Terms and Conditions

Special COVID-19 Clause:

We have taken enhanced health and safety measures–for you, our other Guests, and team members at Easy Track Ghana. You must follow all posted instructions while on tour.

An inherent risk of exposure to COVID-19 exists in any public place where people are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death. According to the US Centers for Disease Control and Prevention, senior citizens and guests with underlying medical conditions are especially vulnerable.

By traveling with Easy Track Ghana, you voluntarily assume all risks related to exposure to COVID-19.

1. Booking Procedure:

A detailed itinerary and quote will be submitted to you for the tour you have requested.
Revisions and enhancements will be made as you request.
The quote will be valid until the expiration date noted. Expired quotes will not be honored.
Before the quote expires, you will need to provide a Booking Form and a booking deposit to CONFIRM reservations. No staff, vehicle, accommodations, regional or domestic flights or equipment will be reserved for your travel before receipt of a booking deposit which indicates a confirmed booking
At least 75% of the total tour cost must be received by Easy Track Ghana 21 days prior to the initial travel date. If booking within 21 days of travel the entire balance will be due in your booking payment.
Full payment must be received electronically, via mobile money, or in cash before commencement of any tour.

2. Responsible Party and Travelers:

The person making any confirmed booking will, by the making of such booking, be known as the Responsible Party, and does warrant that he or she has authority to enter into a contract on behalf of person/s traveling on the booking (Travelers) In the event of the failure of any or all Travelers to make payment, the Responsible Party making the booking shall by his/her booking deposit thereof assume personal liability for the total price of the booking made. The Responsible Party may also be a Traveler if they are traveling on the tour, either as a paying or complimentary guest.

3. Prices:

Should increases be forced upon us by airlines, Government regulations, hikes in hotel fees, government mandated fuel increases, etc, we will pay these costs up to 5% of the quoted tour fare. We reserve the right to surcharge an amount equal to 80% of the increased charges above this 5% that are required to be paid by Easy Track Ghana. In no event will any price increase surcharge be greater than 10% of the quoted tour fare. Note that costs for food, fuel and accommodations may fluctuate significantly as the travel industry manages COVID-19.

4. Tour Proposal:

Various items may be detailed in the tour itinerary as provided by Easy Track Ghana. Definitions of these items is described in this section.

4a. Included Meals:

Realize that meal offerings and quality will vary depending on the location, as well as the type of meals you have requested. Your tour Inclusions will note whether you have meals included and also if you have requested an “upscale meals” upgrade.

When meals are included, it may be a buffet or a limited menu. We do not cover the cost of any choices you make outside of what we offer. If you have not selected an “upscale meal” option, abuse of the “meals inclusive” offering (refusing offered buffets, ordering the most expensive item at every sitting, ordering 2 plates at each meal, ordering cocktails/wine/champagne, etc.), will require that we request you to contribute out-of-pocket to cover extra costs.

4b. Accommodation Description:

When accommodations are included, the class of lodging is indicated, as well as links to the lodging website and to a review website for the lodging, when available. In cases where you have used our tour request form, you were asked to specify the class of accommodations desired for your tour. Hotel descriptions on your itinerary may state the following terms, which are described herein:

Budget: This class of hotel would be considered between 1 and 2 stars in the American/European sense. Fixtures may not be correct, furnishings are well-worn, linens are old, back-up generators may not be functional, water may not be flowing, hot water is by request, and only a fan may be available.

Mid-Range, 3-Star: This broad class of hotel may range between 2 and 3 stars in the American/European sense. Furnishings are worn, linens are somehow old, not everything may be working well. There is usually flowing water, but not always hot water except by request. There would be air-conditioning at such hotels, and sometimes a fridge and a television.

Upscale, Deluxe: These terms refer to more modern, comfortable hotels that would have flowing water, hot water, good air-conditioning, reliable wi-fi, room service and usually a fridge and satellite television.

Luxury, 5-Star: This type of accommodation is not available everywhere in Ghana. This would rate 4 to 5 stars in the American/European sense and provide the best in terms of quality, service and ambiance.

