Terms & Conditions
Heading South Safaris t/a Thula Seats Transfers and Tours
INSURANCE
Heading South Safaris (HSS) will make reasonable efforts to maintain adequate insurance for all transfers, shuttles, and tours. However, clients are strongly advised to always secure their own travel insurance or medical aid.
To ensure availability, we recommend making reservations well in advance. Rates may be adjusted due to factors beyond our control. Cancellation fees will apply for cancellations made within 24 hours prior to departure. Full payment is required immediately upon booking to secure availability and must be received no later than 72 hours prior to departure for regular bookings, or before the service commencement for last-minute bookings. All quotations and bookings are subject to availability and are confirmed only upon receipt of full payment. Rates are subject to change without prior notice. Rates quoted apply solely to the specific criteria requested by the client and may not be altered or interpreted otherwise; any amendments will necessitate a new quotation. Group bookings may be subcontracted without prior notice. Driver meals and accommodation are excluded and will be charged to the client. Vehicles larger than 20 seats will be subcontracted from reputable companies. HSS acts as a transport provider and does not arrange tourist guides for direct transfers unless specifically requested.
1.1 Package/accommodation bookings.
A 50% deposit is required within 7 days to secure your booking. Full payment is due 30 days prior to arrival. For bookings made less than 30 days prior to arrival, full payment is required immediately, and the booking will be held provisionally for 5 days. Amendments to travel dates made less than 24 hours prior to departure will incur additional costs. Cancellations or amendments made 30 days or less prior to checkin will incur cancellation fees (refer to Section 8.3). If a deposit is not received, HSS and the applicable lodge reserve the right to release the booking. Activities incur a 100% cancellation fee upon booking. Activities and shuttles will only be confirmed upon receipt of payment. The Night Drive, Morning Walk, and Sunset Drive are non-refundable once payment has been made to SANPARKS.
We accept 3D secure payments through a reputable South African provider and will provide payment links upon request. Bank transfers are accepted for both South African and international banks; however, all foreign payments must be made at least 14 days before the first travel date. Bank details are available on all invoices. No cash payments will be accepted.
Clients are responsible for ensuring they allow sufficient time to arrive at their pickup location. It is crucial to contact us in case of changes to flight or travel plans. Please retain our contact details for this purpose. While we will do our best to accommodate changes or delays, we cannot be held liable if the driver isrequired elsewhere on their scheduled route. If clients fail to notify us of changes or delays and do not arrive at the collection point (for shuttles and private transfers) within 20 minutes of the scheduled pickup time, they will be billed the full amount and considered a ‘no-show’. In the event of a no-show or cancellations made less than 24 hours before departure, the full booking fee will be charged. We adhere to speed limits, SANPARKS/private nature reserves regulations, and airline check-in requirements; thus, we are not liable for missed flights or other connections due to client delays.
Drivers have the authority to refuse service to any client who, in their opinion, poses a risk to themselves, the driver, vehicle, or other passengers. In the interest of health and safety, HSS reserves the right to refuse admission to any of our services where it may compromise the safety of others. Smoking or excessive intoxication (from alcohol or drugs) is strictly prohibited on our vehicles, and passengers may be refused boarding at the driver’s discretion. No refunds or compensation will be provided in such cases. Animals are not permitted on our vehicles, except for trained guide dogs accompanying visually impaired passengers or service dogs. HSS will not transport any child under the age of 13 unless accompanied by a responsible 2 adult. We are committed to passenger safety; all vehicles are insured with passenger liability insurance, and drivers are required to hold a Professional Driving Permit (PDP), obtained following a medical examination and police clearance. Our vehicles are compliant with necessary permits and are maintained to high standards, with daily inspections by management to ensure safety. Travel insurance remains the responsibility of each client
While we strive for reliability and punctuality, unforeseen circumstances may lead to delays or cancellations without prior notice. HSS, its employees, agents, and associates will not be liable for any loss, damage, injury, accident, delay, or inconvenience to any person or their belongings. We request clients to wait 15 minutes after the scheduled collection time before seeking alternative arrangements. It is important to provide us with a mobile contact number for communication in case of unexpected delays. HSS will not be liable for any lost or damaged luggage.
HSS respects your privacy and will take reasonable steps to protect users’ personal information as defined in the Protection of Personal Information Act, 2013 (POPIA). We will never sell, rent, or disclose your personal information to third parties. Your email address will only be used to communicate about your orders and relevant information from HSS. If you register as a customer, your details will be securely stored for your convenience during future bookings but will only be used for order handling.
Clients must arrange their own onward transfers with the relevant lodge or shuttle/private transfer company directly when necessary.
8.1 Shuttles
Once payment for a shuttle has been received, the booking is final, and no refunds will be issued under any circumstances. Shuttle bookings cancelled in writing within 48 hours of the transfer date may be rebooked free of charge within 6 months of the original transfer date.
8.2 Private transfers
If a private service is not paid in full one week before the first transfer/activity date, the booking will be cancelled. Cancellations made 24 hours before the first transfer/activity date will not receive a refund. Cancellations made more than 24 hours before the first transfer date after payment as been received will incur cancellation fees, and a credit note will be issued for future services. If no payment has been made and the service is cancelled more than a eek before the first transfer date, the service will be cancelled with no refund applicable.
8.3 Packages / accommodation cancelation fees applicable
8.3.1 Individual bookings
14 days prior to arrival – 100% of invoice
30 days prior to arrival – 75% of invoice
60 days prior to arrival – 50% of invoice
8.3.2 Group bookings
12 months prior to arrival – 20% of invoice
9 months prior to arrival – 50% of invoice
6 months prior to arrival – 75% of invoice
3 months prior to arrival – 85% of invoice
Within 3 months of arrival – 100% of invoice
These Terms and Conditions may be subject to change without notice.