Terms & Conditions

Haven Trails Adventures is a fully licensed travel company registered in the United Republic of Tanzania, providing guided safaris, mountain climbs, Zanzibar tours, day trips, and cultural experiences across Tanzania and East Africa. We are committed to delivering safe, enriching, and memorable journeys for all our guests.

• Business Registration Number: 539188
• Tax Identification Number (TIN): 154-477-535
• Registered Office: 2nd Floor, NSSF Building, Kilimanjaro Region, Tanzania
• Primary Contact: info@haventrails.com · +255 713 334 154
• Website: www.haventrails.com

These Terms and Conditions apply whenever you engage with Haven Trails Adventures, whether:

• You book a tour directly through our official website, email, or phone channels
• You book through authorised partners, agents, or travel representatives
• You book via online platforms affiliated with Haven Trails Adventures
• You participate in any tour, trek, day trip, or activity organised by us

By completing a booking or participating in any Haven Trails Adventures programme, you acknowledge and agree to these terms on behalf of yourself and all members of your party.

Haven Trails Adventures is dedicated to providing:

To ensure smooth travel arrangements, we may request personal information, including your full name, age, passport details, medical conditions, and dietary preferences. This information will only be used to:

• Arrange national park permits, accommodations, and transportation on your behalf
• Ensure all dietary, medical, or accessibility requirements are met during your trip
• Comply with Tanzanian immigration, national park, and government requirements

Your information will remain confidential and will only be shared with service providers directly involved in delivering your journey. For full details on how we handle your data, please refer to our Privacy Policy.

For your safety, security, and protection against fraud, please use only the following verified communication channels when dealing with Haven Trails Adventures:

• Email: All addresses ending with @haventrails.com only
• Phone / WhatsApp: Numbers published on our official website at www.haventrails.com
• Live Chat: Available directly on our official website
• Primary line: +255 713 334 154

Your booking process follows a clear, step-by-step approach to ensure everything is in place before your trip departs:

Payment Methods

• Bank transfer / wire: No surcharge. Preferred for international payments.
• Credit card (Visa / Mastercard): A 3.5% processing surcharge applies.
• Cash on arrival: USD, EUR, or GBP accepted at the airport in Tanzania. Must be pre-agreed.
• All transaction fees (including international wire fees) are the client's responsibility.

If you are unable to assume the responsibilities of group organiser, individual bookings are recommended so that each client can liaise directly with our team.

Prices quoted at the time of booking are confirmed and binding. Price changes may only occur in the following limited circumstances:

• Government-mandated fee adjustments: National park fees, conservation levies, or tax changes imposed by Tanzanian authorities
• Unforeseen cost increases: Significant and unexpected fluctuations in fuel, currency exchange, or other operational costs
• Force majeure: Events entirely beyond our control (see Section 9)

In any case where a price change is necessary, we will contact you promptly in writing and provide options: accept the adjustment, reschedule to a future date, or receive a refund of monies paid where applicable.

Cancellation terms depend on timing and the policies of third-party service providers (lodges, airlines, national parks) involved in your itinerary. We strongly encourage flexible travel insurance that covers cancellation.

Each client is solely responsible for ensuring their travel documents meet the requirements for entry into Tanzania. Haven Trails Adventures cannot be held responsible for denied entry due to documentation issues.

• Passport validity: Must be valid for at least 6 months beyond your intended departure from Tanzania
• Blank pages: Passport must contain at least 2 blank pages for entry and exit stamps
• Tanzania e-visa: Apply in advance at visa.immigration.go.tz; most nationalities $50 USD, US citizens $100 USD (multiple entry)
• Zanzibar ZIC insurance: Mandatory for all visitors to Zanzibar (~$44 USD); purchase at visitzanzibar.go.tz before arrival
• Yellow fever certificate: Required if arriving from or transiting a yellow fever endemic country with a 12+ hour layover
• Children and minors: Require their own passport, visa, and all associated permits

Accommodation is provided as specified in your confirmed itinerary. The following applies:

