PREAMBLE
The essential premise of our tours is that we want to host you like you would host your friends at home: with grace and generous hospitality, attentive to the needs of the guests.
When you invite your friends over, you don’t consider your public liability insurance, you don’t have an ambulance on standby just in case one of your guests has a heart attack, you don’t notify the police. You have the best interests of your guests at heart, and that is the spirit that governs the evening.
The same applies to the Coffeebeans experiences. However, there are precautions that we must take to protect our guests and the company, and to comply with the law. Please take careful note of the terms and conditions below.
All services by Coffeebeans (a travel brand operated by African Creative Investments Pty Ltd), as offered on these webpages, in brochures, booklets or verbally through one of our consultants or agents, are subject to the following terms and conditions. As a direct client or an agent of Coffeebeans, below referred to as “The Client/Agent”, you agree with the terms set out herein.
1. SERVICE LEVEL AGREEMENT
1.1 Our consultants are committed to delivering a high standard of service to our clients at all times.
1.2 We ensure that all vehicles used are clean, roadworthy, fully licensed and insured for passenger liability.
1.3 We are available telephonically on +27 68 617 6922 and by email at info@coffeebeansroutes.com, during office hours (Monday to Friday, 08:30–18:00).
1.4 We will respond to any enquiry in writing within 36 working hours.
1.5 As a Fair Trade Certified travel business, we adhere to practices that seek to ensure we act fairly toward our suppliers and clients in every aspect of the business.
2. DESCRIPTION OF SERVICE
2.1 We offer day tours, evening tours, multi-day programmes, events, package programmes and other tourism services. Detailed descriptions of all tours and services are available at www.coffeebeansroutes.com
2.2 All services are conducted in English, unless otherwise specified.
2.3 Transport, entrance fees, meals and refreshments are only included when and as specified in the tour description on www.coffeebeansroutes.com; otherwise these and any other personal costs are for the account of The Client/Agent.
2.4 Availability of tours: All tours and services are subject to availability, which in turn is subject to minimum and maximum numbers of visitors, weather conditions, fuel availability, Force Majeure or other unforeseen circumstances.
2.5 Content and routes of tours: The venues visited, guides and hosts involved, particular routes and destinations are subject to change in the event of unforeseen circumstances. We reserve the right to make such changes where necessary, provided they do not diminish the overall experience as described in the tour description, add to the agreed price, or compromise overall quality.
2.6 Pricing: Prices are subject to change for new bookings. Once a booking is confirmed and full payment received, the agreed price is fixed and will not be altered. We cannot honour prices stated on outdated materials such as flyers, brochures, or old price lists. An up-to-date and valid price list can be found at www.coffeebeansroutes.com
3. BOOKING PROCEDURE
A selection of our day and evening tours can be booked and paid directly online. Bookings can also be made by phone or email. Customised programmes are developed in consultation over email and telephone.
3.1 Full payment will secure a booking and is to be paid upon confirmation of reservation.
3.2 It is The Client’s/Agent’s responsibility to ensure that the full invoiced amount reaches our account net of any bank charges. All costs such as bank charges for cash deposits or international transfers are for the account of The Client/Agent.
3.3 Once payment has been made to us, all services booked are non-transferable. Cancellation terms apply (see Clause 4).
4. CANCELLATION AND AMENDMENTS
4.1 Any cancellation or amendment must be conveyed to us in writing.
4.2 FIT Bookings (Standard) — applicable to Free Independent Travellers booking standard day or evening tours (up to 10 in a group) or standard multi-day programmes:
31 or more days before commencement: 20% cancellation fee.
30 – 15 days before commencement: 50% cancellation fee.
14 – 3 days before commencement: 75% cancellation fee.
2 – 1 days before commencement: 100% cancellation fee.
No Show: 100% cancellation fee.
4.3 Customised / Large Group Bookings:
90 or more days before commencement: 50% cancellation fee.
90 – 30 days before commencement: 75% cancellation fee.
29 – 0 days before commencement: 100% cancellation fee.
No Show: 100% cancellation fee.
4.4 Robben Island and Table Mountain — FIT Bookings:
4.4.1 Where a tour is affected by weather or operational closure, guests will be offered an alternative activity for the day and may use their tickets on another date. If tickets remain unused, a refund will be issued.
4.4.2 Where a guest chooses to cancel their Robben Island and/or Table Mountain tour for reasons other than closure, a 50% refund on the total booking value for that tour will apply, regardless of notice given.
4.5 Robben Island and Table Mountain — Group Bookings:
4.5.1 Where a tour is affected by weather or operational closure, we will endeavour to swap the activity to another date in the programme, subject to ticket availability.
4.5.2 If a swap is not possible, we will programme a suitable alternative activity. Refunds are not available for group bookings in these circumstances.
5. RESPONSIBILITY AND LIABILITY
5.1 Coffeebeans takes reasonable care in the planning and delivery of all tours and services. Participation in tours and use of all services is, however, at The Client’s/Agent’s own risk, save where loss, damage or injury results directly from the gross negligence or wilful misconduct of Coffeebeans or its employees.
5.2 Subject to Clause 5.1, Coffeebeans, its employees, and any other persons contracted by us will not be held liable for any claim arising from injuries, damages or losses — to property or to persons, whether fatal or otherwise — sustained during or as a result of the delivery of services, unless caused by our gross negligence or wilful misconduct. Nothing in these terms seeks to limit liability in a manner that would be contrary to the Consumer Protection Act 68 of 2008 or any other applicable South African legislation.
5.3 Force Majeure: Coffeebeans shall not be liable for failure to perform obligations resulting from circumstances beyond our reasonable control, including but not limited to Acts of Nature (fire, flood, earthquake, storm), war, invasion, terrorist activity, government sanction, labour dispute, strike, or failure of electricity or telecommunications services. In such circumstances we will endeavour to offer a suitable alternative or, where no alternative is possible, a fair remedy.
6. CHILDREN AND MINORS
6.1 For the purposes of these terms, a minor is any person under the age of 18 years.
6.2 Minors may participate in Coffeebeans tours only when accompanied by a parent or legal guardian at all times, or where prior written consent from a parent or legal guardian has been provided to Coffeebeans.
6.3 It is the responsibility of the accompanying adult or the booking agent to assess whether a specific tour’s content, physical requirements, or routing is appropriate for any minor in the group. Coffeebeans will assist with this assessment on request.
6.4 Coffeebeans reserves the right to refuse participation to any minor where, in our reasonable judgement, their health, safety or wellbeing may be at risk.
6.5 The accompanying adult assumes full responsibility for the supervision, conduct and welfare of any minor in their care throughout the duration of the tour.
7. DISPUTE RESOLUTION
7.1 In the event of any dispute arising from or in connection with these terms or any service provided by Coffeebeans, the parties agree to attempt to resolve the matter informally in the first instance by written notice to info@coffeebeansroutes.com. We will acknowledge such notice within five (5) working days and endeavour to reach an agreed resolution within 20 working days.
7.2 If the dispute is not resolved informally within the period set out in 7.1, the parties agree to refer the matter to mediation by a mutually agreed mediator before resorting to litigation. The costs of mediation shall be shared equally unless otherwise agreed.
7.3 If mediation fails or is declined by either party, either party may pursue the matter through the courts of the Republic of South Africa, which shall have sole jurisdiction over any legal proceedings arising from this Agreement. This Agreement is governed by the laws of the Republic of South Africa.
8. PERSONAL INFORMATION AND PRIVACY (POPIA)
8.1 Coffeebeans is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and any applicable regulations thereunder.
8.2 By booking a tour or enquiring about our services, you consent to Coffeebeans collecting, storing and processing your personal information — including name, contact details, and payment information — to the extent necessary to fulfil your booking, comply with legal obligations, and communicate with you about your experience.
8.3 We will not sell, share or disclose your personal information to any third party except where required to deliver the service (for example, sharing guest details with a venue or co-guide) or where required by law.
8.4 You have the right at any time to request access to, correction of, or deletion of your personal information held by us. Such requests should be directed in writing to info@coffeebeansroutes.com.
8.5 Our full Privacy Policy, which sets out in detail how we collect, use, store and protect your personal information, is available at www.coffeebeansroutes.com/privacy. These terms should be read together with our Privacy Policy.
8.6 Coffeebeans takes reasonable technical and organisational steps to protect your personal information against unauthorised access, loss, or misuse.
9. INTELLECTUAL PROPERTY
9.1 All concepts, products and services remain entirely the property of Coffeebeans and its subcontractors or suppliers. The Client/Agent has no right to alter or change any aspect of our products without prior written acceptance from us, and no right to use the content, concepts or services rendered by us — or any part thereof — in any other context beyond this service agreement.
10. GENERAL CONDITIONS
10.1 No amendment of this Agreement shall have any effect unless reduced to writing and signed by both parties.
10.2 No indulgence on the part of either party to the other shall constitute a waiver of rights in terms of this Agreement.
10.3 This Agreement is governed by the laws of the Republic of South Africa. In the event of legal action, and subject to the dispute resolution procedure in Clause 7, only the courts of the Republic of South Africa shall have jurisdiction.