Terms & Conditions
Booking Terms, Payment Conditions & Cancellation Policy
Flexible Deposit
Starting from 0% for day tours, up to 30% for extended safaris
Secure Payment
Visa, Mastercard & Amex accepted with no transaction fees
Fair Cancellation
Free cancellation more than 60 days before departure
Safari Tour Cancellation Policy
Understanding our cancellation charges and refund process
Phronesis Tours’ cancellation charges are based on the fact that once we book hotels, safari lodges/camps, domestic flights, or other services on your behalf, we incur cancellation fees from our suppliers. We strive to keep these charges as low as possible.
Cancellation Charges for Kenya & Tanzania Safaris
More than 60 days
Prior to safari commencement
No cancellation charge – Full refund
60 to 36 days
Prior to safari commencement
20% cancellation charge
35 to 16 days
Prior to safari commencement
40% cancellation charge
15 to 4 days
Prior to safari commencement
60% cancellation charge
3 days or less before safari
Prior to safari commencement
100% cancellation charge – No refund
Important Notes on Refunds
Refund Method
Any refund due will be credited back to the original credit/debit card used for payment, provided the request is made within 6 months of the cancellation.
Administrative Fee
A 5% administrative fee will be deducted to cover transaction and processing costs.
Processing Time
Refunds will be processed within 60 days from the date we receive official written cancellation notification.
Supplier Policy
The final refund amount will also be subject to the cancellation policies of our contracted suppliers (hotels, lodges, airlines, etc.).
Payment Terms & Deposit Requirements
1-Day Safaris
No deposit required
2-3 Day Safaris
Deposit required per person
4-6 Day Safaris
Deposit required per person
7-12 Day Safaris
Deposit required per person
Combined Tours
Kenya & Tanzania safaris
Balance Payment Due Date
The balance is due between 6 and 1 day prior to the commencement of your safari. All payments (deposit and final balance) are preferably made via credit card online.
Currency Requirements
For international clients, payments must be made in US Dollars (USD) as quoted. Payments in other currencies are accepted only by prior arrangement and at the prevailing exchange rate.
Payment Methods
Secure and convenient payment options
Preferred Method
Credit/Debit Card
We strongly discourage cash transactions for security reasons. We accept Visa, Mastercard, and American Express through our secure online payment gateway.
✓ Secure online payment gateway
✓ No transaction fees from Phronesis Tours
✓ Payment link sent via email
Note: Your card issuer may apply international processing fees
Alternative Method
Bank Transfer (RTGS/Wire)
All official company bank accounts are located in Nairobi and Mombasa, Kenya. We do not operate bank accounts in any other locations or countries.
For your protection, please ensure all payments are made only to the verified bank details provided by our official team. If in doubt, contact us directly before making any payment.
Website Prices and Surcharges
Understanding our pricing structure
All prices published on our website are quoted per person (unless otherwise stated) in US Dollars (USD) and should be treated as a guideline only. Phronesis Tours cannot be held responsible for any changes or pricing errors on the website. The final confirmed price will be provided in your official quotation.
Prices Do NOT Include:
⚠ Price Adjustment Rights
We reserve the right to adjust prices in the event of significant increases in:
- Transportation costs (fuel, airfares, taxes, landing/embarkation fees)
- Park or concession fees
- Adverse exchange rate fluctuations
Any such surcharge will be communicated to you as soon as possible.
Safari Conditions & Important Information
What you need to know before booking
📄 General Booking Conditions
We make every effort to ensure you enjoy a safe and memorable safari. However, if any issue arises during your tour, please inform your Tour Manager/Consultant, lodge/camp manager, or driver/guide immediately.
Complaints Procedure:
If the issue cannot be resolved during the safari, please submit a written complaint to us within 30 days of your return. Failure to report the problem while on tour may limit our ability to investigate and resolve it.
📅 Seasonal Factors & Availability
Some tourist facilities (including swimming pools) may be closed or under maintenance, especially at the beginning or end of seasons.
Public holidays and religious festivals (such as Ramadan) may also affect the availability of services, shops, and amenities.
Wild Animals and Safari Risks
African safaris involve close contact with wild animals. While attacks are rare, they can never be entirely ruled out.
Many safari camps are unfenced, allowing wildlife to move freely through the property at any time.
⚠ Neither Phronesis Tours, its employees, nor its suppliers can be held responsible for any injury, incident, or accident involving wild animals.
Travel Insurance (Highly Recommended)
It is essential that every member of your party obtains comprehensive travel insurance.
Your insurance should cover:
Insurance should be purchased at the time of booking to cover cancellations from the date of deposit. Phronesis Tours cannot be held liable if you choose not to take out adequate insurance.
Responsibility and Liability
Understanding our service obligations
Safari travel in Africa involves inherent risks, including travel in remote areas with variable road conditions, forces of nature, and limited medical or evacuation facilities.
Agency Relationship
Phronesis Tours acts only as an agent for hotels, lodges, airlines, transport providers, and other independent contractors. We do not own or directly operate all services included in your package and cannot be held liable for any act, omission, delay, loss, damage, injury, or death caused by these third-party suppliers.
Itinerary Changes
We reserve the right to substitute accommodation of similar standard or make necessary changes to the itinerary due to weather, road conditions, airline disruptions, or other unforeseen circumstances beyond our control (including acts of God, terrorism, or government actions).
Baggage
All baggage is carried at the passenger's own risk.
Practical Safari Information
Important details for your journey
✈ Safari Transport
Safari vehicles used on rough roads in East Africa differ from standard tourist vehicles.
- Most 4×4 safari vehicles have standard ventilation rather than full air-conditioning
- Open-sided vehicles may be used for game viewing in certain reserves
⚡ Electricity
Electricity in many safari lodges is generator-powered and may be switched off at night.
- Kenya operates on 240V / 50Hz
- British-style three-pin plugs
- Universal travel adapter recommended
- Power fluctuations may occur
⚠ Water Safety
Tap water is not safe for drinking.
Bottled drinking water is provided in all lodges and camps for drinking and brushing teeth.
🛡 Law and Jurisdiction
These terms and conditions are governed by the laws of the Republic of Kenya.
Any disputes arising from this contract shall be subject to the jurisdiction of the Kenyan courts or resolved through arbitration in Kenya.
Complaints Procedure
We're committed to resolving any concerns
During Your Safari
Report any dissatisfaction immediately to your Tour Manager/Consultant (via email or WhatsApp) for prompt on-site resolution.
After Your Trip
If the matter remains unresolved, submit a formal written summary within 30 days after the completion of your tour.
Our Response
We will investigate all genuine complaints and provide a response or compensation (where applicable) within 30 days.
Questions About Our Terms?
Our team is here to help clarify any questions you may have about our booking terms and conditions