Terms & Conditions

Learn how North & South Travel Limited operates and what to expect when you book your flights, hotels, and travel packages. Our Terms & Conditions cover booking procedures, payment terms, modification and cancellation policies, refund eligibility, travel insurance options, passenger documentation requirements, and our liability limits. Understand baggage allowances, schedule change protocols, and how we handle disputes. Your trust matters review the complete framework that governs every aspect of your travel journey with us.

NORTH AND SOUTH TRAVEL LIMITED

TERMS AND CONDITIONS OF SERVICE

Document Reference: NST-TNC-001

Version: 2.1

Effective Date: August 15, 2026

Governance Scope: All Services (Flight, Hotel, Custom Itineraries, Golf/Active Tours, & Travel Insurance Facilitation)

1. Introduction & Acceptance of Agreement

Welcome to North and South Travel Limited (“Company”, “We”, “Us”, or “Our”). These Terms and Conditions (“Terms”, “Agreement”) constitute a legally binding agreement between North and South Travel Limited and the client, purchaser, or user (“Client”, “You”, “Your”, “Passenger”) accessing or using Our services, website, booking engine, or customized travel arrangements.

By making a reservation, placing an order, paying a deposit, or accepting an itinerary provided by Us, You acknowledge that You have read, understood, and agreed to be bound by these Terms, as well as Our Data Privacy Policy. If You are making a booking on behalf of additional passengers or a corporate entity, You warrant that You have the legal authority to bind all named individuals to this Agreement.

2. Company Role & Operational Scope

North and South Travel Limited acts primarily as a Travel Management Company and Booking Agent. We facilitate, curate, and book services provided by independent third-party suppliers, including but not limited to commercial airlines, hotel properties, golf clubs, active adventure operators, ground transport companies, and insurance underwriters (“Third-Party Suppliers”).

┌─────────────────────────────────────────────────────────────────────────┐
│                       NORTH AND SOUTH TRAVEL LIMITED                    │
│                          (Booking Agent & Curator)                      │
└────────────────────────────────────┬────────────────────────────────────┘
                                     │
     ┌───────────────────────────────┼───────────────────────────────┐
     ▼                               ▼                               ▼
[Airlines & Aviation]      [Hotels & Resorts]             [Tour Operators]
• Flight Schedules         • Room Allocation              • Golf Courses
• Baggage Allowances       • Check-in / Check-out         • Equipment & Guides
• Conditions of Carriage   • House Rules                  • Activity Safety
While We curate high-quality travel itineraries, the execution, operation, safety standards, and fulfillment of individual travel components remain the direct responsibility of the respective Third-Party Suppliers. All bookings are subject to the specific terms, conditions, and tariffs of those underlying suppliers.

3. Booking Procedures, Rates, and Payments

3.1 Quotations, Currencies, and Rates

  • Supported Currencies: All quotations issued by North and South Travel Limited are calculated and billed in Kenya Shillings (KES), United States Dollars (USD), or Euros (EUR), depending on the destination, client region, and supplier requirements.

  • Dynamic Pricing & Exchange Rates: Rates are subject to real-time market fluctuations, foreign exchange volatility across KES/USD/EUR, fuel surcharges, and local tax changes until the booking is confirmed with full payment or an agreed deposit.

  • Payment Currency: Payments must be remitted in the exact currency specified on the invoice (KES, USD, or EUR). Any foreign exchange conversion fees or bank transfer charges incurred during remittance remain the sole responsibility of the Client.

  • Pricing Errors: In the event of an obvious technical error, typographical mistake, or system bug resulting in an incorrectly displayed price, We reserve the right to cancel the booking and issue a full refund without further liability.

3.2 Payment Schedules

To confirm any reservation, payment must be remitted strictly according to the following schedule, unless custom payment terms are executed in writing for enterprise clients:

┌─────────────────────────────────────────────────────────────────────────┐
│                           PAYMENT SCHEDULE                              │
├───────────────────────────────┬─────────────────────────────────────────┤
│ Flight Tickets                │ 100% full payment prior to ticketing    │
├───────────────────────────────┼─────────────────────────────────────────┤
│ Customized Tours & Itineraries│ 30% non-refundable deposit at booking   │
│                               │ 70% balance due 45 days prior to travel │
├───────────────────────────────┼─────────────────────────────────────────┤
│ Bookings within 45 Days       │ 100% full payment upon confirmation     │
└───────────────────────────────┴─────────────────────────────────────────┘

3.3 Default on Payment

Failure to remit payment according to the agreed schedule entitles the Company to treat the reservation as cancelled by the Client, resulting in the forfeiture of all deposited funds and the cancellation of held travel inventory.

