Terms & Conditions

Effective Date: 2022

Welcome to Xtreme Republic Tours and Travel Ltd ("Xtreme Republic," "we," "our," "us"). These Terms & Conditions apply to every booking made with us, whether through our website (https://xtremerepublic.com), by phone, by email, or in person, and to your use of our website generally. By booking a tour, safari, activity, hotel or travel package with us, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions in full. If you are booking on behalf of another person or a group, you confirm that you have the authority to accept these terms on their behalf and that you have communicated them to every member of your party.

Please read this document carefully before booking, particularly the sections on cancellations, health and safety, assumption of risk, and liability, since these directly affect your rights.

1. Bookings & Reservations

All bookings are subject to availability and are only confirmed once we have issued a receipt and received the required payment.

A deposit or full payment, as specified at the time of booking, is required to secure your reservation. The applicable deposit amount will be communicated to you before you are asked to pay. Confirmation of your booking will be sent to you by email once your payment has been received and processed.

It is your responsibility to provide accurate and complete personal details at the time of booking, including full names exactly as they appear on your passport, date of birth, nationality, contact information, and any relevant medical or dietary information. Xtreme Republic is not liable for any loss, delay, or additional cost arising from inaccurate information supplied by you.

Certain tours, including adventure activities such as paragliding, hot air ballooning, ziplining, gun shooting, go karting, paintballing, high rope challenges, bungee jumping, skydiving, snorkelling, and similar activities, require a separate signed Indemnity and Media Consent Form before participation. Booking such a tour constitutes your agreement to sign that form prior to the activity, and we reserve the right to refuse participation to anyone who has not done so.

2. Payments

We accept payment through M-Pesa, Visa, Mastercard, PayPal, bank transfer, and any other secure method listed on our website or communicated to you directly by our team.

Full payment must be completed before the start of your tour unless we have agreed to a different payment schedule with you in writing.

Prices are quoted in Kenyan Shillings (KES) and United States Dollars (USD) as indicated at the time of booking. Where a price is quoted in a currency other than the one you are paying in, it may be subject to exchange rate fluctuations between the date of quotation and the date of payment, and any difference will be for your account.

All payment processing fees, bank charges, and card surcharges are the responsibility of the client and are non refundable.

3. Cancellations & Refunds

Cancellation requests must be submitted in writing by email to contact@xtremerepublic.com. A cancellation is only effective from the date we acknowledge receipt of your written request, not the date you send it.

Unless a different cancellation policy applies to your specific booking, for example because it involves flights, park permits, third party suppliers, or a group tour with its own terms, the following charges apply based on how far in advance of your travel date you cancel.

More than 60 days before travel: full refund, less a reasonable administrative fee and any non recoverable third party costs already incurred on your behalf.

30-59 days before travel: fifty percent refund.

<30 days before travel: no refund.

Certain services, including but not limited to flights, hot air balloon bookings, park entry permits, and any other bookings identified as non refundable at the time of booking, cannot be refunded regardless of when you cancel, since these amounts are paid to third parties in advance on your behalf and are not recoverable by us.

Where a refund is due, it will be processed within fourteen working days of your cancellation being confirmed in writing, using the same payment method used for your original booking wherever possible.

No refund will be given for no shows, early departures, or any unused portion of a confirmed tour, unless this is due to our fault or that of our suppliers.

4. Changes Requested by You

If you wish to change your itinerary, dates, or party size after booking, please notify us in writing as soon as possible. We will do our best to accommodate reasonable changes, subject to availability.

Any additional costs resulting from your requested changes, including but not limited to hotel changes, transport upgrades, revised park permits, or supplier rebooking fees, will be charged to you in addition to the original booking price.

5. Changes Made by Us

Xtreme Republic reserves the right to modify, substitute, postpone, or cancel any tour, activity, or part of an itinerary due to circumstances beyond our reasonable control, including but not limited to adverse weather, political instability, security concerns, public health emergencies, supplier unavailability, or instructions from Kenyan authorities.

Where we make a significant change or cancellation for these reasons, we will notify you as soon as reasonably possible and offer either a suitable alternative of comparable standard or a refund for the affected portion of your booking, at our discretion and taking into account the circumstances.

We will not be liable for any indirect losses, such as connecting flights, other bookings, or loss of enjoyment, arising from a change or cancellation made under this clause. 

6. Travel Documents, Visas & Insurance

It is your sole responsibility to ensure that you hold a valid passport, any required visas unless we are applying one for you, and any necessary vaccination certificates for travel to and within Kenya, and to check these requirements with the relevant embassy or consulate in good time before travel.

We strongly recommend that every traveller obtain comprehensive travel insurance covering, at a minimum, emergency medical treatment and evacuation, trip cancellation and curtailment, travel delay, and loss of personal belongings, for the full duration of your trip, including any adventure activities you intend to undertake. Proof of insurance may be required before participating in certain higher risk activities.

Xtreme Republic is not responsible for any denial of entry, deportation, missed travel, or additional cost arising from your failure to hold the correct or valid travel documents, visas, vaccinations, or insurance.

7. Health, Safety & Assumption of Risk

Many of our tours involve physical activity and inherent risk. This includes, without limitation, safaris, game drives, walking safaris, trekking, water sports, mountain and hill climbing, gun shooting, go karting, ziplining, paintballing, high rope challenges, bungee jumping, skydiving, snorkelling, hot air ballooning, paragliding, and cultural excursions.

By booking any such activity, you confirm that you are medically fit to participate and that you have disclosed to us, in advance, any medical condition, disability, or physical limitation that could affect your safety or that of others during the activity. Where an activity carries an age, weight, or health restriction set by our supplier, that restriction will apply and we reserve the right to refuse participation on safety grounds.

