Terms & Conditions

TERMS & CONDITIONS
of
RUN FROM ROUTINE TRAVEL LLC

 Effective Date: October 1, 2025

RUN FROM ROUTINE TRAVEL LLC (“RFR,” “we,” “us,” or “our”) is a Florida-based travel agency specializing in the arrangement and facilitation of group and custom travel experiences, including but not limited to safaris, tours, and related travel services. These Terms and Conditions (“Agreement”) govern the relationship between RFR and each Client (“Client,” “you,” or “your”) who books travel services through RFR. The purpose of this Agreement is to set forth the rights, responsibilities, and obligations of both parties, ensuring transparency and clarity in all transactions. By booking travel services with RFR, you acknowledge and agree to be bound by this Agreement, which applies to all bookings, payments, cancellations, and related matters, as further detailed herein.

Certain provisions of this Agreement are bolded for your attention and are critical to your rights and obligations. Please review these clauses carefully, as they may significantly affect your legal rights and remedies. If you have any questions regarding these provisions, contact RFR prior to booking.

I. DEFINITIONS

For purposes of this Agreement, the following terms shall have the meanings set forth below:

1. Travel Services: All travel-related arrangements, including transportation, accommodation, tours, activities, and Add-Ons, provided or facilitated by RFR.

2. Booking: The process by which a Client reserves Travel Services through RFR, whether by email, telephone, in-person, or other approved means.

3. Force Majeure: Any event or circumstance beyond the reasonable control of RFR, including but not limited to natural disasters, war, terrorism, civil unrest, pandemics, government actions, or other unforeseeable events that may impact travel arrangements.

4. Travel Documents: All necessary documentation required for travel, including passports, visas, health certificates, and any other documents mandated by relevant authorities.

5. Deposit: The initial payment required to secure a Booking, as specified in the Booking and Confirmation Procedures section.

6. Supplier: Any third-party provider of Travel Services, including airlines, hotels, tour operators, and other entities engaged by RFR to fulfill travel arrangements.

7. Cancellation Penalty: The percentage of the total trip cost retained by RFR in the event of cancellation by the Client, as detailed in the Cancellation and Refund Policy.

8. Add-On: Any optional service or activity, such as excursions, packages, or upgrades, selected by the Client in addition to the base travel arrangement.

9. Chargeback: A reversal of a credit card payment initiated by the Client, permitted only in cases of fraud and subject to the procedures outlined in this Agreement.

10. Travel Insurance: Comprehensive insurance coverage obtained by the Client to protect against trip cancellation, interruption, medical emergencies, personal liability, loss or damage to baggage, and other travel-related risks.

11. Media Rights: The rights granted to RFR to use photographs, videos, and testimonials featuring the Client or members of the traveling party for marketing, promotional, and advertising purposes, subject to the conditions set forth in this Agreement.

12. Entire Trip Cost: The full amount paid (or payable) to RFR for the Travel Services, including but not limited to any Deposits, accommodations, activities, internal transportation, and all other services arranged by the Company. It excludes international airfare booked independently by the Client, personal expenses, third-party Travel Insurance, and gratuities unless otherwise specified in the invoice.

Additional terms may be defined throughout this Agreement as necessary for clarity and interpretation.

II. BOOKING AND CONFIRMATION PROCEDURES

1. Booking Process. Bookings may be made via email, telephone, or in-person communication with RFR. The Booking process is considered complete when RFR issues a Booking confirmation email to the Client. The Client is responsible for providing accurate and complete information for all travelers included in the Booking.

2. Confirmation and Accuracy. Upon receipt of the Booking confirmation, the Client must review all details and notify RFR of any inaccuracies within forty-eight (48) hours. Failure to do so may result in the inability to make changes and may affect the Client’s rights.

3. Client Responsibilities. The Client is responsible for ensuring that all information provided is accurate and up-to-date, including but not limited to names, dates of birth, and travel preferences. Any changes requested after confirmation may be subject to additional fees and Supplier terms.