4. Specific Service Terms

4.1 Flight Bookings

  • Ticketing Invariants: Air travel bookings are issued under the strict rules of the respective airline and the International Air Transport Association (IATA).

  • Name Matching: Passenger names must strictly match the machine-readable zone of the passport used for travel. The Company is not liable for denied boarding or reissuance fees resulting from misspelled names provided by the Client.

  • Schedule Modifications: Airlines reserve the right to adjust flight times, re-route, or cancel services. While We will assist in re-accommodating You, We are not liable for operational delays, missed connection flights, or expenses incurred due to carrier schedule changes.

4.2 Hotel & Accommodation Reservations

  • Check-In/Out Policies: Standard check-in times are generally 14:00 hrs, and check-out times are 10:00 hrs local time. Early check-in or late check-out requests are subject to hotel availability and additional charges.

  • Incidental Charges: Room rates booked through Us cover the room and specified meal plans only. Clients are personally responsible for all incidental fees incurred during their stay (e.g., room service, minibar, spa treatments, laundry, and telephone charges).

4.3 Custom Itineraries, Golf Tours, and Active Tours

  • Golf Tee-Times: Golf green fees and tee-time allocations are booked according to club rules. Missed tee-times due to late arrival, weather conditions, or personal choice are non-refundable. Dress codes and handicap restrictions enforced by host clubs must be strictly followed by the Client.

  • Active & Adventure Travel Risk Acknowledgment: Active itineraries (including hiking, water sports, safaris, sports, and outdoor activities) carry inherent physical risks. Clients participate voluntarily and must assess their physical condition prior to joining.

  • Guide Authority: During group or guided tours, the decision of the designated tour director or lead guide regarding route safety, weather hazards, and operational feasibility is final. The Company reserves the right to remove any passenger whose behavior compromises group safety or violates local laws.

4.4 Travel Insurance Facilitation

  • Intermediary Status: North and South Travel Limited acts solely as an intermediary/agent in introducing or facilitating travel insurance policies underwritten by licensed third-party insurance providers (e.g., Heritage, Britam, NCBA, ICEA Lion, Liberty).

  • Policy Terms: The insurance contract exists exclusively between the Client and the insurer. The Client is strictly responsible for reviewing policy schedules, coverage limits, exclusions, pre-existing condition terms, and claims procedures directly with the underwriter.

  • Mandatory Insurance Recommendation: The Company strongly advises all clients to purchase comprehensive travel insurance covering emergency medical expenses, trip cancellation/interruption, loss of baggage, and evacuation before embarking on any trip.

5. Cancellations, Modifications, and Refunds

5.1 Cancellations by the Client

All cancellation notices must be submitted to the Company in writing via email to bookings@northandsouthtravel.com. Cancellations become effective on the date written notice is acknowledged by Us.

Cancellation charges are calculated based on the proximity to the departure date, in addition to non-refundable fees imposed by airlines, hotels, and local ground handlers:

Notice Period Prior to Departure Cancellation Penalty
46+ Days prior Forfeiture of non-refundable deposit + supplier charges
30 to 45 Days prior 50% of total itinerary cost
15 to 29 Days prior 75% of total itinerary cost
0 to 14 Days prior / No-Show 100% of total itinerary cost (No refund)

5.2 Flight Ticket Refund Limits

Flight tickets are governed by airline fare conditions. Non-refundable tickets cannot be refunded under any circumstances, regardless of the reason for cancellation. Refundable tickets are subject to airline processing times, cancellation penalties, and a standard Company administrative service fee per ticket.

5.3 Modifications by the Client

Any requested changes to dates, routes, hotel properties, or names after booking confirmation are subject to availability and supplier amendment penalties, alongside a Company administration fee.

6. Passport, Visas, Health, and Entry Requirements

6.1 Documentation Responsibility

It is the sole and absolute responsibility of the Client to ensure that all travel documentation is valid, complete, and compliant with international entry standards:

  • Passport Validity: Passports must possess a minimum validity of six (6) months beyond the intended date of departure from the destination country, with at least two (2) blank facing pages.