You acknowledge and accept that participation in these activities carries inherent risks, including but not limited to the risk of accident, injury, illness, property loss or damage, and other unforeseen circumstances, some of which may be serious. You voluntarily assume all such risks by choosing to take part.

You agree to follow all safety instructions given by our guides, drivers, pilots, instructors, and any partner or supplier staff at all times, and to comply with any safety briefing before an activity begins.

Xtreme Republic and its directors, employees, agents, and partners will not be held liable for any injury, illness, damage, or loss arising from your participation in a tour or activity, except where this results from our proven negligence or that of our staff acting within the scope of their duties.

Xtreme Republic will not be responsible for any injury, loss, damage, delay, or additional expense arising from acts of God, war, terrorism, civil unrest, strikes, pandemics or public health emergencies, mechanical failure, airline disruption, or any other event beyond our reasonable control.

For adventure activities specifically, including but not limited to paragliding, ziplining, bungee jumping, skydiving, hot air ballooning, and gun shooting, you will be required to sign a separate Indemnity and Media Consent Form before the activity begins, setting out these risks and confirming your voluntary participation. The terms of that form form part of, and are incorporated into, these Terms & Conditions.

8. Liability

Xtreme Republic acts as an agent for hotels, airlines, safari operators, activity providers, and other independent third party suppliers used in the delivery of your tour. While we take care in selecting reputable suppliers, we are not responsible for their acts, omissions, delays, cancellations, or the standard of service they provide, except where required by Kenyan law.

We are not liable for any loss, damage, delay, or injury caused by third parties, natural disasters, strikes, mechanical failure, or any other circumstance beyond our reasonable control.

Where Xtreme Republic is found liable to you for any reason, our total liability is limited to the value of the specific booking you made with us, except in cases of death or personal injury caused by our proven negligence, where liability cannot be limited by law.

9.Media Consent & Use of Images

During your tour, our guides, staff, or partners may capture photographs, videos, or other media of you and your party for promotional, marketing, and social media purposes.

By booking with us, you grant Xtreme Republic permission to capture, use, edit, and distribute such media across our website, social media channels, marketing materials, and those of our partners, without any obligation to compensate you and without any right of prior approval on your part.

If you do not wish to be photographed or filmed, or do not consent to the use of your image, you must notify us in writing before your tour begins. Where you have declined consent, we will take reasonable steps to ensure your image is not used in any of our media, and any request received during a tour to stop filming or photographing you will be honoured immediately going forward. For adventure activities, media consent, or your decision to withhold it, will also be recorded on your signed Indemnity and Media Consent Form for that activity.

10. Data Protection & Privacy

We collect and process your personal information, including passport details, contact information, emergency contact details, and, where relevant, health information, in order to arrange and deliver your tour, communicate with you, and meet our legal obligations.

We handle your personal information in accordance with the Data Protection Act, 2019, and our Privacy Policy, available on our website, which sets out in full how we collect, use, store, and protect your data, and your rights in relation to it. We do not sell your personal information and only share it with third parties, such as hotels, airlines, or activity suppliers, where necessary to deliver your booked services.

11. Compliance with Kenyan Law

Your booking and participation in our tours are governed by, and you agree to comply with, the applicable laws of Kenya, including but not limited to the Tourism Act, 2011, which governs the operation of tourism service providers, the Consumer Protection Act, 2012, which safeguards your rights as a consumer in this transaction, the Insurance Act (Cap 487), which regulates travel insurance coverage, and the Data Protection Act, 2019, which governs the responsible handling of your personal information.

12. Complaints

If you experience any issue during your trip, please notify your guide or our team immediately so that we can attempt to resolve it while you are still travelling, as this gives us the best chance of putting things right.

Any formal complaint that cannot be resolved during your trip must be submitted to us in writing at complaints@xtremerepublic.com within fourteen days of the end of your tour. Complaints raised after this period may not be considered.

13. Use of Website & Intellectual Property

All content on our website, including text, images, itineraries, logos, and design, is the property of Xtreme Republic or its licensors and is provided for your personal, non commercial use only in connection with researching or booking a trip with us.

You may not copy, reproduce, distribute, or use any content from our website for commercial purposes without our prior written consent.

14. Minors

Travellers under the age of eighteen must be accompanied by a parent or legal guardian, or by an adult who holds written parental or guardian consent, for the duration of the tour. The accompanying adult is responsible for the minor's safety, conduct, and compliance with these Terms & Conditions, including the assumption of risk provisions in section 7, on the minor's behalf. Certain adventure activities carry their own minimum age or accompaniment requirements set by the activity supplier, which will be communicated to you at the time of booking.

15. Severability

If any provision of these Terms & Conditions is found to be invalid or unenforceable under Kenyan law, that provision will be limited or removed to the minimum extent necessary, and the remaining provisions will continue in full force and effect.

16. Changes to These Terms

We may update these Terms & Conditions from time to time to reflect changes in our services or in Kenyan law. The version in force at the time you make your booking will apply to that booking, and the current version will always be available on our website.

17. Governing Law & Jurisdiction

These Terms & Conditions are governed by the laws of Kenya. Any disputes arising from your booking or these Terms & Conditions will be subject to the exclusive jurisdiction of the courts of Kenya, unless otherwise agreed by both parties in writing.

18. Contact Us

For any questions about these Terms & Conditions, or about a booking, please contact us.

Xtreme Republic Tours and Travel Ltd

Website: https://xtremerepublic.com Email: contact@xtremerepublic.com

Phone: +254 702 716 721