Terms & Conditions

1.1 Quick Swift Travels provides travel planning and booking services, including but not limited to flights, accommodation, tours, activities, transfers, car hire, group travel, corporate travel, and itinerary planning.

1.2 We act as an intermediary between you and third party travel suppliers (for example airlines, hotels, tour operators, and transport providers).
1.3 All travel services are subject to supplier availability and the supplier’s own terms and conditions.

2. Definitions

2.1 “Agency”, “we”, “us”, “our” means Quick Swift Travels.
2.2 “Client”, “you”, “your” means the person requesting services and any traveler included in the booking.
2.3 “Suppliers” means third party providers including airlines, hotels, tour operators, transfer companies, and other service providers.
2.4 “Booking” means any confirmed reservation for travel services made through the Agency.
2.5 “Quotation” or “Quote” means a priced proposal provided by the Agency before confirmation.
2.6 “Trip” means the overall travel itinerary and all services booked.

3. Quotes and Pricing

3.1 Quotes are estimates based on availability and pricing at the time of quoting and can change until the booking is confirmed and paid.
3.2 Prices may change due to exchange rate movements, supplier price increases, taxes, airport charges, fuel surcharges, availability changes, or errors outside of our control.
3.3 Unless stated otherwise, quotes do not include travel insurance, visas, passports, vaccinations, meals, gratuities, personal expenses, or optional activities.
3.4 Any promotional fare or special deal may be subject to strict deadlines, non refundable conditions, and limited availability.
3.5 If we discover an error in a quote, we will correct it and notify you. You may accept the corrected quote or cancel the request without penalty before confirmation.

4. Booking Process and Confirmation

4.1 A booking is only confirmed once:

• you provide all requested traveler details, and

• you accept the quote in writing (email, WhatsApp, or signed approval), and

• you pay the required deposit or full amount, and

• we issue a confirmation invoice, booking reference, and or supplier confirmation.
  4.2 You are responsible for checking all confirmations immediately on receipt, including spelling of names, dates, routing, times, accommodation details, and special requests.
  4.3 If any corrections are needed, you must notify us within 24 hours of receiving confirmation. After that, changes may be treated as a supplier change and fees may apply.
   

5. Traveler Information and Accuracy

5.1 You must provide accurate traveler information exactly as shown on passports or official identity documents.
5.2 You are responsible for ensuring passport validity and required visa eligibility for all destinations and transit points.
5.3 The Agency is not responsible for losses caused by incorrect information provided by you, including name errors, incorrect dates, or incomplete documents.

6. Payments, Deposits, and Deadlines

6.1 Payment schedules vary by supplier. Some bookings require immediate payment, especially flights and promotional offers.
6.2 Deposits are typically non refundable unless the supplier allows a refund.
6.3 Final payment deadlines will be stated on your invoice. If final payment is not received by the due date, suppliers may cancel the booking and impose penalties.
6.4 All bank charges, card charges, and transfer fees are your responsibility unless otherwise agreed in writing.
6.5 If you request urgent booking or same day ticketing, you agree to pay immediately to secure availability.

7. Agency Service Fees

7.1 The Agency may charge service fees for planning, consulting, itinerary design, booking, ticketing, changes, cancellations, urgent requests, and supplier follow ups.
7.2 If a service fee applies, it will be disclosed before we begin work and shown on your invoice.
7.3 Agency service fees are generally non refundable because they cover time, research, planning, and administrative work.
7.4 Supplier fees and penalties are separate from Agency fees and may also apply.

8. Changes Requested by the Client

8.1 Any change requested after confirmation is subject to supplier rules, availability, and fees.
8.2 Changes may include date changes, name corrections, routing changes, seat upgrades, hotel changes, and tour rescheduling.
8.3 We will always advise you of the expected change cost before processing, where possible.
8.4 If you ask us to proceed with a change, you authorize us to accept the supplier’s terms on your behalf.

9. Cancellations and Refunds

9.1 Cancellation terms vary by supplier and booking type. Some services are fully non refundable once booked.
9.2 If you cancel, you may be liable for:

• supplier cancellation penalties, and

• forfeiture of deposits, and

• Agency service fees, and

• any unrecoverable third party charges.
  9.3 Refunds, if permitted by suppliers, are processed only after the supplier releases the funds to us or directly to you. Processing times vary and can take several weeks.
  9.4 No refunds are available for:

• no shows, late arrivals, missed departures, or unused services, unless the supplier allows otherwise

• bookings where the supplier terms state non refundable

• tickets or services issued under special promotional conditions
  9.5 If a refund is approved, it may be reduced by supplier fees, bank fees, card fees, exchange rate differences, and Agency fees where applicable.
   

10. Supplier Changes, Schedule Changes, and Disruptions

10.1 Suppliers may change schedules, aircraft, accommodation allocations, tour times, routes, or services. These changes are outside our control.
10.2 Airlines may change flight times, cancel flights, or re route passengers. You are responsible for monitoring updates and responding promptly to notifications.
10.3 If disruptions occur, we will provide reasonable assistance where possible, but outcomes depend on supplier policies and availability.