4. Availability and Pricing. All Bookings are subject to availability and current pricing at the time of confirmation. RFR reserves the right to correct errors and update prices prior to final confirmation.

5. Acceptance of Terms. By submitting a Deposit or payment, the Client expressly acknowledges and agrees to be bound by the terms and conditions of this Agreement and all applicable Supplier terms, including those of any third-party operator managing the itinerary.

III. PRICING, PAYMENTS, AND ADDITIONAL FEES

1. Payment Schedule.

(a) A non-refundable, non-transferable Deposit of thirty-three percent (33%) of the total trip cost is required at the time of booking to confirm a reservation, unless otherwise specified for a particular trip, with the remaining balance due in full ninety (90) days prior to departure (or earlier if required to meet vendor deadlines, in which case notice will be provided to the client).

(b) Clients may make installment payments at the Company’s discretion, provided the full balance is received by the applicable deadline.

(c) Notwithstanding the foregoing, reservations made within ninety (90) days of departure require payment in full at the time of booking.

(d) Failure to make payment by the stated deadlines as provided herein or communicated by the Company may result in cancellation of the reservation, in which case the applicable cancellation penalties will apply.

2. Accepted Payment Methods.

(a) Payments may be made by major credit card (Visa, MasterCard, American Express), check, wire transfer, or other methods as specified by RFR.

(b) For payments quoted in foreign currencies, conversion to U.S. dollars will occur at the time of Deposit and final payment, based on prevailing exchange rates and will incur additional processing charges.

3. Additional Fees and Surcharges.

(a) A four percent (4%) processing fee applies to all payments made via credit card for domestic transactions.

(b) A five percent (5%) processing fee applies to all payments for international transactions.

(d) Notwithstanding the foregoing, currency conversion may result in additional fees, which will be disclosed at the time of payment.

(e) Any Add-Ons, upgrades, or optional services selected by the Client will be billed separately and are subject to their own terms and fees.

4. Price Adjustments and Transparency.

(a) RFR reserves the right to amend prices prior to final payment to reflect changes in fuel surcharges, taxes, government-imposed fees, or currency fluctuations.

(b) Any such adjustments will be communicated to the Client as soon as practicable, and RFR will make every effort to honor the price as originally quoted, subject to Supplier and government-imposed increases.

(c) Availability and price quotes are valid only at the time they are provided and are not guaranteed until payment is received.

5. Disclosure and Communication. RFR is committed to transparency in all pricing and fee disclosures. All applicable fees, surcharges, and payment options will be clearly communicated to the Client prior to Booking and payment.

6. Chargebacks and Disputes. Credit card Chargebacks are only permitted in cases of fraud. The Client agrees to first attempt to resolve any disputed transaction fees directly with RFR prior to initiating a Chargeback. The Client further agrees to indemnify and hold RFR harmless for any Chargebacks not based on fraud, including any associated fees, costs, or attorney’s fees. Billing disputes shall be raised in writing by Client within fifteen (15) days of the charge.

IV. CANCELLATION AND REFUND POLICY

1. Cancellation Deadlines and Penalties. All Deposits are strictly non-refundable and non-transferable. Cancellation penalties are inclusive of the Deposit, meaning the Deposit shall be applied toward the applicable percentage of the total trip cost retained by RFR in the event of cancellation. Refunds, if any, are limited to payments made beyond the Deposit and only to the extent such funds have not already been paid to third-party vendors.

(a) If the Client cancels a trip more than ninety (90) days prior to departure, RFR will retain thirty three percent (33%) of the entire trip cost as a Cancellation Penalty, satisfied by the Deposit.

(b) If cancellation occurs within sixty (60) to ninety (90) days prior to departure, RFR will retain fifty percent (50%) of the entire trip cost, with the Deposit applied toward this amount.

(c) If cancellation occurs less than sixty (60) days prior to departure, RFR will retain one hundred percent (100%) of the entire trip cost, with the Deposit applied toward this amount.

