Trip Terms / Booking Conditions

Your package organiser is THESOULFAM ("TheSoulFam", "we", "us" or "our").

You can contact us by telephone on +660621051753 or by email at info@thesoulfam.net.

TheSoulFam organises your trip and combines the included travel services into one package. Airlines, accommodation providers, transport operators, guides, activity providers, venues and other specialist suppliers may perform individual services. Their involvement does not remove any responsibility the law places on us as package organiser.

Before payment, this website presents these Trip Terms and the trip-specific booking information relevant to your selection.

Trip-specific information includes, as applicable, the destination, dates, itinerary, ground or boat transport, accommodation, meals, included visits and activities, traveller or fare type, price, deposit, balance deadline, room choice and agreed optional extras.

All contract documents, confirmations and related communications are handled manually outside this website. The website does not generate, email, provide for download or store a contract document.

The website records the Trip Terms version, acceptance and relevant booking and payment facts only as operational booking and payment evidence. Those records do not replace the separate manual contract process.

You must read the trip information and these Terms before booking.

For website booking and payment purposes, your place is confirmed when the required deposit has been successfully paid and verified by us. A form submission, pending booking reference or uncompleted payment link does not by itself confirm the place.

Contract handling and contract communications are completed manually outside this website. No website step generates or delivers a contract document.

Traveller onboarding may take place after payment. Completing onboarding is not a condition of the website recording the paid booking, but required information must be supplied by the deadlines we communicate.

One person may book and pay for several travellers. The lead booker must:

• provide these Terms and the pre-contract information to every traveller in the booking;
• provide accurate information;
• have authority to provide personal information about the travellers;
• communicate booking information and changes to the group; and
• make payments due for the booking.

Adult travellers are individually bound where legally appropriate. Nothing in this clause makes the lead booker a legal guardian or gives them authority they do not otherwise have.

Trips may include travellers of all ages, subject to trip-specific suitability information and legitimate supplier, activity and safety restrictions. Any child fare is based on the child's age at the trip start date unless the trip information says otherwise.

We do not provide childcare. A child must travel with an adult connected to them. That adult may be a parent, legal guardian or another connected adult and is responsible for the child's supervision and welfare during the trip.

TheSoulFam does not require a separate parental-consent document merely because the accompanying connected adult is not the child's parent or legal guardian. Airlines, border authorities, immigration authorities, governments or other suppliers may require consent evidence or other documents. The lead booker and accompanying adult are responsible for identifying and carrying those externally required documents.

Activity participation remains subject to the accompanying adult's decisions, the child's needs and legitimate provider age and safety requirements.

Unless your trip-specific information expressly says otherwise, the trip price includes:

• accommodation for the specified trip dates;
• ground and boat transport expressly identified as included;
• flights expressly identified as included;
• food and non-alcoholic drinks identified as included;
• entrance or admission for scheduled destinations and visits;
• guides; and
• scheduled activities.

Unless your trip-specific information expressly says otherwise, the standard trip price excludes:

• international flights to and from the destination, and every other flight not expressly identified as included;
• visa and entry fees;
• travel insurance;
• personal spending money; and
• alcoholic drinks.

A flight is included only where your trip-specific information says so. Section 20 explains how an included flight works and how every other flight is arranged.

Your trip-specific summary identifies the exact inclusions and exclusions for your booking.

The trip-specific booking summary states:

• the total price and currency we charge;
• the deposit;
• the balance remaining after the deposit;
• the final balance deadline;
• agreed optional extras; and
• any additional cost that cannot reasonably be calculated in advance and its nature.

The deposit is part of the trip price and secures the booking. It is not an additional fee unless the booking summary expressly identifies a separate charge.

We will not increase the package price after the contract is entered. This does not prevent the price changing where you later ask for and agree to an additional traveller, upgrade, optional service or other booking amendment.

The remaining balance may be paid flexibly or in instalments, but it must be paid in full by the deadline shown in your booking information.

If you tell us you are having a payment problem, our intended grace period is seven days. If an overdue balance remains unresolved, we may terminate the booking after appropriate notice. We will not automatically forfeit every amount paid. Any cancellation amount must follow these Terms and applicable law.

You may cancel before the trip starts by emailing info@thesoulfam.net. Your cancellation takes effect when we receive it.

If we receive your cancellation more than six weeks before the official trip start date, we will refund the trip amounts you paid to TheSoulFam.

This does not require us to refund a separately purchased optional service that has already been fully performed, subject always to your mandatory rights.

