Sidai Trails Safaris & Retreats
Terms & Conditions
Effective Date: July 2026
Welcome to Sidai Trails Safaris & Retreats (“Sidai Trails”, “we”, “our”, “us”). These Terms & Conditions govern all bookings made with Sidai Trails Safaris & Retreats, the use of our services, and your access to our website. By making a booking, using our services, or accessing our website, you agree to be bound by these Terms & Conditions.
- Booking & Confirmation
1.1 All bookings are subject to availability and are only considered confirmed once:
- the required deposit has been received;
- written confirmation has been issued by Sidai Trails Safaris & Retreats; and
- these Terms & Conditions have been accepted.
1.2 A booking confirmation and invoice will be sent once your reservation has been secured.
1.3 Sidai Trails Safaris & Retreats reserves the right to decline any booking before confirmation has been issued.
- Payment Terms
2.1 Booking Deposit
A non-refundable deposit of 30% of the total booking value is required to confirm your reservation.
Certain luxury lodges, private villas, scheduled flights, exclusive-use properties, peak-season travel, special events, permits, or bespoke experiences may require a higher deposit or full prepayment. Any such requirements will be communicated before your booking is confirmed.
2.2 Payment Schedule
Unless otherwise agreed in writing, payments shall be made as follows:
- 30% non-refundable deposit upon confirmation of the booking.
- A further 30% of the total booking value is due 90 days prior to the scheduled arrival date.
- The remaining 40% balance is due no later than 60 days prior to the scheduled arrival date.
Bookings made within 90 days of arrival require payment of all instalments that would already have fallen due.
Bookings made within 60 days of arrival require 100% payment at the time of booking.
Travel documents, vouchers, and final travel information will only be issued once the booking has been paid in full.
2.3 Failure to Make Payment
Failure to pay any amount by the due date may result in your booking being cancelled without further notice.
Where cancellation occurs due to non-payment:
- Sidai Trails Safaris & Retreats may cancel your reservation immediately.
- Reservations held with hotels, lodges, airlines, transport providers, conservancies, guides, or other suppliers may be released.
- Any payments already received may be retained to cover supplier cancellation charges, administrative expenses, bank charges, and any other non-recoverable costs incurred on your behalf.
- Sidai Trails Safaris & Retreats shall have no obligation to honour the original itinerary, availability, pricing, or accommodation should you later request to reinstate the booking.
- Where supplier cancellation charges exceed the amount already paid, Sidai Trails Safaris & Retreats reserves the right to recover any outstanding costs incurred on your behalf.
2.4 Reservation Availability
All quotations and reservations are subject to availability at the time payment is received.
Delayed payment may result in accommodation, flights, activities, park permits, transport, or other services becoming unavailable or increasing in price.
Should this occur, Sidai Trails Safaris & Retreats reserves the right to:
- amend the itinerary where necessary;
- substitute accommodation or services with alternatives of a similar or higher standard wherever reasonably possible;
- revise the quotation to reflect supplier price increases.
Every reasonable effort will be made to discuss suitable alternatives with the client before confirming any changes.
2.5 Payment Methods
Payments may be made via:
- Bank Transfer (Wire Transfer)
- Any other payment method agreed in writing by Sidai Trails Safaris & Retreats.
Payments must be received as cleared funds before the applicable payment deadline.
All bank transfer charges, intermediary bank fees, currency conversion costs, payment processing fees, and other transfer costs are the responsibility of the client.
The client is responsible for ensuring that the full invoiced amount is received by Sidai Trails Safaris & Retreats. Any deductions made by banks or financial institutions must be covered by the client.
- Cancellation & Refund Policy
All cancellations must be received in writing.
The cancellation date shall be the date on which written notice is received.
Unless otherwise stated in your Booking Confirmation, the following cancellation charges apply:
- 45 days or more before arrival: Loss of deposit (30%)
- 30–44 days before arrival: 50% of the total booking value
- 15–29 days before arrival: 75% of the total booking value
- 14 days or less before arrival: 100% of the total booking value
- No-show, early departure or unused services: 100% of the affected services
These charges reflect the cancellation policies imposed by hotels, lodges, conservancies, airlines, transport providers, and other third-party suppliers.
Where supplier cancellation charges exceed the above amounts, Sidai Trails Safaris & Retreats reserves the right to recover those costs where permitted by law and where they have been incurred on the client’s behalf.
Refunds, where applicable, will be processed after deduction of supplier charges, administrative costs, bank charges, and any other non-recoverable expenses.
International refunds normally require 4–6 weeks, depending on the banking institutions involved.
- Amendments
Any request to amend a confirmed booking is subject to availability.
Changes to travel dates, accommodation, activities, routes, or passenger details may incur supplier amendment fees and revised pricing.
A request to postpone a safari may be treated by suppliers as a cancellation followed by a new booking.
- Pricing
All quotations are based on supplier rates, park fees, taxes, government levies, fuel costs, exchange rates, and other charges applicable at the time of quotation.