By way of example, if the total trip cost is $10,000 and the Client cancels more than ninety (90) days prior to departure, RFR shall retain thirty-three percent (33%), or $3,300, which is satisfied entirely by the Deposit. If cancellation occurs within sixty (60) to ninety (90) days prior to departure, RFR shall retain fifty percent (50%), or $5,000, inclusive of the Deposit, with any excess amounts previously paid by the Client refunded to the extent not already disbursed to third-party vendors. If cancellation occurs less than sixty (60) days prior to departure, RFR shall retain one hundred percent (100%) of the total trip cost, inclusive of the Deposit.

2. Process for Cancellations.

(a) All cancellation requests must be submitted in writing to RFR.

(b) The effective date of cancellation is the date on which RFR receives and acknowledges receipt of the written notice.

(c) Refunds, if applicable, will be processed within a reasonable period following receipt of the cancellation notice, subject to deduction of applicable penalties and non-refundable amounts.

3. Non-Refundable Bookings and Supplier Terms.

(a) Certain Bookings, Add-Ons, and services are STRICTLY NON-REFUNDABLE, as indicated at the time of Booking and on the invoice.

(b) Supplier terms may supersede RFR’s cancellation policy, and cancellation penalties may be subject to the terms and conditions of third-party providers, including any “Third Party Operator Terms & Conditions” referenced on your invoice, and in such cases, Client agrees that the Supplier’s decision shall be final and binding.

(c) Any revisions requested by the Client within the Cancellation Penalty period are subject to the same cancellation policy.

(d) For the avoidance of doubt, nothing in this policy is intended to limit rights afforded to Clients under applicable consumer protection laws.

4. Exceptions and Emergencies.

(a) Exceptions to the no-refund policy may be considered only for documented emergencies, at RFR’s sole discretion, and subject to Supplier and third-party terms.

(b) Clients are strongly encouraged to obtain comprehensive Travel Insurance to protect against cancellation penalties, non-refundable costs, and other travel risks. RFR is not liable for losses not covered by insurance.

5. No refunds for early returns. No refunds will be issued for unused portions of a trip, early return, or failure to utilize booked services, except where a valid complaint regarding the standard of accommodation or services is substantiated. Exceptions may be considered only for documented emergencies, at RFR’s sole discretion, and subject to Supplier and third-party terms.

V. MODIFICATIONS

1. Client-Initiated Modifications.

(a) Requests to modify any aspect of a Booking (including changes to traveler details, dates, or services) must be submitted in writing as soon as reasonably practicable. RFR will make reasonable efforts to accommodate such requests, but fulfillment is subject to availability, Supplier approval, and any applicable rate changes, fees, charges, or additional costs.

(b) Modifications requested on short notice may not be possible and, if not accommodated, may be treated as a cancellation subject to the applicable cancellation penalties and Supplier terms.

2. Transfer of Bookings. If a Client or any member of the traveling party is prevented from traveling, the Booking may be transferred to another person, provided that:

(a) The Supplier allows transfers and RFR approves the transfer;

(b) RFR is notified more than sixty (60) days prior to departure;

(d) The transferee agrees to these Terms and Conditions and all other contractual and Supplier terms.

Both the original Client and the transferee are jointly and severally liable for all sums due under the Booking. If no replacement is found, cancellation penalties will apply. Supplier terms and conditions may further restrict or limit the ability to transfer Bookings or receive refunds. Please refer to the relevant Supplier and third-party operator terms as referenced on your invoice.

3. Force Majeure & Unforeseeable Events.

(a) In the event of Force Majeure, RFR reserves the right, at its sole and absolute discretion, to vary, modify, or cancel any itinerary or travel arrangement. If a trip is cancelled or significantly altered due to Force Majeure, RFR may, at its sole discretion, offer future travel credits instead of cash refunds as the primary remedy, subject to Supplier terms and Travel Insurance policies.

(b) All remedies are subject to the terms and conditions of third-party Suppliers and insurers.

