The following Terms and Conditions form the basis of your contract with us. Please read them carefully as they set out our respective rights and obligations and by signing the booking form you will be bound by them.
Your booking
A completed and signed booking form must be sent to us, along with the deposit payments. If a booking is made within 90 days of the departure date full payment will be required.
The booking form must be signed by the authorised person making the booking on behalf of their party. He / she must be at least 18 when the booking is made. By signing the booking form the authorised person confirms themselves as party leader and assumes responsibility for making all payments to us. For any party members that are under 18 when a booking is made a signature will also be required from their parent or guardian.
On receipt of your booking form and appropriate payments we will send a booking confirmation (subject to availability) and an invoice for any outstanding payments due, to the party leader. Please ensure you check the details thoroughly and contact us as soon as possible if any information is incorrect or omitted.
Balance payments must be paid:
Europe: at least 60 days prior to the departure date
Rest of the world: at least 90 days prior to the departure date
If we do not receive all payments due by that date we reserve the right to treat your booking as cancelled by you and retain all deposits and payments paid.
Cancellations by you
If you or any member of your party wishes to cancel a booking we must be notified in writing, with a signature from the party leader who made the booking. Your cancellation will be effective from the date we receive your letter. We advise you to take out the appropriate travel insurance when you book, to protect yourself from this possibility.
The cancellation charges set out below will apply:
Europe
| More than 90 days | Deposit only* | |
| 90 – 70 days before departure | 25% of total holiday cost | |
| 69 – 45 days before departure | 50% of total holiday cost | |
| 44 – 30 days before departure | 75% of total holiday cost | |
| 29 days or less before departure | 100% of total holiday cost |
Rest of the world
| More than 90 days | Deposit only* | |
| 90 – 70 days before departure | 50% of total holiday cost | |
| 69 – 45 days before departure | 75% of total holiday cost | |
| 44 – 30 days before departure | 100% of total holiday cost |
*Under certain circumstances it may be possible for us to retain a deposit when you cancel a tour, and use it against a future booking with us. The held deposit must be used within 12 months of the cancellation date.
Changes by you
If you wish to make any changes to your booking you must notify us in writing as soon as possible. We will do our best to assist but we cannot guarantee meeting your requests. If we can, a small administration fee of £50 per person will be payable, along with any costs or charges we incur from our suppliers due to the changes made.
Group Bookings (3 or More Guests) For bookings of 3 or more people traveling together:
Second Deposit: A non-refundable second deposit of 5% per person is required 30 days after the initial booking to confirm your places.
Transfers & Amendments: Requests to switch to a different holiday must be made in writing at least 90 days prior to departure and are subject to availability.
Transfers incur a standard administration fee of £50 per person. If a group transfer reduces the original tour group size below the minimum required to operate, it will be treated as a cancellation of the original booking and standard cancellation charges will apply.
Cancellations and changes by us
We always do our utmost to avoid any changes or cancellations. However, we must reserve the right to do so. If we have to make changes to the itinerary, leaders or accommodation, we will inform you prior to the departure date. In the event of having to change tour dates we will inform you as soon as possible. If the change is major we will offer you the choice of:
- Acceptance of the change
- An alternative holiday of the same standard – If same price no charges will be made, if less we refund the difference, if more expensive you pay the difference.
- A full refund of any monies paid to us
A major change includes a significant change in accommodation standard for either part or whole of the tour, change of dates, or a significant alteration to the tour itinerary.
We reserve the right not to operate a holiday for which there are insufficient guests 60 days prior to the departure date. In the unlikely event of this happening you will be given the option to make an alternative booking or take a full refund.
If the holiday has to be cancelled within 60 days of departure because of ‘force majeure’ (includes war, strike, riot, significant risk to human health such as outbreak of serious disease, natural disasters etc.) you will be given the option to make an alternative booking.
Where the maximum number of guests on one of our holidays has not been met but is short by 1 or 2, and a party of 2 or 3 guests wish to book a holiday, then we reserve the right to exceed the maximum number of guests by this number.
For the purpose of your booking ‘force majeure’ means any event beyond our, or our supplier’s control. An event for which the consequences could not have been avoided, even if all reasonable measures had been taken.
Confidentiality and proprietary interests
1. Booking Eligibility & Right to Cancel Greenwings Wildlife Holidays (“the Company”) reserves the right to refuse, cancel, or terminate any booking if it reasonably believes the booking was made for commercial research, competitor intelligence gathering, or representation of a competing tour operator. In such events, the Company will refund payments made but accepts no liability for additional costs, losses, or expenses incurred by the participant.
