Terms and Conditions

YoFiMai Adventures Uganda Limited (herein also called YoFiMai, “we” or “us”), which is registered in Uganda, operates trips in Uganda, Rwanda, Kenya, Tanzania, Zambia, and United Arab Emirates.

1. BOOKING WITH YoFiMai

A booking with YoFiMai is confirmed once we receive your deposit and issue a Booking Confirmation, together with your Invoice/Receipt and Itinerary. This confirms that your trip is reserved in accordance with these Terms & Conditions. By agreeing to these terms, you warrant that you have the authority to accept them on behalf of all members of your party listed on the booking form.

2. BOOKING & PAYMENT TERMS

When you make your booking, you will be required to pay a deposit of 30% of the total trip cost. The remaining balance must be paid at least 45 days before the trip's departure date.

In some cases, your booking may require additional upfront payments on top of the standard 30% deposit - for example, flights, gorilla or chimpanzee permits, or reservations made during peak holiday periods.

Chimpanzee and Gorilla Permits

In Uganda and Rwanda, permits must be paid 100% upfront at the government-advertised price. Changes in the pricing or booking terms of these permits are determined by government authorities and are independent of YoFiMai Terms and Conditions. We will inform you at the time of booking if an additional deposit is required for such permits.

If the deposit and/or final balance is not paid on time, we reserve the right to cancel your booking and retain your deposit. We will issue a payment reminder, but if payment is still not received, your trip will be cancelled.

Any quote provided by YoFiMai is valid for 7 days from the date it is issued. After this period, prices may change due to variations in supplier costs or exchange rates.

Currency of Quotes

While some local trips may be quoted in Ugandan Shillings (UGX), most trips - especially those involving suppliers who set their rates in USD — will be quoted in USD.

Payment Methods and Currency Fluctuations

Payments can be made via:

Cash (only in Uganda, and in USD or UGX as agreed)
Bank transfer
Credit/debit card (Visa or Mastercard)
Mobile money services, such as MTN MoMo or Airtel Pay (Uganda)

All transactions are processed in USD, unless otherwise agreed in writing.
Note: Credit/debit card payments may incur a processing fee of up to 4%, which will be clearly communicated at the time of booking.

Currency Risks:
If you choose to pay in a currency other than USD, your payment will be converted at the prevailing exchange rate on the date of payment. You bear the risk of currency fluctuations, and no refunds or adjustments will be made for unfavorable changes in exchange rates after your payment has been processed.

Fees and Charges:
You are responsible for all bank fees, wire transfer costs, taxes, and related charges associated with your payment

Secure Sharing of Payment Details:

YoFiMai’s official bank account details or Visa/Mastercard payment link will be provided securely by our team via our official company email (connect@yofimai.com) or through our verified company phone numbers listed in Section 21.

Only use payment links or bank details provided directly by us through these official channels.
Double-check the sender details before making any payment to avoid fraud.
YoFiMai is not responsible for payments sent to accounts or contacts not directly provided by us.

3. CANCELLATION POLICY

At YoFiMai, we understand that travel plans can change and unforeseen events may arise. Our cancellation policy aims to treat clients fairly while covering the costs and commitments involved in preparing your trip.

Cancellation Charges:

31–21 days before departure: 25% of the total trip cost.
20–14 days before departure: 50% of the total trip cost.
13–4 days before departure: 75% of the total trip cost.
3–0 days before departure or No Show: 100% of the total trip cost.

Important Notes:

Non-refundable items: Gorilla and chimpanzee permits, as well as flights arranged by YoFiMai (domestic or international), must be paid for in full at the time of booking and are strictly non-refundable.
Peak Season Bookings: Some lodges and camps apply stricter cancellation terms during high-demand periods (e.g., December–February and June–September). If these terms affect your booking, YoFiMai will notify you in writing at the quotation stage, before you pay your deposit.
Written Cancellations: All cancellations must be submitted in writing by the person who made the booking, sent to connect@yofimai.com, with a copy to your dedicated YoFiMai representative.
During the Trip: Once a trip has commenced, refunds cannot be provided for unused portions or services. Any changes or early departures will be at the traveler’s own expense.

