations, itinerary updates, and other service-related notifications
• To improve our services and user experience
• To comply with legal and regulatory obligations
• For marketing and promotional purposes (only with your consent)

3. SHARING YOUR INFORMATION

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

• Travel service providers: Hotels, airlines, activity operators, and transport providers
• Third-party service providers: Payment processors, IT service providers, and marketing platforms
• Legal authorities: When required by law, regulation, or legal process

We ensure that any third parties we work with maintain data protection standards in line with applicable laws.

4. DATA SECURITY

We implement industry-standard security measures to protect your personal data from unauthorized access, loss, or misuse. However, no method of data transmission is 100% secure, and we cannot guarantee absolute security.

5. DATA RETENTION

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law.

6. YOUR RIGHTS & CHOICES

Under South African and international data protection laws, you have the right to:

• Access, correct, or update your personal information
• Object to processing for direct marketing purposes
• Request the deletion of your personal information (subject to legal obligations)
• Withdraw consent for processing where applicable

To exercise these rights, contact us at legal@fundanitours.co.za

7. COOKIES & TRACKING TECHNOLOGIES

Our website uses cookies and tracking technologies to enhance user experience and analyze website performance. You can manage cookie preferences through your browser settings.

8. THIRD-PARTY LINKS

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

9. CHILDREN’s PRIVACY

We may from time to time offer our Services to persons under the age 18 (“Child”). However, where this does occur such Services and information required shall not be obtained without the express consent of a parent or guardian and shall be for the purposes on delivering the Services. For the purposes of delivering our Services, we do where necessary collect personally identifiable information from individuals under the age of 18. Such information will only be obtained with the express consent of a legal guardian or parent of an individual under the age of 18. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data without your express consent directly or indirectly through a third party which allows for them to share your Child’s information with us, please contact us. If we become aware that we have collected Personal Data from a Child without verification of parental consent, we will take steps to remove that information. Changes to this Privacy Policy We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. CHANGES TO THIS PRIVACY POLICY

We may update this policy from time to time. Any changes will be posted on this page with an updated effective date.

11. CONTACT US

For any privacy-related inquiries, please contact us at:

Fundani Tours DMC (Fundani Tourism CC, Reg. 2005/086423/23)
Email: info@fundanitours.co.za
Phone: +27 81 403 1279
Website: www.fundanitours.co.za

By using our services, you acknowledge that you have read and understood this Privacy Policy.