(d) Refunds or credits, if any, are subject to deduction of costs directly attributable to the Force Majeure event and any non-refundable Supplier charges. In the case of pandemics or government-imposed travel restrictions, the Client expressly acknowledges that Supplier policies and Travel Insurance terms will govern the availability and extent of any refund or credit, and RFR is not responsible for any limitations imposed by Suppliers or insurers.

(e) Any credit issued under this clause shall expire twelve (12) months from the date of issuance unless otherwise stated in writing. Expired credits have no cash value and will not be reissued.

(f) By Booking with RFR, the Client expressly agrees to hold RFR harmless and release RFR from any and all liability for damages, including monetary losses, resulting from interruptions or cancellations due to Force Majeure events. The Client expressly waives any claims against RFR for losses arising from Force Majeure.

VI. TRAVEL DOCUMENTATION AND ENTRY REQUIREMENTS

1. Client Responsibilities. The Client is solely responsible for obtaining and maintaining all required Travel Documents, including valid passports, visas, health certificates, and any other documentation necessary for entry into or transit through all destinations on the itinerary.

2. Compliance with Laws and Regulations. The Client must ensure compliance with all applicable immigration, customs, and health requirements. RFR may provide general guidance but does not guarantee the accuracy or completeness of such information and does not provide legal or immigration advice.

3. Consequences of Non-Compliance. Failure to obtain or present the required documentation may result in denied boarding, entry, or other travel disruptions. RFR is not responsible for any losses, costs, or penalties incurred as a result of non-compliance. The Client agrees to reimburse RFR for any fines or losses incurred due to the Client’s failure to comply with documentation or entry requirements.

4. Supplier and Government Policies. Supplier and government policies regarding documentation and entry requirements may change without notice. The Client is advised to verify requirements with relevant authorities well in advance of travel.

5. No Agency Liability. RFR shall not be liable for any inability to travel or losses resulting from the Client’s failure to obtain necessary documentation or comply with entry requirements.

VII. LIMITATION OF LIABILITY

THE FOLLOWING LIMITATION OF LIABILITY CLAUSE IS CRITICAL TO YOUR RIGHTS AND REMEDIES. PLEASE REVIEW CAREFULLY.

1. Limitation of Agency Liability. THE TOTAL LIABILITY OF RFR TO THE CLIENT FOR ANY AND ALL CLAIMS, LOSSES, DAMAGES, OR EXPENSES ARISING OUT OF OR RELATING TO THE BOOKING, PROVISION, OR PERFORMANCE OF TRAVEL SERVICES SHALL BE STRICTLY LIMITED TO THE AMOUNT ACTUALLY PAID BY THE CLIENT TO RFR FOR THE SPECIFIC TRIP IN QUESTION. UNDER NO CIRCUMSTANCES SHALL RFR BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, OR SPECIAL DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF ENJOYMENT, LOST PROFITS, OR EMOTIONAL DISTRESS, EVEN IF RFR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

2. Third Party Suppliers. RFR ACTS SOLELY AS AN AGENT FOR INDEPENDENT SUPPLIERS OF TRAVEL SERVICES, INCLUDING BUT NOT LIMITED TO AIRLINES, HOTELS, TOUR OPERATORS, AND TRANSPORTATION PROVIDERS. RFR DOES NOT OWN, OPERATE, OR CONTROL THESE SUPPLIERS AND IS NOT RESPONSIBLE FOR THEIR ACTS, OMISSIONS, OR FAILURES TO PERFORM. ALL TRAVEL SERVICES ARE SUBJECT TO THE TERMS AND CONDITIONS OF THE RELEVANT SUPPLIERS, WHICH MAY FURTHER LIMIT OR EXCLUDE LIABILITY. PLEASE REFER TO THE “THIRD PARTY OPERATOR TERMS & CONDITIONS” AS NOTED ON YOUR INVOICE.