4c. Driving Time:

An estimate of the number of hours spent driving in a vehicle is presented for any drive time estimated to be over 2 ½ hours for a day. These estimates are based on our experience under normal conditions and should be considered an approximation. Due to road, traffic or weather conditions, these estimates can vary. Easy Track Ghana cannot be held liable in cases where these estimates are not exact.

5. Consent:

The payment towards a reservation on a tour constitutes consent by all Travelers that:
- All the information supplied by them via the Booking Form is correct at the time the booking was made.
- The tour Itinerary and all the tour Inclusions & Exclusions have been reviewed and accepted.
- The Terms and Conditions of Easy Track Ghana as set forth in this document are fully accepted.

6. Traveler Postponement, Cancellation, No-Show:

In the event that circumstances require postponement or cancellation of a trip, written notification via email must promptly be given to Easy Track Ghana which, upon receipt of such notice, will use best efforts to mitigate the costs and other impacts of the postponement or cancellation.

6a. Postponement:

In the event you elect to postpone the travel, Easy Track Ghana will retain all funds theretofore received from you and will credit these funds, less the amount of costs incurred by Easy Track Ghana as a consequence of the postponement, in a replacement tour arranged by you with Easy Track Ghana, so long as the replacement tour commences within 3 months of the scheduled starting date of the postponed tour. If the postponed trip will not commence within this 3 months, Easy Track Ghana will consider the trip canceled and process it according to the section below.

6b. Cancellation:

If you elect to cancel your booked travel, Easy Track Ghana will within 10 days of notification return all funds theretofore received from you, less 1) a cancellation fee of not more than 8.5% of the quoted tour fare PLUS 2) any costs incurred as a consequence of the cancellation, such as domestic airline tickets, hotel deposits or reserved transit. An itemized list of the non-returned funds will be provided within the same time period. This is suitable for making a claim through your travel insurance.

Note that cancellation fees charged by hotels vary considerably across Ghana (some hotels will retain 100% as cancellation fees when canceled within 7 days and 75% when canceled within 14 days). While we will do our best to reduce such fees on your behalf, cancellations close to your date of travel can result in significant non-refundable costs.

6c. No Show:

A No-Show is a Traveler who is not present for the start of the tour without providing notification directly to Easy Track Ghana or the Responsible Party within 24 hours of the start of the tour. Under no circumstances are refunds issued for no-show Travelers and 100% of your payment will be forfeited. If any Traveler misses the start of the tour, they may elect to join the tour in progress by arranging their own transit at their own expense, with or without assistance from Easy Track Ghana, to meet the tour in progress.

7. Trip Modifications:

In the event that the Responsible Party elects to modify any scheduled visit, accommodation or route on the itinerary during the trip, your Easy Track Ghana staff will work to their best abilities to accommodate such changes. You must immediately notify your Easy Track Ghana staff, who will coordinate with your Tour Specialist to ensure the viability of requested trip modifications.

Available travel funds not used per the scheduled itinerary will be applied to the modified plan, however it will be the Travelers’ responsibility to pay for any increase in costs associated with requesting modifications, including upgraded or extra-course meals, changes to accommodations, hotel cancellation fees, or extra fuel expense for route changes. Under no circumstances shall a refund be given for reasons of a tour modification.

Non-payment by Travelers of additional expenses incurred due to trip modifications may result in the early termination of the tour due to lack of funds.

8. Trip Termination:

In the event of any travel being rendered impossible, illegal or inadvisable as a result of circumstances beyond the control or best efforts of Easy Track Ghana such as weather, traffic, road conditions, strike, war, or government action, Easy Track Ghana shall have the right at its sole discretion to terminate the tour or any part thereof or to make any alteration in route, accommodation, or other matters, as deemed appropriate. Any additional costs incurred as a result of such events shall be considered beyond the scope of the tour and shall be paid by you.

In the event that a Traveler wishes to terminate a tour early or is obligated to terminate the tour early due to a family, medical, business or any other reason, the Traveler is not entitled to any refund except at the sole discretion of Easy Track Ghana.

9. Delays:

Easy Track Ghana cannot be held liable for, nor offer any refund for any delays or additional costs incurred as a result of road and traffic conditions, or airlines, buses, ferries or other transportation not running to schedule.

