Cancellation and Booking Policy

Booking Process – Desert Pulse Tours and Safaris cc

At Desert Pulse Tours and Safaris cc, we pride ourselves on providing a seamless, tailored travel experience. Whether you are seeking a luxury safari or a personalized adventure, our booking process ensures clarity, transparency, and peace of mind.

1. Initial Booking Request

Submitting a booking request does not automatically confirm your accommodation or itinerary.

  • Upon receiving your request, we carefully check availability with our suppliers. 
  • Depending on time zones and supplier response times based on the time of day it is, we aim to respond within 2 hours. 
  • If your preferred itinerary or establishment is unavailable, we may suggest alternative options that match your expectations. You will always have the final say before any changes are implemented. 

Luxury Tip: This process ensures that your journey is carefully curated, not rushed, allowing us to select accommodations and experiences that uphold the high standards of Desert Pulse Tours and Safaris cc.

2. Invoice and Payment

Once your travel choices are finalized, we will issue a personalized invoice containing:

  • Booking details and accommodation confirmations 
  • Our bank details for EFT (Electronic Funds Transfer) payments 

Important Notes on Payments:

  • We prefer EFT payments for security, traceability, and seamless international transfers. 
  • Payments can be made in Namibian Dollars (NAD) or South African Rand (ZAR) on a 1:1 basis. 
  • Payments in other currencies or from international banks are accepted; however, all bank charges or conversion fees are the responsibility of the client. 
  • Once payment is received, we allocate it to your booking, confirm receipt, and send your official booking confirmation. 

Luxury Tip: EFT allows us to prioritize your reservation quickly without delays caused by other payment methods, ensuring your journey is fully secured.

3. Guest Information Required

To provide a fully personalized travel experience, we require the following information for all guests:

  • Full names as per passports 
  • How client would like to be addressed e.g. Mrs/ Sir, Dr, Mr, His Majesty etc
  • Age of each child if traveling with children
  • Rooming list if more than one guest: who is sharing with whom 
  • Nationality of each guest 
  • Any dietary, medical, or special requests 
  • Full arrival and departure details into your chosen African destination 
  • For flights: individual body weights (required by some charter flights for safety) 
  • Any other information relevant to your travel experience, such as accessibility needs, celebrations, or preferred pace of travel 

Luxury Tip: Sharing these details upfront ensures that all suppliers and lodges can anticipate your needs, from meals to room setups, for an effortless experience.

4. Confirmation and Documentation

Once your payment and information are received:

  • Your booking is allocated and confirmed 
  • You will receive a booking confirmation document containing: 
    • Accommodation details 
    • Itinerary overview 
    • Supplier contacts and emergency numbers 
    • Recommended packing, travel tips, and any specific instructions for your destinations 

Luxury Tip: This document is your personal guide for your journey, ensuring that you are fully prepared for a smooth, stress-free adventure.

5. Important Booking Considerations

  • Changes & Cancellations: Any modifications are subject to supplier terms. Please review these in advance. 
  • Travel Insurance: Highly recommended. Not included in our rates but essential for peace of mind. 
  • Special Experiences: If your itinerary includes activities requiring prior medical clearance or age restrictions, please inform us immediately.
  • Safety & Comfort: Our team ensures that all logistics — from transfers to accommodation — are aligned with your safety and luxury comfort.

6. Why This Process Works for Desert Pulse Clients

  • Transparency: You know exactly what to expect from initial inquiry to arrival. 
  • Tailored Service: Each detail is captured and communicated to suppliers to ensure a bespoke experience. 
  • Efficiency: EFT payments and prior information allow us to confirm your travel faster, avoiding delays.
  • Luxury Standard: Every step reflects our commitment to high-end, stress-free travel.

7. Next Steps for Guests

To secure your luxury Namibian, Botswanan, or Southern African journey:

  1. Send your travel request with preferred dates and destinations 
  2. Provide guest details as outlined above 
  3. Await our response and proposed itinerary options 
  4. Confirm your chosen itinerary 
  5. Receive invoice and make payment via EFT 
  6. Receive your personalized booking confirmation 

We look forward to welcoming you to Namibia and creating an unforgettable, fully bespoke experience tailored to your preferences.Safe and seamless booking process

Standard Terms & Conditions: Desert Pulse Tours and Safaris

Welcome to Desert Pulse Tours and Safaris. We specialize in luxury, bespoke travel experiences across Southern Africa, meticulously crafted to your unique preferences. To ensure the seamless delivery of your personalized itinerary, the following terms and conditions apply to all bookings.

1. The Bespoke Booking Process

Because our itineraries are custom-designed, the following confirmation protocols apply:

  • Provisional Holds: We can hold your personalized itinerary for up to 14 days.
  • Peak Season Adjustments: For travel during high seasons (including Easter and the Christmas/New Year period), bookings made within 90 days of departure are held for 7 days but can be extended should there be a valid reason and no other booking on a waitlist ready to confirm.
  • Confirmation Deposit: To secure your bespoke safari, a 20% deposit is required upon confirmation, along with the full payment of any applicable Conservation levies /Community, Conservation, and Reserve Fees.

Final Balance: The remaining balance must be settled at least 60 days prior to your arrival. If your booking is confirmed within this 60-day window, the full amount is due immediately.

2. Tailor-Made Cancellation Policy

In the event you must cancel your journey, notice must be provided in writing. As our services involve specialized logistics, the following fees apply:

  • Confirmation to 61 days and more prior: Loss of the 20% deposit and all Conservation/Reserve fees as these are non-refundable.
  • 60 to 31 days prior: 50% of the total booking cost is forfeited.

30 days or less (including no-shows): 100% of the booking cost is forfeited.

3. Comprehensive Protection & Responsibility

  • Mandatory Insurance: It is a non-negotiable condition of booking that all guests carry comprehensive travel and medical insurance. This must cover emergency medical evacuation, repatriation, and safari curtailment.

 

  • Nature of the Wild: We plan travel mostly in unfenced, remote Wildlife Areas. While we along with the lodge owners and staff prioritize your safety, participating in these activities involves inherent risks from unpredictable wildlife and natural environments.

Indemnity: All guests at most destinations will be required to sign a formal Indemnity, Waiver, and Disclaimer form upon arrival at their first destination or camp, when traveling with our driver/ tour guide this too will apply.

4. Corporate Social Responsibility – Supporting Children’s Futures

At Desert Pulse Tours and Safaris cc, we believe that travel should uplift communities and nurture brighter futures. Our social responsibility initiatives focus on supporting organisations in Namibia that provide long-term care, education, and opportunities for children without parental support.

We are proud to contribute to trusted institutions, where children grow up in safe, family-like homes and receive ongoing educational and life skills support through to independence; offering a loving environment and therapeutic care, dedicated to holistic development and empowerment of orphaned and vulnerable youth.

By engaging with these organisations, Desert Pulse invests in meaningful, sustainable impact — helping children not just survive, but thrive, and pursue education and independence into adulthood.

A NAD 500 per booking is added to the quote/booking to support local conservation and community initiatives.

5. Essential Fine Print

  • Substitution: If a specific property or service becomes unavailable due to circumstances beyond our control, we reserve the right to substitute it with a similar, high-quality alternative.
  • Media: We may capture photographs or videos during your safari for promotional use. Please notify your driver/guide or camp manager at the time of signing your indemnity form if you prefer not to be featured.
  • Dispute Resolution: Any disputes will be governed by the laws of the country where the booking-confirming entity is registered.
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