3. Indemnification. THE CLIENT AGREES TO INDEMNIFY, DEFEND, AND HOLD HARMLESS RFR, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND AFFILIATES FROM AND AGAINST ANY AND ALL CLAIMS, DEMANDS, ACTIONS, LOSSES, DAMAGES, LIABILITIES, COSTS, AND EXPENSES (INCLUDING REASONABLE ATTORNEY’S FEES) ARISING OUT OF OR RESULTING FROM:

(a) THE CLIENT’S BREACH OF THIS AGREEMENT OR ANY APPLICABLE LAW;

(b) THE CLIENT’S NEGLIGENT, UNLAWFUL, OR DISRUPTIVE CONDUCT DURING TRAVEL;

(d) ANY FAILURE BY THE CLIENT TO COMPLY WITH SUPPLIER TERMS, TRAVEL DOCUMENTATION REQUIREMENTS, OR HEALTH FORMALITIES.

4. Exclusions and Waivers.

(a) RFR EXPRESSLY DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF ACCURACY, RELIABILITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

(b) RFR SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, OR SPECIAL DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF ENJOYMENT, LOST PROFITS, OR EMOTIONAL DISTRESS, EVEN IF RFR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

(c) THE CLIENT EXPRESSLY WAIVES ANY CLAIMS AGAINST RFR FOR EVENTS OR CIRCUMSTANCES BEYOND RFR’S REASONABLE CONTROL, INCLUDING BUT NOT LIMITED TO FORCE MAJEURE EVENTS, SUPPLIER DEFAULTS, OR GOVERNMENT ACTIONS.

5. Joint and Several Liability. WHERE A BOOKING IS MADE ON BEHALF OF MULTIPLE TRAVELERS, ALL SUCH TRAVELERS SHALL BE JOINTLY AND SEVERALLY LIABLE FOR COMPLIANCE WITH THESE TERMS AND CONDITIONS AND FOR PAYMENT OF ALL SUMS DUE.

VIII. MEDICAL DECLARATION & ASSUMPTION OF RISK

1. Medical Declaration.

(a) By Booking Travel Services with RFR, the Client affirms that it is physically and medically fit to participate in the planned activities and assume full responsibility for any pre-existing medical conditions.

(b) RFR may require a doctor’s certificate or other documentation certifying fitness to travel. Failure to disclose relevant medical information may result in cancellation of the Booking and imposition of applicable penalties.

2. Disabilities and Medical Conditions. The Client must notify RFR in writing of any disabilities, medical problems, or special requirements at the time of Booking. RFR will make reasonable efforts to accommodate such needs, but cannot guarantee that all facilities, transportation, or accommodation will be accessible or suitable. The Americans with Disabilities Act (ADA) applies only within the United States, and facilities for disabled travelers may be limited outside its borders. A qualified and physically able companion may be required for travelers needing assistance. All medical information provided will be treated as confidential and used solely for evaluating travel suitability.

3. Assumption of Risk. The Client acknowledges and accepts all risks associated with travel, including but not limited to health risks, accidents, exposure to infectious diseases, and death. The Client agrees to hold RFR harmless for any claims or losses arising from medical conditions, lack of insurance coverage, or failure to comply with health requirements.

4. Insurance Claims and Disputes. Should any dispute arise regarding insurance coverage or claims, the Client’s recourse shall be solely against the insurer. RFR is not responsible for the outcome of any insurance claim or for any denial of coverage by the insurer. The Client acknowledges that failure to purchase Travel Insurance significantly increases their financial risk, and RFR will have no obligation to provide any reimbursement, credit, or alternative arrangements in such cases.

IX. CLIENT CONDUCT AND RESPONSIBILITIES

Important: the following conduct clause is a material term of this agreement and may result in removal from the trip without refund.

1. Generally. Clients and all members of their traveling party are expected to conduct themselves in a respectful, lawful, and considerate manner throughout the duration of their trip.