Delays caused by one or more Travelers being late for any starting time, or keeping longer at any stop than the tour guide has indicated is permissible, can cause disruptions to the tour itinerary or missing scheduled activities. Under no circumstances shall a refund be given for missed activities or sites due to Traveler delays.

10. Refunds:

Whilst Easy Track Ghana will use best efforts to ensure that the entire itinerary is available as planned, you shall have no claim or right against Easy Track Ghana for a refund either in the whole or part, if any accommodation, meal, experience or destination is unavailable. In the event of such unavailability, Easy Track Ghana will use best efforts to arrange a reasonably equivalent replacement.

While appropriate substitutions for skipped events may be made during your tour if possible (see Trip Modifications), under no circumstances will refunds be issued for unused lodgings, unused fuel or unattended meals that are included in the trip itinerary. Any refund request for other reasons should be directed to your tour planner.

11. Traveler Responsibilities:

11a. Review and Notification:

It is the responsibility of Travelers to carefully check the dates, pick-up and drop-off location, inclusion/exclusions, and payments on the itinerary. Contact Easy Track Ghana immediately if these are not correct.

It is the responsibility of Travelers to immediately notify both Easy Track Ghana and the Responsible Party when they know of a delay, postponement, cancellation, termination or tour modification. This notification may be by phone, WhatsApp, email or other method that has been used to communicate with Easy Track Ghana. Failure to provide such notification will reduce the ability of Easy Track Ghana to mitigate costs due to any changes.

11b. Disclosure:

Travelers who have not been forthcoming in regards to medical conditions, physical abilities, or dietary restrictions on the Booking Form, or, who have not submitted a Booking Form, shall not be entitled to any refund for meals or events in which they are unable to participate due to undisclosed limitations of the Traveler.

11c. Behavior:

Easy Track Ghana may at its discretion, and without liability or cost to itself, nullify a Traveler's booking and further participation in the tour in the event of the illness or the unlawful or incompatible and obnoxious behavior of the Traveler, who shall in such circumstances not be entitled to any refund. There will be only one warning, issued directly to the Responsible Party by the president or vice president of Easy Track Ghana, before the removal of a Traveler from a tour, who shall be immediately excluded from the tour if said warning is not heeded.

11d. Travel Insurance:

It is the sole responsibility of the Traveler to ensure that they possess the desired comprehensive travel and medical insurance to cover themselves, as well as any dependents/traveling companions for the duration of their trip. This insurance should cover in respect of, but not limited to, the following eventualities: cancellation and curtailment of the tour, emergency evacuation expenses, medical expenses, repatriation expenses, damage/theft/loss of personal baggage, money and goods. Easy Track Ghana, including their representatives, employees and agents will take no responsibility for any costs, losses incurred or suffered by the Traveler, or Traveler's dependents/traveling companions, with regards to, but not limited to, any of the abovementioned eventualities. Travelers will be charged directly by the relevant service providers for any emergency services they may require, and may find themselves in a position of being unable to access such services should they not be carrying the relevant insurance coverage.

11e. Baggage:

For safety and because space is restricted, baggage carried on tour is restricted to a maximum of 32kg/50lbs per person in manageable bags. This excludes camera equipment and carry-on baggage. Should any Traveler arrive with excess baggage without prior warning, their baggage could be delayed as baggage may have to be managed separately at considerable extra cost. However, should the Traveler know in advance that their baggage will exceed this limit, extra space can be booked for the bags, at an additional cost. Note that this limitation is waived for all bags carried as part of our "One Extra Bag" program.

11f. Non-Compete / No Poaching:

No employee or staff of Easy Track Ghana shall be solicited for services, casual labor, contract labor, or employment either for travel-related services or any non-competing activity without the express consent of Easy Track Ghana, Ltd. Travelers are forbidden to engage any staff of Easy Track Ghana directly for additional travel and tour services. Violation of this clause will lead to the immediate termination of the tour. Know well that any Easy Track Ghana driver, guide or other staff found in violation of this policy will also be immediately terminated from employment with Easy Track Ghana.