11. Travel Insurance

11.1 We strongly recommend comprehensive travel insurance for all trips, including cover for medical expenses, cancellation, curtailment, delays, lost baggage, and missed connections.
11.2 You are responsible for selecting coverage appropriate to your trip, including adventure activities or high risk destinations if applicable.
11.3 If you decline travel insurance, you accept responsibility for losses that would have been covered.

12. Passports, Visas, Health, and Entry Requirements

12.1 You are responsible for ensuring you meet all entry and transit requirements, including passports, visas, permits, vaccinations, and health declarations.
12.2 Requirements can change without notice. You must verify requirements with official government sources before travel.
12.3 We may provide general guidance, but this does not guarantee entry or visa approval.
12.4 The Agency is not responsible for denied boarding, denied entry, deportation, fines, or costs due to non compliance.

13. Special Requests and Accessibility

13.1 We will pass special requests to suppliers, such as dietary needs, mobility requirements, adjoining rooms, bedding preferences, or assistance services.
13.2 Special requests are not guaranteed unless confirmed in writing by the supplier.
13.3 If you have medical conditions or accessibility needs, you must tell us before booking so we can advise suitable options.
 
14. Accommodation Terms

14.1 Check in and check out times are set by the property. Early check in and late check out are subject to availability and may incur charges.
14.2 Many properties require a security deposit or card pre authorization at check in. This is your responsibility.
14.3 Photos shown online may be representative and not guarantee the exact room or view unless explicitly confirmed.

15. Tours, Activities, and Transport

15.1 Tours and activities are subject to weather, safety conditions, minimum numbers, and operational constraints.
15.2 Some activities have age, fitness, or medical restrictions. You are responsible for ensuring suitability.
15.3 Meeting points, pickup times, and requirements will be shared in your confirmation. You must arrive on time.
15.4 Suppliers may refuse participation if safety requirements are not met, with no refund in many cases.

16. Pricing Currency and Exchange Rates

16.1 Quotes may be provided in ZAR or another currency depending on supplier requirements.
16.2 If payments involve currency conversion, the final amount may vary due to exchange rates and bank processing.
16.3 Where applicable, we may apply a foreign exchange buffer to reduce the risk of major currency fluctuations, and this will be disclosed in your quote.

17. Client Responsibilities

17.1 You agree to:

• read and understand all supplier terms

• check all confirmations promptly

• arrive on time for departures and activities

• follow local laws and safety instructions

• maintain valid documents and insurance
  17.2 You accept that travel can involve risks including illness, accidents, political instability, crime, and weather events. You travel at your own risk.
   

18. Limitation of Liability

18.1 The Agency is not liable for any act, omission, negligence, default, or failure of any supplier.
18.2 The Agency is not liable for loss, injury, illness, death, damage, delay, additional expenses, or inconvenience caused by:

• supplier actions or failures

• force majeure events

• strikes, riots, civil unrest

• weather or natural disasters

• government actions or border closures

• technical failures, including airline systems and payment networks
  18.3 Where the Agency is found liable for direct losses caused solely by our proven negligence, our liability is limited to the total Agency fees paid by you for the specific booking, to the maximum extent permitted by law.
  18.4 We are not liable for indirect losses including loss of enjoyment, loss of income, or consequential damages.
   

19. Force Majeure

19.1 Force majeure means events beyond reasonable control, including but not limited to natural disasters, pandemics, war, terrorism, civil unrest, strikes, government restrictions, border closures, airline shutdowns, and severe weather.
19.2 In a force majeure situation, refunds and rebooking options depend on supplier policies. The Agency will assist where possible, but cannot guarantee outcomes.

20. Fraud Prevention and Right to Refuse Service

20.1 We reserve the right to refuse service, cancel requests, or require additional verification if we suspect fraud, misuse, or abusive behavior.
20.2 We may request identification or proof of payment method ownership for security and compliance.

21. Complaints and Problem Resolution

21.1 If you have an issue during travel, contact us as soon as possible so we can attempt to resolve it with the supplier.
21.2 Complaints must be submitted in writing within 14 days of trip completion, with supporting documentation where relevant.
21.3 We will liaise with suppliers, but final decisions regarding compensation and refunds are made by the suppliers according to their terms.

22. Website Use and Intellectual Property

22.1 All content on our website including text, logos, images, and designs are owned by or licensed to the Agency and may not be copied or reused without written permission.

23. Privacy and Data Protection

23.1 We collect and process personal information for the purpose of quoting, booking, and managing travel services.
23.2 We may share your information with suppliers as needed to fulfill your booking.
23.3 We take reasonable steps to protect your personal information in line with applicable South African data protection laws, including POPIA.
23.4 You consent to receiving booking related communications by email, phone, and WhatsApp. Marketing communications, if any, will include an opt out option.

24. Governing Law and Jurisdiction
 
24.1 These Terms and Conditions are governed by the laws of South Africa.
24.2 Any disputes will fall under the jurisdiction of South African courts, unless otherwise required by applicable consumer protection laws.
 
25. Severability
 
25.1 If any part of these Terms and Conditions is found invalid or unenforceable, the remaining clauses remain in effect.
 
26. Updates to These Terms
 
26.1 We may update these Terms and Conditions from time to time. The version in effect at the time of booking applies to that booking.