Should any of these increase before final payment is received, Sidai Trails Safaris & Retreats reserves the right to revise the booking price accordingly.
Clients will be notified of any material changes before departure.
- Travel Documents
Guests are solely responsible for ensuring they possess:
- Valid passports
- Required visas
- Vaccination certificates
- Entry permits
- Travel authorisations
- Any other documentation required by the destination country
Sidai Trails Safaris & Retreats accepts no responsibility for costs, delays, denied boarding, denied entry, or losses resulting from incomplete or invalid documentation.
- Health
Guests are responsible for obtaining appropriate medical advice before travelling.
Vaccinations, preventative medication, or health certificates may be recommended depending on your destination.
Guests should consult their doctor or travel clinic well before departure.
- Travel Insurance
Comprehensive travel insurance is strongly recommended and should be purchased immediately after booking.
Insurance should include cover for:
- Trip cancellation
- Medical expenses
- Emergency evacuation
- Repatriation
- Personal accident
- Lost luggage
- Travel delays
- Personal liability
Sidai Trails Safaris & Retreats accepts no responsibility for losses that would normally be covered by travel insurance.
- Safari Conditions & Wildlife
Safaris take place in remote wilderness areas where wildlife roams freely.
Guests acknowledge that safari travel involves inherent risks, including but not limited to:
- Wildlife encounters
- Road conditions
- Weather
- Limited medical facilities
- Remote locations
- Delays beyond our control
Guests agree to follow the instructions of guides, lodge staff, conservancy officials, and park authorities at all times.
Wildlife sightings cannot be guaranteed, as animals move freely within their natural habitats.
- Supplier Responsibility
Sidai Trails Safaris & Retreats works with carefully selected independent suppliers including hotels, lodges, airlines, guides, transport providers, conservancies, activity operators, and other service providers.
Although we exercise reasonable care in selecting our partners, we cannot accept responsibility for acts, omissions, negligence, or defaults by independent third-party suppliers.
- Changes by Sidai Trails
Occasionally circumstances beyond our control require changes to an itinerary.
Sidai Trails Safaris & Retreats reserves the right to:
- substitute accommodation with one of a similar or higher standard;
- alter routes where road or weather conditions require;
- substitute activities where necessary;
- amend departure times;
- modify itineraries in the interests of guest safety or operational requirements.
Whenever possible, guests will be informed in advance.
- Force Majeure
Sidai Trails Safaris & Retreats shall not be liable for delays, cancellations, changes, losses, or failure to perform obligations resulting from events beyond our reasonable control, including but not limited to:
- Natural disasters
- Floods
- Drought
- Fire
- Pandemics
- Epidemics
- Government restrictions
- Political unrest
- Terrorism
- Civil disturbances
- Strikes
- Airline disruptions
- Border closures
- Extreme weather
- Mechanical failures
- Acts of God
Where possible, we will endeavour to recover monies from suppliers or offer suitable alternatives; however, refunds cannot be guaranteed where suppliers themselves refuse refunds.
- Liability
Sidai Trails Safaris & Retreats’ liability for any claim arising from your booking shall be limited to the amount paid by the client for the affected services.
Under no circumstances shall Sidai Trails Safaris & Retreats be liable for indirect, consequential, incidental, or special damages, including loss of enjoyment, loss of profits, missed flights, or additional accommodation costs not directly arranged by us.
- Complaints
Should any issue arise during your safari, you must notify your guide or our operations team immediately so that every reasonable effort can be made to resolve the matter during your trip.
If the matter remains unresolved, complaints must be submitted in writing within 30 days of completion of your safari.
Contact:
Email: info@sidaitrailssafaris.com
- Website Use
All content on this website, including text, itineraries, photography, videos, graphics, branding, logos, and design, remains the intellectual property of Sidai Trails Safaris & Retreats unless otherwise stated.
No content may be copied, reproduced, distributed, or used commercially without prior written permission.
Third-party links are provided for convenience only and do not imply endorsement.
Website content is provided in good faith and may be updated without prior notice.
- Privacy
Sidai Trails Safaris & Retreats respects your privacy and processes personal information in accordance with applicable data protection legislation.
Personal information is collected solely for the purpose of arranging and delivering your travel services.
Where necessary, information may be shared with trusted third-party suppliers, including accommodation providers, transport companies, guides, airlines, and activity operators solely for operational purposes.
We do not sell or share your personal data for marketing purposes without your consent.
- Governing Law
These Terms & Conditions shall be governed by and interpreted in accordance with the laws of the Republic of Kenya.
Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the Kenyan courts, except where mandatory consumer protection legislation provides otherwise.
- Amendments to These Terms
Sidai Trails Safaris & Retreats reserves the right to amend these Terms & Conditions at any time.
The latest version published on our website shall apply to all future bookings.
Sidai Trails Safaris & Retreats
Curated luxury safaris, authentic cultural journeys, and transformational retreats across Kenya.