• Group tours: Shared accommodation is standard; private room upgrades are available for an additional fee and must be requested at booking
• Kilimanjaro climbs: Shared tents are standard on all routes; private tents are available on request for an additional cost
• Accommodation substitutions: In rare cases, we may substitute accommodation of equal or higher standard where necessary due to availability or operational reasons
• Solo travellers: Single supplement fees may apply at certain lodges and camps; this will be clearly stated in your quote
• Check-in / check-out: Standard lodge and camp check-in and check-out times apply unless specifically arranged

Clients are responsible for assessing their own physical fitness and suitability for the activities booked. Safaris and treks — particularly Kilimanjaro climbs — can be physically demanding and take place in remote environments with limited medical facilities.

• Medical conditions: Disclose any pre-existing medical conditions at the time of booking. We may request a medical clearance letter from your physician for high-altitude treks or physically intensive activities.
• Dietary requirements: Must be communicated at least 30 days prior to departure to allow adequate preparation.
• Accessibility needs: Must be communicated at booking. We will make reasonable efforts to accommodate, but cannot guarantee accessibility in all remote park locations.
• Vaccinations: We provide general guidance, but clients must consult a licensed travel medicine physician for personalised advice.
• Malaria prophylaxis: Strongly recommended for all Tanzania destinations. Discuss appropriate medication with your doctor at least 4–6 weeks before travel.

Comprehensive travel insurance is required for all Haven Trails Adventures bookings. Tanzania's remote national parks and mountain environments place significant distances between guests and emergency medical facilities. Without adequate insurance, the cost of medical evacuation can be catastrophic.

Your travel insurance must cover, at minimum:

• Medical emergencies: Including hospitalisation, treatment, and repatriation
• Emergency medical evacuation: Including helicopter evacuation from national parks and mountain environments — typically $15,000–$50,000+ without cover
• Trip cancellation and curtailment: Including cancellation due to illness, injury, or force majeure
• High-altitude trekking: Specifically required for Kilimanjaro and other mountain climbs — many standard policies exclude activities above 4,000m
• Baggage and personal effects: Including camera equipment and valuable items

All clients are expected to follow safety instructions provided by Haven Trails Adventures guides at all times. The chief guide has final authority on all matters related to safety, routing, wildlife interaction, and expedition management.

• Guides have the authority to modify or terminate a safari or trek if safety is at risk
• Clients must remain in the vehicle during game drives unless instructed otherwise by the guide
• No feeding or harassing of wildlife is permitted under any circumstances
• Kilimanjaro guides have sole authority over descent decisions and summit attempts
• Disrespectful, threatening, or dangerous behaviour toward guides, staff, or other clients may result in immediate removal from the tour without refund

Clients acknowledge and accept that safari and trekking activities inherently involve risk. By booking and participating in any Haven Trails Adventures programme, clients voluntarily assume these risks and accept personal responsibility for their own safety and wellbeing. Inherent risks include but are not limited to:

• Wildlife encounters: Managed through expert guidance, but inherent risk cannot be eliminated entirely
• High-altitude conditions: Altitude sickness, extreme cold, and unpredictable weather on Kilimanjaro and other mountains
• Remote travel: Limited immediate access to medical facilities in national park and wilderness areas
• Physical exertion: Long game drives, hiking, and trekking activities that require a reasonable level of physical fitness
• Road conditions: Variable road quality in Tanzania, particularly in rural areas and during wet season

Haven Trails Adventures acts as a service provider and agent in good faith. We accept responsibility for services directly provided by our own staff and equipment. However, we cannot accept liability for:

• Actions or omissions of third-party service providers (lodges, airlines, national park authorities)
• Losses or damages arising from events beyond our reasonable control, including force majeure events
• Personal injury, illness, loss, or damage arising from the inherent risks of adventure travel
• Costs arising from failure to obtain adequate travel insurance
• Denial of entry due to documentation, visa, or health certificate deficiencies

Nothing in these Terms limits liability for death or personal injury caused by our proven negligence. Where liability exists, it is limited to the total amount paid by the client for the affected service. These Terms are governed by the laws of the United Republic of Tanzania.