These Terms and Conditions govern contracts for the rental use of Lodge rooms for lodging purposes, as well as all other goods and services rendered by Thaba Khaya and Bush Lodge for the Customer.

For the purpose of these Terms and Conditions a guest and/or a booking agent is referred to as “Customer”. Thaba Khaya and Bush Lodge reserves the right to stipulate a minimum stay over weekends, public holidays and holiday periods. A weekend constitutes a Friday and Saturday night. One-night bookings are not generally accepted but may be made at the discretion of Thaba Khaya and Bush Lodge’s managers.

To make a reservation please provide the following information:

  • Surname and Christian names as they appear on the passport of travelers
  • Nationality
  • Arrival and departure transport methods and times
  • Any special dietary requirements or special requests
  • Mobile contact number
  • Room configuration-double/twin or single bed, Standard, Luxury or Family Suite

Important Information

  • The customer does not acquire the right to be provided specific rooms unless previously agreed by the managers of Thaba Khaya and Bush Lodge in writing.
  • Reserved rooms are available to the customer starting at 14:00 p.m. on the agreed arrival date. The customer does not have the right to earlier availability.
  • Rooms must be vacated and made available to the Lodge no later than 11:00 a.m. on the agreed departure date. After that time, on the grounds of the delayed vacating of the room for use exceeding the contractual time, the Lodge may charge 50 percent of the full accommodation rate (list price) for the additional use of the room until 6:00 p.m. (after 6:00 p.m.: 100 percent). The customer is at liberty to show the Lodge that it incurred no or much lesser claim to use damages.
  • In the event of premature departure for any reason whatsoever Customers will be liable for the full extent of the pre-booked stay.

Deposits and payment Policy

General Deposit Policy

For all F.I.T bookings (non-package bookings), a 100% payment is required to secure a reservation.

Please note a reservation is not confirmed or secured until the payment requirement has been paid in full.

Thaba Khaya and Bush Lodge reserves the right, without notice, to release any accommodation held where the required payment has not been paid in full.

Should we receive other Customers wanting to confirm bookings before your payment is received, we do reserve the right to contact you to request your payment or the releasing of rooms. We will require a response in 48hrs or the rooms will be automatically released and available for others to make reservations.

The balance of the account must be paid, in advance, no less than 10 days prior to the scheduled date of arrival. Where a booking has been made with less than 10 days available before the scheduled date of arrival, then the balance of the account must be paid 48 hours prior to the scheduled arrival date. If full payment isn’t received before the above deadlines, the Customer is subject to their booking being cancelled and cancellation policy. All other extras must be settled with Thaba Khaya and Bush Lodge prior to departure.

Definition Of “Confirmed” Bookings

Booking is only confirmed once

  • A credit card number has been given and the necessary deposit processed on that card. Do not just hold the number as a deposit. OR
  • Bank transfers must be confirmed with a faxed/emailed copy of the transfer.

Group Deposit Policy- Six guests or more

For all groups (six guests or more) a 100% payment is required to secure a reservation.

Should we receive other Customers wanting to confirm bookings before your payment is received, we do reserve the right to contact you to request your payment or releasing of rooms and we will require a response within 48hrs or the rooms will be automatically released.

1. Direct Bookings / Individual Bookings As Well As Booking Agents (As Listed Below) ie: Not Through a Travel Agent or Tour Operator)

Booking Agents:

Deposit Policy:

Off Peak Periods:

  1. 1 Night accommodation is required within 48 hours of making the booking.
  2. Mid-week one night bookings still require the mandatory one night deposit to secure the booking.
  3. Balance on check-in.

Peak Periods:

  1. 2 nights accommodation within 48 hours of making the booking during peak minimum stay periods longer than 2 days.
  2. Balance on check-in

Last Minute Bookings:

  1. Bookings made within 48 hours of arrival to be confirmed at time of booking, with a credit card or bank transfer for the value of 1 night’s accommodation.
  2. Balance on check-in.

Cancellation Policy

  1. Cancellations more than 31 days before the date of arrival – refund the deposit less a 10% admin fee.
  2. Cancellation between 30 and 15 days before the date of arrival – refund the deposit less a 50% cancellation fee.
  3. Cancellations 14 or fewer days before the date of arrival – the entire deposit is forfeited.
    The “cancel-keep” policy no longer applies.

2. All Bookings Through Travel Agents And Tour Operators

NB: This policy applies to all bookings made through Travel Agents and CONTRACTED Tour Operators – irrespective of number of cabins booked.

Deposit Policy:

Off Peak & Peak Periods:

  1. Full pre-payment together with rooming list, is required no later than 40 days prior to arrival.

NB: The 40 day deadline for tour operators for full pre-payment MUST be STRICTLY implemented if the deadline is not met, the tour operator must be notified in writing that the booking is cancelled and the rooms released for re-sale. (You may chase the deposit from Travel Agents until 30 days before arrival – at which time the booking must be cancelled if payment is not received)

The tour operator must be invoiced for the total number of rooms being held, irrespective of room list being finalised.

Last Minute Bookings:

  1. Bookings made within 40 days of arrival, full pre-payment is required within 48 hours of time of booking.

Cancellation Policy:

  1. Cancellations more than 41 days before the date of arrival – refund the deposit (full-pre payment) less a 10% admin fee.
  2. Cancellation between 40 and 8 days before the date of arrival – refund the deposit less 1 night’s accommodation for all rooms.
  3. Cancellations 7 or fewer days before the date of arrival (if booking is more than 2 nights) – 50% of the entire deposit (full pre-payment) is forfeited. If booking is for one night only – full deposit is forfeited.
  4. Non-Arrivals. No refund is due.