2. Compliance with Laws and Supplier Rules. Clients must comply with all applicable laws, regulations, and Supplier terms during travel. Any unlawful, disruptive, or abusive behavior, including but not limited to harassment, property damage, or endangerment of others, is strictly prohibited.

3. Honesty and Disclosure. Clients are required to provide truthful and accurate information to RFR and its Suppliers at all times, including during Booking, travel, and any communications related to the trip.

4. Consequences of Misconduct. RFR reserves the right, at its sole and absolute discretion, to remove any traveler from a trip or activity without refund if the traveler engages in disruptive, unlawful, or unsafe conduct, or otherwise violates these terms and conditions or Supplier rules. No refund or compensation will be provided for unused services, and the Client shall remain responsible for any additional costs incurred as a result of such removal.

5. Privacy Policy. The collection and use of Client information in connection with reservations and related services are subject to RFR’s Privacy Policy, which is incorporated herein by reference. By entering into this Agreement, the Client acknowledges and agrees to the terms of the Privacy Policy as may be amended from time to time.

X. MEDIA, MARKETING, AND USE OF IMAGES

By participating in trips organized by RFR, the Client grants RFR the right to use photographs, videos, and testimonials featuring the Client or members of the traveling party for marketing, promotional, and advertising purposes, subject to the following conditions:

1. Scope of Use. RFR may use such media in print, digital, and social media formats, including but not limited to brochures, websites, and social platforms.

2. Consent and Privacy. RFR will not use identifiable images or testimonials without obtaining appropriate consent from the Client. Clients may opt out of media use by providing written notice to RFR prior to departure. If no such notice is received, consent is deemed granted.

3. No Compensation. The Client acknowledges and agrees that no compensation will be provided for the use of such media, and expressly waives any rights to royalties or other payments arising from promotional use.

XI. DISPUTE RESOLUTION

1. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law principles.

2. Amicable Resolution. The parties agree to make good faith efforts to resolve any disputes arising from or relating to this Agreement through informal negotiations.

3. Mediation and Arbitration. If informal negotiations fail to resolve the dispute within fifteen (15) days of initiation, the parties shall submit the matter to mediation in Miami-Dade County, Florida, to occur within thirty (30) days thereafter. If mediation does not result in a settlement within thirty (30) days of commencement, the dispute shall be submitted to final and binding arbitration in Miami-Dade County, Florida, in accordance with the rules of the American Arbitration Association, and the decision of the arbitrator shall be final and enforceable in any court of competent jurisdiction.

4. Attorneys’ Fees. If any action, proceeding, or claim arising out of or relating to this Agreement is brought by either party, the prevailing party shall be entitled to recover from the non-prevailing party all reasonable attorneys’ fees, court costs, and other litigation expenses incurred in connection with such action, proceeding, or claim, in addition to any other relief to which the prevailing party may be entitled.

XII. MISCELLANEOUS

1. Entire Agreement. This Agreement constitutes the entire understanding between the Client and RFR regarding the subject matter herein and supersedes all prior agreements, representations, or communications.

2. Severability. If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

3. Amendments. RFR reserves the right to amend these Terms and Conditions at any time. Updated versions will be posted on RFR’s website and are effective immediately upon posting.

4. Assignment. The Client may not assign or transfer any rights or obligations under this Agreement without the prior written consent of RFR. RFR may freely assign this Agreement.

5. No Legal Advice. Nothing contained in this Agreement, nor any information or materials provided by RFR in connection with the services offered, shall be construed as legal advice. Clients are encouraged to seek independent legal counsel for advice regarding their individual rights, obligations, and circumstances.

6. Electronic Signatures. The Client consents to the use of electronic communications in connection with this Agreement and acknowledges that all agreements, notices, disclosures, and other communications provided electronically by RFR satisfy any legal requirement that such communications be in writing. The Client further agrees that electronic signatures, whether digital or encrypted, and any other forms of acceptance provided electronically, shall be deemed valid and binding to the same extent as an original signature.

7. Notices. All notices required under this Agreement must be provided in writing to the contact information specified by RFR.