General Booking Terms & Conditions
of Pasjona Safaris & Car Hire cc
1) Conclusion of the Travel Contract
By submitting a booking request, the client offers the tour operator a binding contract. Bookings can be made in writing, verbally, or by telephone. The contract becomes legally binding upon written acceptance (booking confirmation) by Pasjona Safaris cc. If the booking confirmation contains unacceptable deviations from the original request, the traveller is entitled to expressly reject the confirmation within 10 days. If no rejection is made within this period, the booking confirmation becomes binding. The tour operator undertakes to explicitly notify the traveller of this consequence on the booking confirmation. The confirmation applies to all persons registered by the client. The client placing the booking shall be liable for all contractual obligations of all persons registered through them.
2) Deposit and Payment
Upon final booking confirmation, a 20% non-refundable deposit of the total tour price is due immediately (applicable to self-drive tours, guided safaris, and fly-in safaris). The remaining balance must be paid no later than 30 days prior to the departure date. For bookings made less than 30 days before departure, the full amount is payable immediately upon booking.
All bank charges and transfer fees are to be borne entirely by the client.
- Account Holder: Pasjona Safaris & Car Hire cc
- Bank: First National Bank of Namibia
- Account Number: 62057231210
- Branch Code: 281972
- SWIFT (BIC): FIRNNANX
3) Tour Prices
Tour prices will be expressly confirmed in writing by Pasjona Safaris cc for each individual booking. However, the tour operator reserves the right to amend rates and currency exchange adjustments at any time. Prices may also be affected by changes in Value Added Tax (VAT) or fuel prices, and may therefore need to be adjusted from time to time.
4) Services Included
The scope of contractually agreed services is strictly determined by the official service descriptions provided by Pasjona Safaris cc, as well as the corresponding details specified in the written booking confirmation. Any ancillary agreements or modifications that expand the scope of the contractual services require express written confirmation from Pasjona Safaris cc.
5) Itinerary Changes and Modifications
Pasjona Safaris cc reserves the right to alter routes or travel arrangements due to unforeseen circumstances, or to provide equivalent alternatives of equal standard. All vehicles utilized for guided tours are equipped with air conditioning.
6) Cancellation by the Traveler
Upon submitting a booking request, an administrative fee of N$ 500.00 per booked service applies. This fee will be fully credited toward a finalized tour package. In the event of a cancellation, this administrative fee will be retained in addition to standard cancellation charges.
The traveler may cancel the contract at any time prior to the departure date. Cancellations must be submitted in writing and are legally effective upon receipt by Pasjona Safaris cc in Windhoek. If the client cancels the contract or fails to embark on the tour without formal cancellation, Pasjona Safaris cc is entitled to reasonable compensation. Taking into account usually saved expenses and potential income from alternative utilization of the travel services, the following staggered cancellation percentages apply:
- From booking confirmation until 85 days prior to departure: 20% of the total tour price
- 84 to 57 days prior to departure: 25% of the total tour price
- 56 to 50 days prior to departure: 35% of the total tour price
- 49 to 43 days prior to departure: 45% of the total tour price
- 42 to 36 days prior to departure: 55% of the total tour price
- 35 to 29 days prior to departure: 65% of the total tour price
- 28 to 22 days prior to departure: 75% of the total tour price
- 21 to 15 days prior to departure: 85% of the total tour price
- 14 to 08 days prior to departure: 90% of the total tour price
- 07 to 01 days prior to departure: 100% of the total tour price
- No-show on the day of departure: 100% of the total tour price
The final amount of the compensation claim depends on the costs that can be saved and any alternative earnings generated through the re-booking of the services. However, these claims will not exceed the percentages listed above.
If the client requests changes or re-bookings (amendments) of specific services after receiving the official confirmation from Pasjona Safaris cc, the resulting costs generally mirror the cancellation fees. For minor adjustments or amendments, Pasjona Safaris cc reserves the right to charge an administration fee of N$ 500.00 per amendment process.
Up until the departure date, any registered participant may be replaced by another person, provided that timely notification is given to Pasjona Safaris cc. However, the tour operator may object to the replacement person if they do not meet the specific travel requirements, or if legislative regulations or official directives oppose their participation. We highly recommend taking out comprehensive travel cancellation insurance, which is not included in the tour price.
7) Unused Services
If the traveler does not utilize individual travel services due to an early return journey or other compelling reasons, the tour operator will endeavor to obtain a refund of the saved expenses from the respective service providers. This obligation does not apply to entirely negligible services or if prohibited by legal or official regulations.
8) Responsibility & Limitation of Liability
Pasjona Safaris cc maintains comprehensive insurance coverage, including fully comprehensive vehicle insurance (Vollkasko) and public liability insurance, which covers all passengers. Pasjona Safaris cc and its partnering travel agencies act strictly as intermediaries (agents) for the passenger in all matters. Consequently, they assume no responsibility or liability for any delays, losses, or damages, regardless of the cause.
All travel arrangements are subject to the terms and conditions of the respective airlines, hotels, restaurants, and other third-party companies, firms, or individuals. Pasjona Safaris cc, along with its employees and intermediaries, explicitly stipulates that it shall not be held liable and is fully indemnified against any obligation in the event of loss, damage, accidental injury, delay, or any inconvenience that may occur to a person or their luggage, whether caused by negligence on the part of the operator, its employees, agents, or any other persons acting on behalf of the company, or by any other circumstances whatsoever.
All scheduled and non-scheduled journeys, car rental arrangements, itineraries, hotel accommodations, and activities may be modified or canceled at any time without prior notice if such changes are deemed desirable, expedient, or necessary at the sole discretion of the company. This applies in particular to the performance or unfavorable circumstances surrounding contract partners of Pasjona Safaris cc, such as hotels, restaurants, transport companies, or other external authorities.
9) Luggage
A complimentary luggage allowance of 23 kg per person applies, which corresponds to approximately one suitcase and one piece of hand luggage per passenger. All luggage must be clearly labeled. Despite exercising maximum care, Pasjona Safaris cc cannot accept responsibility or liability for lost or damaged luggage. The purchase of private luggage insurance is strongly recommended.
10) Visas, Health, and Entry Regulations
Travel agencies and travelers are solely responsible for ensuring that all valid passport, visa, health, and entry regulations are fully met. Pasjona Safaris cc assumes no responsibility or liability for travel documents that are invalid or not in proper order.
11) Arrival & Departure
Passengers must arrive at the designated departure point at least 30 minutes prior to the scheduled departure time. The tour cannot wait for delayed passengers. Pasjona Safaris cc accepts no responsibility for passengers who miss their connections. If possible, please check in at the Pasjona Safaris cc office upon your initial arrival in Windhoek.
12) Severability Clause
The invalidity of individual provisions within this travel contract shall not result in the invalidity of the remaining provisions or the travel contract as a whole.
13) Place of Jurisdiction
The traveler may only initiate legal proceedings against the tour operator at its registered place of business (Windhoek, Namibia).
- Important Operational Notice: Pasjona Safaris cc does not hold advance block bookings. All bookings are subject to availability at the time of confirmation.
- Self-Drive Document Handover: Self-drive clients will receive a detailed route description, a customized itinerary map, all necessary accommodation vouchers, and important safety guidelines for self-drive tours.
YOUR PASJONA TEAM
Valid from 01 November 2025. This document supersedes and invalidates all previous versions and dates.