12. Liability:

Neither Easy Track Ghana nor any person or agent acting for, through or on behalf of Easy Track Ghana shall, in the absence of its or their recklessness, gross negligence, or intentionally harmful acts, be liable for any loss, damage or expense arising from any cause whatsoever and, without restricting the generality of the foregoing, shall specifically not be responsible for loss or damage arising from any errors or omissions contained in its brochure or other literature, loss or damage caused by delays, sickness, theft, injury or death.

13. Applicable Law:

This agreement is made subject to and shall be governed by and construed according to the laws of the country or state in which the booked travel provided by Easy Track Ghana will commence.

14. Entire Agreement:

This document, the final accepted tour plan, and email correspondence constitute and expresses the entire agreement and understanding between the parties concerning the subject matter.

This agreement is between all parties involved, except in the situation where the Responsible Party has issued their own Terms & Conditions to Travelers. Any separate Terms & Conditions distributed to Travelers by the Responsible Party represent a separate agreement between the Responsible Party, who may be an agent, reseller or tour organizer, and the individual Travelers. Any Terms & Conditions issued by the Responsible Party to Travelers shall have no bearing on the agreement with Easy Track Ghana as stated in this document. Where there is any discrepancy due to conflicting Terms, the Responsible Party is fully liable to the Travelers and shall not hold Easy Track Ghana accountable except as permitted in this agreement with Easy Track Ghana.

15. Severability:

If any provision of this Contract shall be declared invalid or unenforceable, the remainder of the Contract shall continue in full force and effect.

16. Privacy:

Easy Track Ghana will keep your personal information strictly confidential and no information will be distributed, sold or otherwise made available to third parties, unless obliged to do so by law or legal process. When you forward personal information including your name, e-mail address, mailing address, emergency contact information, medical conditions or flight details to us, Easy Track Ghana will protect such information from unauthorized access and use.

Your Booking Form will be deleted from our computer systems and back-ups three weeks after the completion of your travel unless we receive consent to keep your data on file for future travel.

17. Out-of-Pocket Expenses:

Depending on the inclusions on the itinerary, there are various out-of-pocket expenses that may be the responsibility of Travelers during the tour.

Accommodations: For any overnight where accommodations are not inclusive, it is expected that the Responsible Party has arranged necessary accommodations, made and confirmed the reservations and will pay the hotel bill in full. For all overnight stays, any hotel incidentals accrued by any Traveler will be paid by the Traveler or the Responsible Party. For lodgings arranged that are outside of the tour itinerary location, the Traveler is liable for the extra fuel expense that may be incurred.

Taxis and Local Transportation: If public transit is not included for the tour, then for any supplemental local or public transportation that is desired to be used beyond the scope of the scheduled activities, the tour guide will make the arrangements for such transit and the Traveler will pay the transit fees, including those for the tour guide if they accompany you.

Meals: Unless you have made arrangements for your guide to join you for some or all meals, your guide will be paying for their own meals from their tour stipend. Therefore, it is generally not possible for your guide to join you at restaurants. Your guide will be happy to take you to a local chop bar for African food, but realize that if you invite your guide to join you at a sit-down restaurant, it will necessarily be at your expense. Note also that between meal beverages and drinks as well as alcoholic beverages beyond an evening beer are at your own expense. Under no circumstances will there be any refund issued for unattended or refused meals.

Fuel: If you have elected to pay for fuel out-of-pocket, you will be requested at the end of your travel to refill the fuel to the same level as when your vehicle was received. Under no circumstances will there be any refund issued for unused fuel.

Unscheduled Visits: Your travel plan may be inclusive of visits to scheduled sites and activities. Activities not explicitly defined on your itinerary are not included and must be paid out-of-pocket, including extra fuel if necessary. If there are scheduled sites that you do not visit, funds allocated to the guide for the skipped activity will be applied towards any unscheduled activity during the tour.

Tour Guide and Driver Gratuity (Tips): As in many parts of the tourism industry, tips are a significant part of income for service employees. Tips are performance-based and should be provided in exchange for excellent service. Somewhere in the range of $10-$20 US per day is appropriate for a driving guide, or for groups, a minimum of $3 US per person per day. These tips should be given to each person individually (for example, to your driver and to your guide or naturalist separately). Tipping at sites visited while on tour is at your discretion.

Acceptance of these Terms & Conditions is indicated by payment towards any tour with Easy Track Ghana.

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