If We Cancel Your Booking

We reserve the right to cancel all or part of your booking if unforeseeable or extraordinary circumstances occur, including but not limited to:

Natural disasters or extreme weather
Political unrest or civil disturbances
Government-imposed travel restrictions or border closures
Pandemics or epidemics,
Strikes or labor disputes,
Supplier failures (e.g., airline bankruptcies),
Cyber attacks, or economic crises.

If YoFiMai cancels for these reasons:

We will refund all monies paid by the client.
No additional compensation is provided.

If YoFiMai cancels for other reasons:

We will refund all monies paid and provide standard compensation of 5% of the total booking cost, capped at USD 100 per booking.
This does not prevent you from claiming additional compensation if you are legally entitled to do so.

Client Payment Default

If a client fails to pay the final balance by the due date:

YoFiMai may cancel the booking.
Deposits or amounts already paid will be retained in accordance with this policy.
No compensation is provided.

Travel Advisory

YoFiMai monitors travel advice from the Uganda, UK, and USA governments. Clients are responsible for reviewing any relevant advisories issued by their own government before booking and prior to departure.

4. IF YOU CHANGE YOUR BOOKING

If, after we have issued your Booking Confirmation, you wish to modify your travel arrangements - such as your departure date or accommodation - we will make every reasonable effort to accommodate your request. However, some changes may not always be possible.

All requests for changes must be submitted in writing by the person who made the booking. YoFiMai may charge an administration fee of USD 50, plus any additional costs we incur in processing the change.

Please note that the closer the request is to your departure date, the higher the potential costs of making changes. Therefore, we strongly recommend contacting us as early as possible.

Certain travel arrangements may not be changeable after confirmation, and alterations could incur a cancellation charge of up to 100% of the affected portion of the trip. In particular, any changes requested within 30 days of departure will be subject to the standard cancellation charges outlined in our policy.

You may transfer your booking to another person who meets all the conditions of this booking by providing written notice at least 7 days before departure. Both you and the new traveler are responsible for any costs incurred by YoFiMai in making the transfer

5. IF WE CHANGE YOUR BOOKING

(a) Changes to the price

We can change the price of your trip after you've booked, only in certain circumstances:

Changes in the price of the carriage of passengers resulting from changes to the cost of fuel, the level of taxes or fees imposed by third parties, including tourist taxes, means that the price of your travel arrangements may change after you have booked. However, prices will remain the same within 45 days of your departure.

If this results in an increase equivalent to more than 8% of the total price of your travel arrangements. In that case, you can accept or change to another trip if we can offer one. We will refund any price difference if the alternative is of a lower value. Also, you could cancel and receive a full refund of all monies paid, except for any amendment charges. Should you decide to cancel, you must do so within one week of being told of the change.

Should the price of your trip go down due to the cost changes mentioned above, then we will pay any refund due. We will deduct from this refund our administrative expenses incurred.

Please note that we do not always purchase travel arrangements in local currency, and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

(b) Changes other than the price

It is a term of your booking that we can change any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of minor changes include alteration of your domestic flights by less than 12 hours, changes to safari vehicle type, changes of accommodation to another of the same or higher standard, and changes of when some activities occur.

6. OUR LIABILITY TO YOU

You must inform us without undue delay of any failure to perform or improper performance of the services included in your trip package. If any of the services included in your package are not performed per the contract or are improperly performed by the service suppliers or us, and this has affected the enjoyment of your travel arrangements. In that case, you may be entitled to an appropriate price reduction, compensation, or both. We will not be liable where any failure to perform or improper performance of the travel services is due to: you or another member of your party; or a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if we've taken all reasonable measures.

Our liability, except in cases involving death, injury or illness, shall be limited to three times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to the contractual terms of the companies that provide the services that make up your package. These terms are incorporated into your booking.

NB: this entire clause 6 does not apply to any contracts you may enter for excursions or activities whilst on your trip.

7. COMPLAINTS

If you have a complaint about any of the services included in your trip, you must inform the driver guide or your trip manager via the contact telephone numbers we will provide before your departure.

If it is not resolved locally, please follow this up within 28 days of your return home by writing to connect@yofimai.com. Give your booking reference and all other relevant information, keeping your email as concise and to the point as possible.

