At DMC South Africa, we understand that travel plans may change unexpectedly. This Cancellation Policy outlines the terms applicable to amendments, cancellations, refunds, and related travel booking matters for all services arranged through DMC South Africa (“we”, “our”, or “us”).

By confirming a booking with DMC South Africa, the client (“traveller”, “guest”, or “client”) agrees to the terms set out below.

1. General Cancellation Policy

All cancellation requests must be submitted in writing via email to the designated DMC South Africa contact person or official company email address.

Cancellations shall only be deemed effective once written confirmation of receipt has been issued by DMC South Africa.

Cancellation charges may vary depending on:

• The type of booking;
• Supplier terms and conditions;
• Seasonal demand;
• The notice period provided prior to travel;
• Group or custom travel arrangements.

2. Standard Cancellation Fees

Unless otherwise specified in writing or subject to supplier-specific terms, the following cancellation fees may apply:

Certain bookings may be fully non-refundable once confirmed, including but not limited to:

• Airline tickets;
• Peak season reservations;
• Special event bookings;
• Group bookings;
• Promotional or discounted rates;
• Third-party prepaid services.

3. Deposits

Deposits paid to secure bookings may be partially or fully non-refundable depending on supplier requirements and booking conditions communicated at the time of confirmation.

4. Amendments to Bookings

Requests to amend confirmed bookings are subject to availability and may incur:

• Supplier amendment fees;
• Administration fees;
• Fare or rate differences;
• Additional taxes or surcharges.

DMC South Africa does not guarantee that amendments can be accommodated once bookings are confirmed.

5. No-Shows and Early Departures

No refunds shall be provided for:

• No-shows;
• Unused services;
• Missed transfers or excursions;
• Late arrivals;
• Early departures;
• Voluntary non-participation in activities.

6. Refund Processing

Where refunds are applicable:

• Refunds shall only be processed after funds have been received back from third-party suppliers;
• Refund processing times may vary depending on banking institutions and suppliers;
• Bank charges, exchange rate losses, and transaction fees may be deducted from refundable amounts.

Refunds shall be made using the original payment method wherever reasonably possible.

7. Supplier-Specific Cancellation Terms

Certain suppliers, including lodges, hotels, airlines, safari operators, and activity providers, may impose stricter cancellation policies than those contained herein.

Where supplier-specific cancellation terms apply, such terms shall take precedence and will be communicated to the client at the time of booking where applicable.

8. Force Majeure

DMC South Africa shall not be liable for cancellations, delays, losses, or additional costs arising from events beyond our reasonable control, including but not limited to:

• Natural disasters;
• Severe weather conditions;
• Pandemics or epidemics;
• Government restrictions;
• Political unrest;
• Civil disturbances;
• Airline disruptions;
• Strikes;
• Acts of God;
• Terrorism.

In such circumstances, refunds shall remain subject to the policies of third-party suppliers.

9. Travel Insurance

Comprehensive travel insurance is strongly recommended for all travellers and should include cover for:

• Cancellation and curtailment;
• Medical emergencies;
• Travel delays;
• Personal liability;
• Loss or theft of belongings.

Clients are responsible for arranging their own travel insurance coverage.

10. Group Bookings

Group bookings may be subject to separate cancellation terms and payment schedules depending on:

• Group size;
• Accommodation providers;
• Seasonal periods;
• Special arrangements;
• Conference or event requirements.

Specific group cancellation terms shall be provided in writing at the time of quotation or confirmation.

11. Liability

DMC South Africa acts as an intermediary for third-party suppliers and cannot be held responsible for losses arising from supplier cancellations, operational failures, or insolvency.

To the maximum extent permitted by law, DMC South Africa’s liability shall be limited to the amount paid directly to us for the affected booking.

12. Acceptance of Policy

By confirming any booking with DMC South Africa, the client confirms that they have read, understood, and accepted this Cancellation Policy.

13. Contact Information

DMC South Africa

Address: 123 Long Street, Cape Town City Centre, 8001, South Africa

E: hello@dmcsa.com

T: +27 21 123 4567

www.dmcsouthafrica.com