1. Introduction & who we are
Souls Connection Safaris is a Kenyan host-led safari company designing luxury journeys for meaning and connection. These Booking Terms & Conditions set out the basis on which Souls Connection Safaris (“Souls”, “we”, “our”) accepts bookings and provides services to guests (“you”, “your”).
By confirming a booking and paying a deposit or full amount, you acknowledge that you have read, understood, and agreed to these Terms & Conditions on behalf of yourself and all members of your traveling party.
These Terms & Conditions work together with:
The specific proposal and itinerary issued to you
Any written inclusions list and pricing notes
The Souls Host Commitment (our service promise)
Where there is a conflict between marketing language and these Terms, these Terms & Conditions take precedence.
2. Definitions
For clarity in this document:
“Journey” or “Safari” means the full travel arrangement booked through Souls Connection Safaris, including accommodation, internal transfers, and activities as set out in your confirmed itinerary.
“Proposal” means the written itinerary and quotation issued by Souls before your booking is confirmed.
“Partners” or “Service Providers” means third-party lodges, camps, hotels, airlines, transfer companies, guides, and other suppliers delivering services as part of your journey.
“Signature” and “Legacy” refer to the comfort tiers described in our materials and proposal.
“Force majeure” refers to events outside the reasonable control of Souls or its partners, such as natural disasters, epidemics, strikes, civil unrest, government actions, or major operational disruptions.
3. Your contract with Souls Connection Safaris
Souls Connection Safaris acts as both:
A host and coordinator of your overall experience; and
An agent for many of the individual services supplied by our partners.
Your contract is with Souls for the arrangement, coordination, and hosting of your journey, and with each partner for the actual provision of accommodation, transport, and activities. When you accept a proposal and pay a deposit, a binding contract is formed based on:
These Booking Terms & Conditions
The inclusions and exclusions in your confirmed proposal
Any written amendments agreed between you and Souls
You are responsible for ensuring all information you provide to Souls (names, dates of birth, passport details, special requirements, etc.) is accurate. Errors can lead to additional costs (for example, airline name change fees), which may be charged to you.
4. Pricing, quotations, and currency
All prices are typically quoted in [USD/EUR/GBP/KES – choose your main currency] unless otherwise stated. Your proposal will clearly indicate:
The currency of quotation and payment
What is included and excluded
Any estimated or variable items
Prices are based on costs, exchange rates, park and conservancy fees, and partner tariffs known at the time of quoting. Souls reserves the right to adjust prices before a booking is confirmed if there are material changes in these underlying costs. Once your booking is confirmed and deposit received, the total price will not be increased except in clearly defined cases (for example, government-imposed tax or fee increases) and only where permitted by law.
Any such adjustments will be communicated clearly, and you will be given the option to accept the change or discuss reasonable modifications to your journey.
5. Deposits, payments, and booking confirmation
Your proposal will specify the required deposit amount and final payment date. As a general guide:
A non-refundable deposit is usually required to secure your journey and confirm bookings with partners.
The balance is normally due several weeks before the start date of your journey.
Your booking is considered confirmed only when:
You have provided written acceptance of the proposal; and
The required deposit has been received and acknowledged by Souls.
If payments are not received by the specified dates, Souls reserves the right to treat the booking as cancelled by you and to apply the relevant cancellation terms.
6. Changes and cancellations by you
If you need to change or cancel your journey, you must notify Souls in writing as soon as possible.
Changes before travel:
Souls will do its best to accommodate reasonable changes in dates, routing, or party composition. Any additional costs or penalties imposed by partners (for example, airline or lodge change fees) will be communicated and charged to you. An additional service fee may apply where changes are complex or repeated.
Cancellations before travel:
The applicable cancellation terms (including any non-refundable amounts and timelines) will be set out in your proposal and/or payment schedule. In general, closer cancellations attract higher penalties due to lodge and airline policies.
Souls will always explain, in plain language, what portion of funds can be recovered from partners and what portion is subject to their cancellation rules. Where possible and permitted by partners, recoverable amounts may be applied as a credit towards a future journey.
Travel insurance that includes trip cancellation and interruption is strongly recommended.
7. Changes and cancellations by Souls or partners
In rare cases, it may become necessary for Souls or partners to make changes to your confirmed journey due to reasons including, but not limited to:
Lodge or camp overbookings or operational issues
Flight schedule changes or cancellations
Safety or security considerations
Force majeure events
Souls will:
Inform you as soon as reasonably possible
Propose alternatives of equal or, where feasible, higher quality within the same journey framework
Seek to preserve the overall feeling and integrity of your Element of Connection
If a significant component of your journey must be cancelled and a suitable alternative cannot be offered, Souls will discuss appropriate options with you, which may include a partial refund, credit, or rescheduling, in line with partner policies and applicable law.
8. Refunds, credits, and non-refundable items
In rare cases, it may become necessary for Souls or partners to make changes to your confirmed journey due to reasons including, but not limited to:
Lodge or camp overbookings or operational issues
Flight schedule changes or cancellations
Safety or security considerations
Force majeure events
Souls will:
Inform you as soon as reasonably possible
Propose alternatives of equal or, where feasible, higher quality within the same journey framework
Seek to preserve the overall feeling and integrity of your Element of Connection
If a significant component of your journey must be cancelled and a suitable alternative cannot be offered, Souls will discuss appropriate options with you, which may include a partial refund, credit, or rescheduling, in line with partner policies and applicable law.