If you fail to report your complaint whilst on your trip, we will not have the opportunity to investigate and rectify it whilst you are travelling, affecting our ability to improve the situation for you and the possibility of claiming back any form of compensation.

8. ADDITIONAL ASSISTANCE

If you're in health difficulty whilst in East Africa and ask us to help, we will provide necessary assistance, in particular by providing information on health services, local authorities and consular assistance, medical assistance, and helping you to find alternative arrangements and any necessary phone calls/emails. You must pay any costs we incur or claim them back from your travel insurance company.

9. MEDICAL CONDITIONS, DISABILITIES, SPECIAL REQUESTS, AND FITNESS REQUIREMENTS

We welcome travelers with special needs, but you must inform us in writing before booking, providing full details so we can advise on the suitability of your trip. Unfortunately, not every destination, activity, or accommodation may be suitable for all travelers.

We reserve the right to decline or cancel a booking if we are unable to safely meet your requirements.

If you fail to notify us in advance of relevant medical conditions or disabilities, we reserve the right to cancel your booking as soon as the issue comes to light.

Special Requests

If you have dietary needs, food intolerances, or other special requests, we will gladly pass these on to our suppliers. However, please note that these are requests only, and we cannot guarantee they will be met.

Health and Safety Protocols

Your health and safety are very important to us. We follow guidance from international and local authorities, such as the World Health Organization (WHO) and the health ministries of the countries where we operate.

Pre-Trip Requirements:

You must disclose any pre-existing medical conditions, allergies, or mobility issues at the time of booking.
For certain high-risk activities, we may require a medical certificate confirming your fitness to participate.
You are responsible for meeting vaccination and health requirements, including providing proof where necessary (e.g., yellow fever).

Age and Fitness Requirements

Many of our trips involve physical activity, such as walking on uneven terrain, extended drives, or outdoor adventures.
Certain activities may have minimum age, weight, or height requirements, or other restrictions set by local authorities or operators to ensure safety.
You must be in reasonable health and fitness to participate. If you are unsure, consult your doctor and notify us before booking.
We may require a fitness declaration or medical clearance for strenuous activities.
Failure to meet these requirements may result in exclusion from activities without refund or, in serious cases, cancellation of your trip at your expense.

During Your Trip

We maintain hygiene and safety practices, including regular sanitization of vehicles and equipment.
In the event of infectious disease outbreaks or public health concerns, we may implement additional measures—such as masks, testing, or itinerary changes—at our discretion.
Emergency medical evacuation can be arranged if needed, but all costs will be your responsibility (these may be claimable through your travel insurance)

10. EXCURSIONS

Any excursions or tours you choose to book or pay for while on your YoFiMai trip are separate from your main trip package. Your contract for such services is directly with the operator of the excursion or tour, and not with YoFiMai. We do not assume responsibility for the provision of these services or for any incidents, losses, or damages that may occur during their delivery.

11. DOCUMENTATION

Please check all the documentation you receive and notify us immediately if you notice any errors. If you do not do so, there may be additional costs if changes have to be made later.

12. YOUR RESPONSIBILITIES

Firstly, you must review the current travel advice of your trip destination before booking and ensure you remain up to date with this advice before travelling.

Your specific passport, visa, and other immigration requirements are your responsibility. You should confirm these with the relevant Embassies or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.

You must also ensure that your vaccination certificates are in order and that you have taken the advice of your doctor with regard to vaccinations.

We refer, in particular, to our pre-departure information sheet. We will offer general advice but cannot be held responsible if you do not comply with current requirements before your departure. We do not accept liability for any advice given of a general nature before the holiday commences.

You are responsible for a timely check-in for all flights and presenting yourself to take up all pre- booked components of your holiday. No credit or refund will be given to you should you fail to take up any component of your holiday or lose any travel documents.

Travel involves inherent risks that are beyond our control. These may include risks related to transportation, the environment, health, or other conditions encountered during your trip. We are happy to provide guidance or advice regarding these risks over the telephone or in writing. By traveling with YoFiMai, you acknowledge and accept these risks.

13. DATA PROTECTION & PRIVACY

We are committed to protecting your personal data in accordance with the Uganda Data Protection and Privacy Act, 2019, and any applicable international regulations (such as the General Data Protection Regulation (GDPR) for clients in the European Union).