If we receive your ordinary voluntary cancellation six weeks or less before the official trip start date, we will calculate a termination amount using actual and justifiable costs rather than automatic forfeiture.

Amounts paid to TheSoulFam − actual, reasonable and evidenced committed or non-refundable costs − the cancellation administration amount = the refundable balance.

We will account for cost savings and income from any alternative deployment of the relevant travel services. The total deduction will not exceed the amount that applicable law permits. It will not create a negative refund or an additional cancellation balance under this clause.

We will provide a useful breakdown showing the amount paid, committed or non-refundable costs, administration amount and refundable balance. We do not have to disclose confidential supplier contracts or invoices unless the law requires it, but we will be able to justify the termination amount.

This administration amount is part of, not additional to, the maximum lawful termination amount. We will not charge it where the law gives you a right to terminate without a termination fee.

The ordinary cancellation rules above do not replace your statutory rights.

Where unavoidable and extraordinary circumstances occur at the destination or its immediate vicinity and significantly affect performance of the package, or significantly affect the carriage of passengers to the destination, you may be entitled to terminate before the trip starts without a termination fee and receive a full refund of payments made for the package. Where the statutory right applies, it does not create an additional right to compensation.

We will not make a refund legally due to you conditional on our first recovering money from a supplier.

Where the package-travel rules require a termination refund, we will pay it without undue delay and no later than 14 days after the package contract is terminated.

Any other refund will be paid within the time required by applicable law and the relevant agreed service terms.

Before the trip starts, you may transfer your booking to another person who satisfies all conditions applying to the package.

You must give us notice on a durable medium, such as email. Notice given at least seven days before the trip starts will always be treated as reasonable. Shorter notice may still be reasonable depending on the circumstances.

We may charge only the actual transfer costs and those costs must not be unreasonable. We will provide evidence of the costs. They may include amendment charges from suppliers whose services are included in the trip.

You and the person taking the booking are jointly responsible for any outstanding balance and the actual transfer costs, as applicable under the package-travel rules.

We may make a reasonable insignificant change where these Terms and the law permit it. We will tell you clearly on a durable medium.

If, before departure, we have to make a significant change to a main characteristic of the package, cannot meet a special requirement we previously accepted, or make another change that gives you statutory choice rights, we will tell you without undue delay on a durable medium. Our notice will explain:

• the proposed change and its effect on the package;
• any effect on price;
• any substitute package offered and its price;
• a reasonable period for your response;
• your right to accept the change or terminate without a termination fee; and
• the consequence if you do not respond.

If you do not respond within the first reasonable period, we will send a further notice and give a further reasonable period. If you still do not respond, the contract may terminate as provided by the applicable package-travel rules. Any refund due will be paid within the required period.

TheSoulFam does not rely on a right to cancel because a minimum number of travellers has not been reached. A published group capacity is not a minimum-number cancellation condition.

If we elect to cancel the trip for another reason, we will refund the trip amounts paid to TheSoulFam. This does not remove any further statutory right you may have.

We may terminate where unavoidable and extraordinary circumstances prevent us from performing the contract and we notify you without undue delay before the trip starts. We will provide the refund required by law within the required period. We will not make that refund conditional on first recovering money from suppliers.

We are responsible for performance of the travel services included in the package, regardless of whether we or a specialist supplier performs them.

If a travel service is not performed as agreed, tell the SoulFam host, team or the contact in your confirmation without undue delay. This gives us an opportunity to address the issue. We will comply with our applicable duties to:

• remedy a lack of conformity;
• arrange appropriate alternatives where required;
• provide transport or repatriation where required;
• provide a price reduction or compensation where applicable; and
• allow termination where the legal conditions are met.

If you are in difficulty, we will provide appropriate assistance without undue delay, including appropriate information and help with communications or alternative arrangements. We may charge a reasonable fee not exceeding our actual costs only where your intentional act or negligence caused the difficulty and the law permits the charge.

Nothing in these Terms makes a supplier your only source of redress where the law places responsibility on us.

If you voluntarily choose not to take part in an included activity or voluntarily leave after the trip has begun, you are not ordinarily entitled to a refund for the unused part.

If you do not attend the trip, you are not ordinarily entitled to a refund merely because you did not use it.

These rules do not apply where a lack of conformity, significant change or another statutory right caused or justifies the non-participation, departure or non-attendance.

International travel to and from the destination, and every flight not expressly identified as included in your trip-specific information, is excluded from the trip price and arranged and paid for independently by the traveller through an airline or external booking agency.

If independently arranged travel delays your arrival or an itinerary connection, that delay does not automatically create a refund right for trip services you miss. Where reasonably possible and without materially disrupting the group, we will try to help you catch up. Additional transport or accommodation required to do so is normally your responsibility where we did not cause the delay.

Your rights against the airline or external booking agency and under your travel insurance remain separate. This section does not apply to a flight that is included in your trip.

Before booking, we will provide the general passport and visa information required for the trip, including approximate processing periods where applicable. Requirements differ by nationality, residence, travel history and personal circumstances and can change.

You are responsible for obtaining and carrying appropriate passports, visas, permits and other personal travel documents and for checking current official requirements. A provisional document check or guidance from us does not transfer that responsibility.

If boarding or entry is refused because information or documents within your control are invalid, incomplete, inaccurate or unsuitable, no automatic refund arises from us merely because entry was refused. This is subject to your mandatory rights and to our responsibility for any demonstrable error we caused.

We will communicate a confirmed material entry-rule change as soon as reasonably practicable after becoming aware of it.

General visa assistance, such as information about the entry requirements that apply to your trip, forms part of trip preparation and is included in the trip price. Visa and entry fees are not included.

Where offered and separately purchased, our optional visa service may include collecting information you provide, completing and submitting an application and communicating the decision or document. It is not part of the standard trip price.

The government or issuing authority decides the application. We do not guarantee approval where we correctly submit accurate information you supplied. If our demonstrable administrative error causes a problem despite receiving correct information, we will take responsibility for reasonably correcting our error where possible.

We will disclose our service fee and government or third-party charges before you instruct us. Once our administrative service has been performed, our service fee is intended to be non-refundable, subject to mandatory consumer rights.

A flight is included in a SoulFam trip only where your trip-specific information expressly says that it is. A flight that is expressly included is part of the trip you buy from TheSoulFam and is covered by the trip price.

Brazil 2027 expressly includes the required domestic flights within Brazil that form part of its itinerary. International flights to and from Brazil are not included.

An included flight is operated by an airline. The airline is a third-party carrier and not part of TheSoulFam, and TheSoulFam does not operate aircraft or act as an airline. The airline decides the aircraft, schedule and operating details of its flight, and the airline's own conditions of carriage apply to the flight. Your rights against the airline remain separate, and nothing in this section limits the responsibility that the law places on us for an included flight as part of your package.

A flight that your trip-specific information does not expressly identify as included is bought by the traveller independently from an airline or external booking agency. TheSoulFam does not sell or purchase that flight, act as its booking agent or receive its airfare.

We may share general timing or route guidance so you can make your own arrangements. That guidance is not a flight sale or booking service.

Travel insurance is strongly recommended. It is not included and is not currently a condition of booking. We do not routinely require proof.

You are responsible for choosing cover suitable for your health, destination, any flights you arrange independently and other travel, activities, belongings, cancellation risk and other circumstances.

Tell us as early as possible about any health, dietary, allergy, accessibility, mobility or other requirement relevant to the trip. Before booking, contact us if you need more information about whether the trip is suitable for you.

We will provide trip-specific suitability information and make reasonable efforts to facilitate requirements and work with available providers. We cannot guarantee that every destination, property, provider or activity can meet every requirement. A requirement forms part of the contract only if we expressly accept it.

We will communicate relevant dietary requirements to appropriate providers where reasonably necessary. We cannot guarantee an entirely allergen-free environment unless a particular provider expressly gives that guarantee.

In a medical emergency, we will reasonably assist with organising or coordinating help. Personal medical treatment and related costs remain your responsibility except where the law or our own legal responsibility requires otherwise.

You must supply accurate information and meet communicated deadlines for information reasonably needed to deliver the trip, including passport information, emergency contacts and relevant requirements.

If a proven error in information you supplied, or failure to provide essential information by a communicated deadline, causes a reasonable direct amendment, rebooking or correction cost, you are responsible for that cost where the law permits.

If our demonstrable booking or administrative error causes the problem, we bear the reasonable direct correction cost and any further responsibility required by law.

Shared accommodation is standard unless the trip-specific information says otherwise. Where you do not bring your own roommate, we may assign one using our intended same-gender matching model. We will consider a specific roommate request but cannot guarantee it.

Private or solo occupancy is an optional paid upgrade and remains subject to actual availability. Your booking summary states whether it is confirmed or awaiting allocation and what happens if it cannot be provided.

Family and group room arrangements are subject to property availability. We will try to place people travelling together together where reasonably possible.

If accommodation has to be substituted, we will seek a like-for-like or otherwise legally appropriate alternative and apply the change rights in these Terms.

You are responsible for damage, fines, charges or extraordinary cleaning costs demonstrably caused by you.

You must comply with applicable local law and reasonable accommodation, ground or boat transport, guide, activity, venue and safety rules. Airline conditions, including baggage and check-in rules, apply to every flight you take. Rules for a flight you purchase independently are between you and the relevant airline or external booking agency.

Serious misconduct, dangerous behaviour, substantial disruption or serious unlawful conduct may result in removal from the trip. Where your serious conduct legitimately causes removal, no refund is ordinarily due for unused services and you are ordinarily responsible for onward arrangements and resulting costs. Mandatory rights remain unaffected.

Alcohol is excluded unless expressly stated otherwise. Responsible consumption is expected. You must comply with local laws concerning drugs and controlled or prohibited conduct.

You are responsible for your belongings. We may reasonably assist if something is lost or stolen, but that assistance does not automatically make us financially responsible. This clause does not exclude responsibility the law places on us.

By booking, you agree to receive essential operational communications using the contact information supplied for the booking. We may use email, WhatsApp, a group chat or another reasonable operational channel.

If you join a WhatsApp group, your WhatsApp contact or profile information may be visible to other participants according to WhatsApp's functionality and your settings. Tell us if privacy or accessibility circumstances require a reasonable alternative for essential information.

You must provide an emergency contact during onboarding. We may contact that person where reasonably necessary for an emergency or serious welfare or safety issue.

TheSoulFam may create photography, video and other media during trips. Copyright in content created by TheSoulFam belongs to TheSoulFam, subject to applicable law and third-party rights.

Owning copyright is not the same as having unrestricted permission to use an identifiable person's image, voice or personal information.

Identifiable promotional use is governed by our privacy information and the recorded preference and rights applicable to each traveller. A traveller may opt out of identifiable promotional use. Where a traveller has opted out, we will make reasonable efforts to avoid promotional use of their identifiable image, including incidental or background appearances.

Sending content to or tagging TheSoulFam does not give us unlimited rights. We will use an appropriate permission or other lawful basis before reposting it, and clear permission for paid advertising or materially different commercial reuse where required.

Booking or accepting these Terms does not itself grant unrestricted promotional likeness consent.

We process personal information to administer and deliver trips and for the other purposes explained in our Privacy Policy.

We share passport, dietary, accessibility, health or other sensitive information with suppliers only where reasonably necessary for trip delivery or another lawful purpose. The Privacy Policy explains the categories of information, purposes, recipients, retention, international-transfer position and your rights.

Raise a problem promptly with the SoulFam host or team while the trip is underway so we have a reasonable opportunity to address it.

Send a formal complaint to info@thesoulfam.net. Our internal administrative target is to receive complaints within 28 days of the relevant trip or event, but missing that target does not extinguish a statutory or other legal right.

You keep all lawful payment-dispute and refund rights. We may dispute a chargeback we reasonably believe is invalid, fraudulent or inconsistent with the booking, payment and cancellation record, and may provide relevant booking, acceptance, payment and communication evidence to the payment provider.

We do not charge an automatic penalty merely because you raise a chargeback.

A promotion may have specific eligibility and use conditions disclosed with it. Promotions are not retrospective unless expressly stated.

Refunds due under these Terms or mandatory law are handled through TheSoulFam's operational refund arrangements. A refund due to you is not made conditional on TheSoulFam first recovering money from a supplier.

This website does not name a protection provider or scheme and does not make a certification or regulatory-protection claim.

Nothing in these Terms excludes or limits:

• liability for death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• statutory package-organiser responsibility;
• a remedy that cannot lawfully be excluded or limited; or
• any other mandatory consumer right.

Where an international convention or mandatory law governing a travel service applies, the rights and lawful limitations in that regime may also apply.

If owner policy or these Terms conflict with a mandatory right, the mandatory right prevails.

These Terms and your package contract are governed by the law of England and Wales.

The courts of England and Wales have jurisdiction, but this does not deprive you of any mandatory consumer protection or right to bring proceedings available under the law of the part of the United Kingdom or other country where you live.

The version identified at the top of this document is the version you accept. For booking and payment evidence, the website records the version, acceptance time, applicable trip and relevant booking and payment snapshot.

These operational records are not contract documents. Contract handling, confirmation and communication remain manual and outside this website.

We may publish a new version for future bookings. A later public version does not silently replace the version recorded for an existing booking, although mandatory law and a change lawfully agreed with you will continue to apply.