9. Travel documents, visas, health, and insurance
You are responsible for ensuring that you and all members of your traveling party:
Hold valid passports (with sufficient validity and blank pages)
Obtain the necessary visas and entry permits for all countries visited
Comply with recommended or required health precautions, vaccinations, and medications as advised by a qualified medical professional
Souls may provide general guidance based on publicly available information but cannot offer medical advice or guarantee entry into any country. It is essential that you consult your own doctor or travel health clinic and verify current entry requirements with embassies or official government sites.
Suitable comprehensive travel insurance (including medical cover, emergency evacuation, and trip cancellation/interruption) is strongly recommended for all guests and may be a condition of certain bookings.
10. Accommodation, transport, and activities
Accommodation, transport, and activities are provided by independent partners selected for their quality and alignment with the Souls ethos. The exact properties and services included in your journey will be specified in your confirmed proposal.
Please note:
Room types, views, and specific allocation are subject to availability at each property.
Photographs and descriptions are intended to give a general impression and may not show the exact room or vehicle assigned.
Activities such as game drives, walks, and cultural visits are subject to local conditions, safety assessments, and park regulations.
Souls is not responsible for temporary closures, maintenance, or changes in facilities at partner properties, but will advocate on your behalf if any material issue arises.
11. Behaviour, safety, and risk acknowledgment
Travel in wilderness areas and developing regions involves inherent risks, including those associated with wildlife, terrain, climate, and local infrastructure. While Souls and its partners prioritise safety, some risks cannot be completely removed.
By booking, you acknowledge that:
You and your party must follow safety instructions given by guides, drivers, and camp staff at all times.
You are responsible for your own behaviour and that of any minors in your care.
Souls and partners reserve the right to refuse service or terminate the journey of any guest whose behaviour is unsafe, illegal, or seriously disruptive to others, without refund.
You agree to release Souls from liability, to the extent permitted by law, for loss, damage, injury, or death arising from risks inherent in safari travel which are not due to Souls’ negligence or breach of duty.
12. Force majeure and circumstances beyond control
Souls is not liable for failure to perform, or for any delay or change, where this is due to circumstances beyond its reasonable control, including but not limited to:
Natural disasters, severe weather, or environmental conditions
Epidemics, pandemics, or public health emergencies
War, terrorism, civil unrest, or government actions
Strikes, industrial disputes, or major operational disruptions
Major infrastructure failures or airline disruptions
Where a force majeure event affects your journey, Souls will work with you and partners to explore reasonable options to postpone, reroute, or adjust the journey. Any additional costs or losses will be discussed transparently, and Souls will advocate on your behalf with partners, but cannot guarantee refunds or no-cost changes in such circumstances.
13. Liability and limitation of liability
Souls will exercise reasonable skill and care in arranging and coordinating your journey. Souls is not responsible for the acts or omissions of independent partners over whom it has no direct control.
To the extent permitted by law:
Souls’ liability for any claim arising from a booking is limited to the amount paid by you for the journey, excluding insurance premiums and amendment fees.
Souls is not liable for indirect or consequential losses such as loss of enjoyment, loss of time, inconvenience, or emotional distress, except where such loss arises directly from Souls’ proven negligence or breach of contract.
Nothing in these Terms & Conditions is intended to exclude or limit liability where it cannot be excluded or limited under applicable law.
14. Complaints and how concerns are handled
If you experience a concern during your journey, you are encouraged to:
Raise it as soon as possible with your host, guide, or the lodge/camp manager so they have an opportunity to resolve it on the spot; and
If not resolved, contact Souls using the emergency contact details provided in your travel documents.
If the matter remains unresolved after your return, you should submit a written summary of your concern to Souls within a reasonable period. Souls will:
Acknowledge your complaint
Investigate with partners where relevant
Respond with findings and, where appropriate, propose a remedy in line with the Souls Host Commitment and these Terms & Conditions
15. Data protection and privacy
Souls will collect and process personal data (such as names, contact details, passport information, dietary needs, and health-related information you choose to share) solely for the purposes of:
Planning and delivering your journey
Complying with legal and regulatory requirements
Communicating with you before, during, and after travel
Personal data is handled in accordance with our Privacy Policy and is shared only with partners who need it to provide services (such as airlines, lodges, and transfer companies), who are themselves required to handle your information responsibly.
16. Governing law and jurisdiction
These Booking Terms & Conditions and any dispute or claim arising out of or in connection with them, or with any journey booked through Souls Connection Safaris, shall be governed by and construed in accordance with the laws of [Kenya – or your chosen governing law].
You agree that the courts of [Kenya – or chosen jurisdiction] shall have non-exclusive jurisdiction to settle any such dispute or claim.
17. Updates to these Terms & Conditions
Souls may update these Booking Terms & Conditions from time to time. The version that applies to your journey will be the version in force on the date you confirm your booking and pay your deposit. A copy of the applicable version will be provided with your proposal or on request.