By booking with us, you consent to the collection, use, storage, and sharing of your personal information (including name, contact details, passport information, medical conditions, and payment details) as necessary for arranging your trip, complying with legal requirements, and providing our services.

How We Use Your Data: Your data may be shared with third-party suppliers (e.g., lodges, airlines, permit authorities) solely for fulfilling your booking. We may also use anonymized data for marketing or operational improvements.
Security: We implement reasonable measures to protect your data from unauthorized access, loss, or breach. However, no system is entirely secure, and we cannot guarantee absolute protection.
Your Rights: You have the right to access, correct, or request deletion of your data. Contact us at connect@yofimai.com for any privacy inquiries. We will retain your data only as long as necessary for legal, accounting, or operational purposes (typically up to 7 years after your trip).
Marketing: If you opt-in, we may send you promotional materials. You can unsubscribe at any time. If you do not provide required data, we may be unable to process your booking.

14. GROUP BOOKINGS AND BEHAVIOR

For group bookings, the person making the booking is responsible for ensuring all members comply with these Terms.

Group Leader: The leader must communicate requirements (e.g., visas, insurance) to the group and is liable for any group-related issues.
Conduct: All travelers must behave responsibly, respecting local laws, customs, wildlife, and other participants. Disruptive behavior (e.g., intoxication, harassment, or endangering others) may result in removal from the trip without refund. Costs for early departure or damages are your responsibility.
Group Size Changes: If group numbers change, prices may be adjusted accordingly.

15. INSURANCE

It is a part of our Terms & Conditions that all clients must purchase adequate travel insurance. We reserve the right to cancel your holiday at any time should such a policy not be taken out by you.

16. ENVIRONMENTAL AND ETHICAL POLICIES

YoFiMai is committed to sustainable and ethical tourism.

Practices: We minimize environmental impact through responsible waste management, support for local communities, and adherence to "leave no trace" principles. We do not support activities that harm wildlife (e.g., no feeding animals).
Client Responsibilities: You must follow eco-guidelines, such as not littering or disturbing habitats. Violations may lead to exclusion from activities.
Ethical Standards: We partner with suppliers who uphold animal welfare and fair labor practices. Report any concerns to us during or after the trip.

17. INTELLECTUAL PROPERTY

Traveler-Provided Media:

By participating in a YoFiMai trip, you may share photos, videos, or testimonials with us. You grant YoFiMai a non-exclusive, royalty-free license to use this content for marketing and promotional purposes, subject to your approval wherever possible.

Media Captured by YoFiMai:

YoFiMai may take photos or videos of you during your trip for promotional purposes. Before posting any such media on our website, social media, or other marketing materials, we will send you a copy for review and request your final approval.

Consent on Trip Sign-Up Form:

On the trip sign-up form, you indicate your preference:

Yes: I consent to my photos being used for promotional purposes, subject to my approval.
No: I do not want any of my photos to be used for promotional purposes.

Traveler Use of Media:

You may share photos or videos from your trip for personal, non-commercial purposes (e.g., social media, personal albums). Any use of media featuring YoFiMai branding, guides, staff, or activities for commercial purposes—including sale, promotion, or advertising—requires prior written permission from YoFiMai.

Respect for Others:

You must not misrepresent YoFiMai or infringe on the rights of others in any media you share.

18. DISPUTE RESOLUTION

Before resorting to courts, we encourage amicable resolution. Disputes may first be submitted to mediation through a neutral third party in Uganda (e.g., via the Uganda Tourism Board). If unresolved, arbitration under Ugandan law may apply. This does not limit your legal rights.

19. UPDATES TO TERMS & CONDITIONS

We may update these Terms from time to time. The version in effect at the time of your booking applies. Changes will be posted on our website; continued use of our services constitutes acceptance. Major changes will be notified via email.

20. LAW AND JURISDICTION

This booking is governed by Ugandan Law and the jurisdiction of the Ugandan Courts.

21. OFFICIAL CONTACTS

Official company contacts for YoFiMai are:

Office: +256 770 567 318
Mobile: +256 780 299 304
Email: connect@yofimai.com

Backup Email: yofimai256@gmail.com