2. Non-Commercial Participation & Intellectual Property
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Scope of Participation: Tours are offered strictly for personal, educational, and recreational enjoyment. Participation to replicate, develop, or enhance commercial wildlife operations is prohibited without prior written consent from the Company.
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Proprietary Know-How: Guiding techniques, fieldcraft methods, specific itineraries, operational procedures, and relationships with local landowners or conservation partners constitute proprietary business information. Participants agree not to use, reproduce, or disclose this information for commercial purposes or third-party benefit.
3. Media & Recording Restrictions
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Personal Use Only: Photography and video for personal, non-commercial use are permitted, subject to guide instructions regarding safety and wildlife welfare.
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Prohibited Media: Professional photography, commercial filming, audio recording, or documentation of guiding methods, routes, and procedures are strictly prohibited without prior written consent. The Company may require the immediate cessation of unauthorized recording or terminate participation without refund for non-compliance.
4. Sensitive Locations & Wildlife Protection
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Site Conservation: Participants must adhere strictly to guide instructions regarding movement, noise, distancing, and safety near sensitive habitats.
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Revisiting Sites: Participants agree not to independently revisit sensitive locations where doing so may disturb wildlife, breach private access agreements, or damage habitats. The Company reserves the right to withhold specific site coordinates or names to protect wildlife.
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Geotagging & Public Sharing: To safeguard species and private site access, participants must not publish precise site names, GPS coordinates, geotagged images, or route maps on social media, blogs, or public forums. Participants are encouraged to remove embedded geolocation metadata from images prior to sharing them publicly.
5. Breach & Remedies Any breach or reasonable suspicion of a breach of these confidentiality and protection terms gives the Company the right to terminate tour participation immediately without a refund, refuse future bookings, and pursue appropriate legal remedies.
The price of a holiday
The Company reserves the right to increase the price of an advertised holiday where our supplier costs increase significantly, up to 20 days before the departure date. The price rise will not exceed 8% of the total package price.
The Company reserves the right to make changes and corrections to any errors in advertised costs at any time before your booking is confirmed. We will advise you of errors and corrections that we are aware of at the time of booking.
Insurance
All guests must be covered by insurance prior to departing on one of our holidays. This must cover you against medical and personal liability risks and include 24-hour medical emergency assistance cover.
We recommend Campbell Irvine for a travel insurance provider. To arrange cover or obtain a quotation please contact them direct:
https://www.campbellirvine.com/greenwingswildlifetours/
We also strongly recommend that your policy includes cancellation cover for the full cost of your holiday. This may require an additional top-up on your premium if the value exceeds the standard cover rate of £3,000.
Please note that it is your responsibility to ensure that your insurance cover is appropriate. Once you have it arranged, please send us the details of your policy, including the contact details provided by the insurers for obtaining assistance during travel.
Greenwings is an Unregulated Introducer of Campbell Irvine Ltd who are authorised and regulated by the Financial Conduct Authority.
Special requests
Please ensure you complete the applicable section for dietary or other special requests on the booking form. We will endeavour to meet requirements but cannot guarantee it or accept any liability associated with such requests.
Medical Needs & Accessibility
Please inform us in writing at the time of booking if you or any other member of your group has a medical condition, disability, or reduced mobility that may affect the trip.
We are not a specialized accessible tour operator, but we will do our best to assist. You are responsible for reviewing our holiday grading to ensure the trip matches your fitness level, and we may request a doctor’s certificate. We reserve the right to decline or cancel a booking later if we cannot properly accommodate the traveller’s needs, applying standard cancellation charges where necessary.
We advise all our guests that if you are considering coming on one of our holidays, please be aware that some of our excursions take place over difficult terrain that may require adequate physical fitness and (for some) additional equipment such as hiking poles might be advisable. If you are unsure please ask us before you book.
Passports and health documents
If you or another member of your party is not in the possession of a full and valid British passport we recommend that you apply for one at least six weeks prior to the tour departure date. For all other nationalities, please consult the appropriate governing authority for travel documentation and take action accordingly.
For tours in the European Economic Area (EEA) you should acquire an (European Health Insurance Card) EHIC prior to departure.
It is the party leader’s responsibility to ensure that all members of the party possess the necessary travel and health documents before departure.
Behaviour
We want everyone to enjoy their holiday, so we ask all our customers to behave considerately and respectfully towards other guests, our staff, local people and the places we visit.