  • Visas & Electronic Authorizations: The Client is responsible for obtaining all necessary visas, transit visas, e-Visas, or Electronic Travel Authorizations (e.g., eTA). Any assistance provided by the Company is purely advisory.

  • Health Declarations & Vaccinations: The Client must comply with all health regulations, yellow fever requirements, medical testing, and health declarations enforced by foreign governments.

6.2 Denied Entry Liability

North and South Travel Limited assumes zero liability for financial loss, missed travel segments, or repatriation expenses incurred if a Client is denied boarding or entry by airlines, immigration authorities, or border control agencies due to improper documentation or health non-compliance.

7. Limitation of Liability & Indemnification

7.1 Excluded Damages

To the maximum extent permitted by applicable law, North and South Travel Limited, its directors, employees, and agents shall not be liable for any indirect, incidental, punitive, special, or consequential damages arising out of or in connection with:

  1. Cancellation, delay, or schedule alterations caused by Third-Party Suppliers.

  2. Personal injury, illness, property loss, theft, or death occurring during active tours, sports activities, or transit.

  3. Errors, omissions, or misrepresentations made by Third-Party Suppliers or local vendors.

  4. Loss of enjoyment, emotional distress, or financial losses resulting from travel disruptions.

7.2 Financial Cap on Liability

In all circumstances where liability is proven against the Company, the total cumulative monetary liability of North and South Travel Limited for any direct damages shall strictly not exceed the total administrative fees earned by the Company for handling the specific booking in question.

7.3 Indemnification

The Client agrees to defend, indemnify, and hold harmless North and South Travel Limited from and against all claims, liabilities, costs, fines, legal fees, and expenses arising from the Client's breach of these Terms, violation of local laws, or negligent behavior during travel.

8. Force Majeure

North and South Travel Limited shall not be held in breach of this Agreement, nor liable for any failure or delay in performing its obligations, where performance is prevented or hindered by a Force Majeure Event.

A "Force Majeure Event" includes, but is not limited to:

  • Acts of God, floods, natural disasters, volcanic eruptions, severe weather hazards.

  • Pandemics, epidemics, public health emergencies, national quarantines, or government-mandated lock-downs.

  • War, civil unrest, acts of terrorism, strikes, labor disputes, or border closures.

  • Failure of public utilities, airport closures, or major technical transport infrastructure outages.

In the event of a Force Majeure disruption, the Company will make reasonable efforts to assist Clients in re-booking or recovering uncommitted funds, but does not guarantee refunds for funds already committed to third-party suppliers.

9. Intellectual Property & Digital Usage

All content published on the Company’s platforms—including logos, itineraries, brand names, software code, graphic banners, website text, and custom golf/active tour concepts—is the exclusive intellectual property of North and South Travel Limited or its licensors. Unauthorized copying, distribution, scraping, or commercial exploitation of this material without express written consent is strictly prohibited.

10. Governing Law & Dispute Resolution

10.1 Jurisdiction

This Agreement, its interpretation, and any non-contractual disputes arising out of or related to Our services shall be governed by and construed in accordance with the Laws of the Republic of Kenya.

10.2 Dispute Resolution Process

  1. Amicable Negotiation: In the event of a dispute or complaint, the Client agrees to first notify Our Customer Relations Department in writing at support@northandsouthtravel.com to attempt an amicable resolution within 30 business days.

  2. Arbitration: If the dispute is not resolved through negotiation, it shall be referred to and final resolved by binding arbitration under the Rules of the Nairobi Centre for International Arbitration (NCIA) by a single arbitrator appointed in accordance with the said Rules. The seat of arbitration shall be Nairobi, Kenya, and the proceedings shall be conducted in the English language.

11. Amendments & Severability

  • Updates to Terms: The Company reserves the right to amend or update these Terms at any time without prior notice. The version published on Our official website at the time of booking shall govern the transaction.

  • Severability: If any provision of these Terms is deemed unlawful, void, or unenforceable by a court of competent jurisdiction, that provision shall be severed, and the remaining provisions shall continue in full force and effect.

12. Contact Information

For queries, travel notices, legal communications, or emergency booking support, please contact: