1. Preamble

These General Terms and Conditions of Sale (T&Cs) govern the contractual relationship between My African Routes (hereinafter “My African Routes”), a specialist in bespoke travel design for South Africa, and its clients (hereinafter “the Client”).

It is important to note that My African Routes is not a traditional travel agency, but a travel designer — a creator of tailor-made journeys. As such, our activity consists of designing, organising and personalising itineraries tailored to the specific desires of the Client. We do not sell standardised travel products such as packages or airline tickets. As a travel designer, our role is to guide the Client throughout the preparation of their trip, offering personalised options based on their expectations. This distinction is fundamental, as it affects the type of service provided and the responsibilities that arise from it.

2. Definitions

Travel Designer: A professional who creates personalised, tailor-made journeys based on the specific expectations of the Client, without offering pre-established or standardised travel products.
Travel Agency: A company that sells tourism products such as packages, airline tickets, hotels or activities, often in the form of fixed packages.
Third-Party Suppliers: External providers — such as hotels, lodges, car rental agencies, airlines, guides and activity organisers — with whom My African Routes collaborates to organise the Client’s trip.

3. Nature of Services Provided by My African Routes

My African Routes specialises in creating bespoke journeys, offering specific expertise on South Africa. Services include, but are not limited to:

Designing a personalised itinerary tailored to the Client’s tastes, preferences and expectations.
Recommending and selecting accommodation, transport, activities and excursions based on the Client’s profile.
Organising and booking services (accommodation, transport, visits, guides, etc.) in partnership with local and international suppliers.
Providing practical advice on administrative formalities (visas, vaccinations, etc.), safety, health, local culture, and other important aspects of trip preparation.
Coordinating the logistical aspects of the trip on the ground to ensure a smooth and enjoyable stay.

Accommodation

My African Routes proposes accommodation that is accepted by the Client in the quote.

Transport

a. International flights
The booking of international flights is entirely the Client’s responsibility.

b. Domestic flights
Where their booking is entrusted to My African Routes, domestic flights will only be booked after the Client has signed the quote and paid the deposit.

c. Car rental
Where booking is entrusted to My African Routes, the vehicle reservation will only be made after the quote is signed and the deposit paid. My African Routes will pay only the deposit to the car rental agency; the balance remains the Client’s responsibility at the time of vehicle collection. The Client is entirely responsible for taking out and maintaining valid insurance with the rental agency for the duration of the rental. The vehicle reserved corresponds to the Client’s choice as stated in the commercial proposal; any changes desired will be at the Client’s expense.

d. Additional activities
Any request to organise additional activities after the quote has been signed will be subject to a charge. Restaurant reservations are the Client’s responsibility.

4. Distinction from a Traditional Travel Agency

It is essential to understand that My African Routes acts as an advisor and bespoke journey designer, not as a traditional travel agency. Unlike a travel agency that sells standardised products (packages, tickets, etc.), My African Routes creates unique experiences tailored to the specific needs of the Client. The Client does not book “off-the-shelf” services but participates in building their personalised itinerary.

Furthermore, My African Routes does not sell airline tickets, travel insurance or fixed services. The Client is therefore responsible for taking out any insurance necessary for their trip.

5. Journey Planning Process

1) Initial Consultation

The initial consultation, also called the First Call, is an essential step in personalising your trip. This meeting — held by video call or phone — aims to better understand your expectations, wishes and specific needs.

2) Commercial Proposal

Following the initial consultation, My African Routes sends you a personalised commercial proposal. This document is a key step in the bespoke journey design process. It includes:

Detailed itinerary
Selection of accommodation and services
Financial details
Terms and conditions
Additional explanations

3) Detailed Itinerary

The detailed itinerary is the centrepiece of our commercial proposal. It provides a complete, structured overview of your trip day by day, highlighting the key stages, planned activities and moments of discovery, while leaving room for free time to further personalise your experience.

Stage overview: description of the places visited and main stages of the trip.
Daily programme suggestion: day-by-day breakdown of activities, visits and travel.
Free time: identification of time slots left to your discretion for exploration or rest.
Travel: details of transport (private transfers, car rental, domestic flights).
Included experiences: specific activities included in the programme (safaris, guided tours, excursions).
Practical information: indicative schedules and specific tips for each stage or activity.
Additional suggestions: recommendations for optional activities or visits to consider during free time.

During this itinerary design phase, the Client may still request modifications to the proposed detailed itinerary up until the quote is signed.

4) Quote

Signing the quote formalises the commercial proposal. It represents both parties’ commitment to the pricing terms and the detailed itinerary. It includes a precise and detailed breakdown of services to be provided, confirms the detailed itinerary, and specifies the payment terms and validity period. The quote is designed to give you full transparency on the financial aspects of your trip, aligning each service with your expectations and budget.

5) Terms and Conditions

These Terms and Conditions are attached to the Quote.

6) Booking of Services

Once the quote is signed, My African Routes proceeds with booking the necessary services (hotels, excursions, transport) in collaboration with third-party suppliers. Once all bookings are confirmed, the Client receives their Travel Guide 10 days before departure.

7) Travel Guide (D-10)

The travel guide is a personalised and comprehensive resource designed to accompany you throughout your stay in South Africa. While it provides extensive practical and essential information, it cannot cover every eventuality and does not replace your own personal preparation.

6. Client Responsibilities

The Client is responsible for several aspects of trip preparation, including:

Providing complete and accurate information when requesting a quote and throughout the planning phase.
Verifying the validity of travel documents: up-to-date visas and a passport valid for more than 6 months beyond the return date.
Taking out all necessary insurance (travel, medical, cancellation, repatriation, vehicle, etc.) based on the risks associated with their trip.
Complying with local laws and regulations in South Africa, including those relating to safety, health and the environment.
Following up on their bookings with third-party suppliers to verify their accuracy and proper fulfilment.

7. Telephony and Connectivity

My African Routes provides a local SIM card to facilitate connectivity during your stay in South Africa. This card includes a mobile data plan, but its use is at your discretion.

Please be aware that telephone and data charges abroad can be significant. If you choose to use your own international SIM card, high roaming charges may apply. The My African Routes SIM card is designed to reduce these costs, but remains subject to network coverage and device compatibility.

My African Routes cannot be held responsible for any additional charges incurred through data use or any technical issues such as malfunctions or limitations relating to your smartphone. It is the traveller’s responsibility to verify these aspects before departure and to manage their usage accordingly.

8. Pricing and Payment

The rates proposed by My African Routes include journey design, itinerary planning and booking coordination. These rates are established based on the specific services requested by the Client and may vary depending on accommodation, transport and activity choices.

Prices are quoted in South African Rand (ZAR). It is the Client’s responsibility to ensure that the amount transferred in Euros (EUR) corresponds to the total in ZAR. An indicative Euro amount, based on the EUR/ZAR exchange rate of the day, is also provided. My African Routes reserves the right to charge for any fluctuation between Euros received and South African Rand (ZAR).

Payments are made according to the following schedule:

Deposit: to confirm your booking, a deposit of 50% must be paid within 7 working days of signing the Quote.
Balance: upon receipt of the final invoice, the balance must be settled 45 days before arrival.

The Client undertakes to pay the full amount for the services, in accordance with the accepted quote. Payments may be made by bank transfer or any other method agreed with My African Routes.

Payments to third-party suppliers (accommodation, excursions, airline tickets, etc.) will be settled directly by the Client, unless otherwise agreed.

All bank transfers must be received net of banking charges or commissions. All proof of payment must be sent by email to accounts@myafricanroutes.com.

9. Design Fees and Itinerary Modifications

Designing a bespoke journey involves a process of analysis, research, selection and optimisation carried out by My African Routes, including itinerary development, selection of accommodation and experiences, and all exchanges necessary to build the project.

In this context: the first two modifications to the initial quote are included and provided free of charge. Any further modification request will be invoiced based on the actual time spent, after informing the Client in advance. The applicable hourly rate is €80 (incl. VAT) per hour.

This rate covers in particular:

Research time and availability checking,
Itinerary adjustment and optimisation,
Selection or replacement of accommodation and activities,
Communications (emails, calls, video conferences) necessary to update the project,
Expertise and on-the-ground knowledge placed at the Client’s service.

If the trip is confirmed with My African Routes, any design and modification fees charged are fully deducted from the final trip amount.

All proposals, itineraries, documents and recommendations provided by My African Routes remain its intellectual property and may not be used, reproduced or transmitted to third parties without confirmation of the trip.

10. Cancellations, Modifications and Refunds

In the event of cancellation by the Client, cancellation fees may apply depending on third-party supplier policies and the stage of trip preparation reached. My African Routes will also retain fees relating to journey design and planning.

Requests to modify the itinerary must be made as soon as possible and will be processed subject to the possibilities offered by third-party suppliers.

No modification or cancellation may be made after the trip has begun.

No refund will be issued for services not used on the ground, except in cases of force majeure.

11. Liability of My African Routes

My African Routes undertakes to provide quality services and to implement all necessary means to ensure the smooth running of the trip.

However, My African Routes cannot be held liable for failures or changes made by third-party suppliers (airlines, hotels, guides, etc.), or for unforeseen events such as strikes, weather conditions, epidemics or medical incidents.

My African Routes is also not liable for delays, cancellations or loss of services due to circumstances beyond its control.

12. Confidentiality and Data Protection

My African Routes respects the confidentiality of personal information provided by the Client and undertakes to use it solely in connection with the provision of services relating to journey design and planning.

In accordance with personal data protection regulations (GDPR), the Client has the right to access, rectify and delete their personal data.

13. Disputes and Applicable Law

These Terms and Conditions are governed by South African law. In the event of a dispute, an amicable resolution will be sought first. Failing that, the competent courts shall be those located in South Africa, in accordance with the laws in force.

Version dated 27 January 2025 — My African Routes