You are responsible for your own behaviour and for the behaviour of everyone in your party. You must not behave in a way that causes, or is likely to cause, distress, danger, annoyance or disruption to others, damage to property or wildlife, or delays or diversions to transport.
Unacceptable behaviour
If we or a supplier reasonably determines that your behaviour or that of anyone in your group is unacceptable, we reserve the right to cancel your booking immediately. In this event:
- You and the involved individuals must leave the property or service right away.
- We are no longer responsible for you, including organizing or funding your travel home.
- No refunds will be provided for any unused accommodation, services, or bookings.
- We will not cover any additional expenses resulting from the cancellation.
Damage or loss
Please note that guests are responsible for any damage or loss during their stay. Any necessary fees should be paid straight to the property management on the spot. If unpaid damages result in a claim against our agency, you will be liable to reimburse us for the full amount, along with any legal costs incurred.
Respect for wildlife and the natural environment
We expect all customers to treat wildlife and the natural environment with care and respect.
You must not damage wildlife, habitats or property, or collect specimens from the natural world, including plants, insects or other animals.
Any behaviour that causes, or is likely to cause, danger, upset, distress or damage may result in the immediate termination of the holiday for the person(s) concerned.
Smoking
We ask smokers to be considerate of other guests, many of whom are non-smokers. Smoking is not permitted in confined or shared spaces, including lounges, dining rooms, minibuses, shared bedrooms or other group gathering areas. You must also refrain from smoking close to other group members and while watching wildlife.
Complaints
In the unlikely event that you wish to make a complaint during a tour you must immediately raise it with your holiday leader. If your complaint relates to a service supplier (e.g. accommodation) please ensure that you inform them directly. In all cases our holiday leaders will do their best to help solve any problems and in almost all cases the situation can be resolved at this stage. If you are still unhappy please send your complaint to us in writing within 14 days of your tour return date and we will do our best to reach an amicable resolution. In any case, we will acknowledge your letter within 14 days and respond in full within 28 days.
Our liability to you
Your booking is accepted on the understanding that you come on the tour at your own risk. We accept responsibility for ensuring the tour is supplied as described and to a reasonable standard. However, we cannot accept liability for physical injury, loss, damage or expense resulting from actions or omissions of those over which we have no direct control (e.g. airline or other transportation related employees). We cannot accept responsibility for injury, loss or expense incurred due to a situation regarded as ‘force majeure’.
Financial Protection
In accordance with the UK Package Travel & Linked Travel Regulations 2018, Directive (EU) 2015/2302 or the local applicable law in the country of residence of the passenger(s) booking with Greenwings Wildlife Tours Ltd are fully protected for the initial deposit and subsequently the balance of all monies received by us, including repatriation costs and arrangements, arising from cancellation or curtailment of your travel arrangements due to the insolvency of Greenwings Wildlife Tours Ltd
The respective laws accordingly to the country of residence of the passenger(s) usually only requires us to provide cover for Package & Linked Travel Arrangements, there is no requirement for Financial Protection of day trips or single elements, and none is provided unless the local law requires such. If you have questions on this then please contact Greenwings Wildlife Tours Ltd
Greenwings Wildlife Tours Ltd has taken out an insurance provided by International Passenger Protection Ltd (IPP) with Liberty Mutual Insurance Europe SE (LMIE) trading as Liberty Specialty Markets, a member of the Liberty Mutual Insurance Group. LMIE’s registered office: 5-7 rue Leon Laval, L-3372, Leudelange, Grand Duchy of Luxembourg, Registered Number B232280 (Registre de Commerce et des Sociétés). LMIE is a European public limited liability company and is supervised by the Commissariat aux Assurances and licensed by the Luxembourg Minister of Finance as an insurance and reinsurance company. This insurance is only valid for passengers who book and pay directly with/to Greenwings Wildlife Tours Ltd
In the event of our insolvency please make contact as soon as practically possible giving full details of what has happened quoting the name of your Travel Operator:
For UK & Worldwide excluding EU Passengers
IPP Claims at Sedgwick
Telephone: +44 (0)345 266 1872
Email: Insolvency-claims@ipplondon.co.uk
or online at http://www.ipplondon.co.uk/claims.asp
For EU Passengers
IPP Claims at Sedgwick
Telephone: +31 103120666
Email: ippclaims@nl.sedgwick.com
or online at https://www.ipplondon.co.uk/claims.asp