Reservations Procedures- Group

A reservation will be held on a provisional basis for 14 days from the day of booking. Thaba Khaya and Bush Lodge and/or the Customer are required to release provisional bookings in writing by email or fax.

Thaba Khaya and Bush Lodge will issue:

  1. A reservation detailed confirmation letter – i.e. Lodge, room/s, date of stay, rates, as well as deposit deadline date.
  2. A group will become confirmed once the deposit has been received and all terms and conditions have been adhered to.
  3. Standard deadlines:
    • Please note that we require a final number of rooms at 90 days
    • Please note that we require a final rooming list and final details at 30 days

Thaba Khaya and Bush Lodge and/or the Customer is obliged to release reservations in writing either by email or fax.

All reservations are subject to the cancellation policy set out below.

3. Group Bookings

Contract Policy

  1. Quotation must be sent within 24 hours of query.
  2. Follow up the following day.
  3. When cabins are blocked off, a provisional confirmation letter is sent out with pro-forma invoice (requesting 50% deposit) and contract.
  4. Within 14 days of processing the booking, a 100% deposit must be received and the contract is to be returned and signed by both reservations and the Customer.
  5. 30 days prior to arrival 50% deposit must be received with final rooming list.

Deposit Policy

  1. 50% of total accommodation within 14 days.
  2. Until this is received, the booking is only provisional and is only confirmed with a confirmation number on receipt of deposit. If another enquiry for the same dates is made and a deposit will be given, the first provisional booking must be contacted and asked to confirm with a deposit within 24 hours. It is important that guests are told the booking is only provisional until deposit is received.
  3. 50% and rooming list – 30 days before arrival date (at the latest!)
  4. Before refusing a booking because we are “full”, check that the bookings we have for those dates are confirmed with deposits. We are not “full” until every room is confirmed with a deposit.
  5. Final numbers for groups cannot be reduced within 7 days prior to arrival.

Last Minute Bookings:

  1. Bookings made within 30 days of arrival, full pre-payment is required within 72 hours of time of booking.

Cancellation Policy

  1. Cancellations within 60 – 31 days incur a 50% cancellation fee.
  2. Cancellations within 30 days incur 100% cancellation fee.

Payments

* Diners and American Express credit cards are not accepted

Payments can be made by either:

  1. Credit Card, in which event the Customer must advise Thaba Khaya and Bush Lodge of the card type, card number, card expiry date, cardholder’s name and passport number. The Customer must request a credit card authorization form from Thaba Khaya and Bush Lodge. This document must be completed and returned by fax or email to Thaba Khaya and Bush Lodge.
  2. Bank transfer to – Sable Ranch (PTY) Ltd
    First National Bank
    Account Type: CHEQUE
    Account Number: 625-320-830-79
    Branch: KREMETART
    Branch Code: 252545
  3. Cash deposits must be made in South African Rands and a copy of the deposits slip faxed or emailed to Thaba Khaya and Bush Lodge

Travel Cancellation Insurance

The Customer is encouraged to ensure they have taken out adequate travel insurance to cover the financial implications of Thaba Khaya and Bush Lodge Cancellation Terms and Conditions. The Customer will bear the sole and absolute responsibility therefore.

Repudiation by Thaba Khaya and Bush Lodge

  1. Thaba Khaya and Bush Lodge is entitled to effect extraordinary cancellation of the contract for a materially justifiable cause, e.g. if
    • Force majeure or other circumstances for which Thaba Khaya and Bush Lodge is not responsible make it impossible to fulfill the contract;
    • Rooms are reserved with misleading or false information regarding material facts, such as the identity of the Customer or the purpose;
    • Thaba Khaya and Bush Lodge has justified cause to believe that use of its services might jeopardize the smooth operation of the Lodge, its security or public reputation, without being attributable to the Lodge’s sphere of control or organisation;
  2. The customer can derive no right to compensation from justified cancellation by Thaba Khaya and Bush Lodge.

Property Damage Policy

The Customer will be held financially responsible for any property damage whatsoever which occurs during their stay that is above and beyond normal wear and tear.

Health Matters

Since Malaria occurs within South Africa, it is recommended you refer to your health care practitioner regarding anti-malaria precautions be taken. It is the Travel Agent or Tour Operators sole and absolute responsibility to ensure that all guests, tour leaders, tour guides, chaperones, drivers, guides, pilots and the like consults with their doctors and/or pharmacist prior to arriving at Thaba Khaya and Bush Lodge. Please note that Thaba Khaya and Bush Lodge is situated in a very low-risk area.

TOMSA Levy and Conservation Fees

Please note all reservations will be charged a TOMSA levy of R5.70 per person per night and these additional costs are applicable to Thaba Khaya and Bush Lodge. These costs will need to be settled on the reservations invoice.

POPI – Privacy and Protection of Personal information Policy

Legacy is aware of the need and legalities of Internet privacy and intends treating it in accordance with the following policy:

Legacy will take every precaution to protect users’ information. When a user submits personal and private information to Legacy via the website, the information is protected both on-­‐line and off-­‐line.

Legacy confirms that it does use collection agents knows as “Cookies” which enable servers to identify repeat uses, monitor usage trends and to facilitate the on-­‐going use of any on-­‐line services. This tool ensures the user a more dynamic interaction with the Legacy website but is optional and may be switched off by denying cookies in the users’ website settings.

Legacy will not sell, share, or rent this information to others in ways different from that which is disclosed in the website or in other forms of communication. Legacy will however disclose information in order to comply with applicable law, legal notices served on it, or in defending its rights or property.