Leader Contract

1. Purpose and scope

Tribal Tracks appoints the Supplier to provide agreed in-country services for Tribal Tracks trips. The exact itinerary, services provided, dates, participant numbers, prices, Standard Operating Procedures and any trip-specific requirements will be set out in the trip Operational Sheet agreed by the Parties. This must be signed and dated on each client Operational Sheet prior to the team arrival date.

This Agreement applies to the Supplier and to all employees, guides, drivers, cooks, porters, animal handlers, camp staff, subcontractors and other persons used by the Supplier to deliver Tribal Tracks services.

The Supplier is responsible for ensuring that relevant staff understand and comply with this Agreement, the applicable Operational Sheet and any Tribal Tracks policies or risk-management documents supplied for the trip.

2. Supplier responsibilities and standards

The Supplier will provide the agreed services with reasonable skill and care, in good faith, and in accordance with applicable local laws, licences, permits, safety requirements and professional standards. If the Supplier becomes aware that any agreed service has not been, or is unlikely to be, provided in accordance with the agreed itinerary or Operational Sheet, it must notify Tribal Tracks immediately and, where reasonably possible, remedy the issue or provide an equivalent or better alternative without additional cost to Tribal Tracks unless otherwise agreed.

• Use competent, experienced and appropriately qualified staff. Guides and technical staff must hold qualifications or licences where required by law or by Tribal Tracks; drivers must hold the correct valid driving licence.
• Provide sufficient guides and support staff for the group and activity and notify Tribal Tracks if agreed staffing, qualifications or experience cannot be provided.
• Comply with applicable employment law; do not use forced or child labour; provide fair lawful pay, appropriate rest and staff insurance where required.
• Comply with all applicable anti-bribery and anti-corruption laws, including where applicable the UK Bribery Act 2010. The Supplier must not offer, request, give or accept bribes, kickbacks or improper facilitation payments in connection with Tribal Tracks business and must immediately report any such request or concern to Tribal Tracks.
• Ensure subcontractors used for Tribal Tracks trips meet the same relevant standards.

3. Safeguarding, conduct and confidentiality

• Treat clients, colleagues and local communities respectfully and professionally and comply with the Tribal Tracks Safeguarding Policy where applicable.
• Do not use inappropriate physical contact, harass, discriminate against or exploit a client, or enter into a sexual relationship with a Tribal Tracks client during a trip.
• Do not ask clients directly for tips or money or sell additional services to clients without prior agreement from Tribal Tracks.
• Keep client and Tribal Tracks information confidential and securely delete or return it when it is no longer required, in accordance with Section 9.
• Do not publish, use or share identifiable photographs or video of Tribal Tracks clients for the Supplier's own website, social media or promotional purposes without appropriate permission from Tribal Tracks.

4. Safety, risk assessment and emergency arrangements

Safety takes priority over completing the itinerary. The Supplier must report hazards and take appropriate action where conditions become unsafe. Stop, change, or delay an activity where continuing would expose participants or staff to unacceptable risk.

• Assess routes and activities in advance and review relevant weather, environmental and local conditions.
• Provide Tribal Tracks with risk assessments, licences, qualifications, emergency procedures or other safety documentation when requested.
• Have a clear trip-specific evacuation plan, including available evacuation methods, roadheads/medical facilities where relevant, local rescue arrangements and 24-hour emergency contacts.
• Provide a 24-hour in-country emergency support while a Tribal Tracks group is in the destination.
• Report any serious accident, illness, safeguarding concern, complaint, near miss or other significant incident to Tribal Tracks at the earliest opportunity and provide a written report as soon as reasonably practicable.
• If the Supplier or Tribal Tracks Leader reasonably believes a participant cannot safely take part in an activity, the activity may be stopped or the participant may be required not to continue. The Tribal Tracks leader has the overall authority on these decisions.
• Where altitude is involved, monitor participants for altitude illness, allow appropriate acclimatisation and ensure sufficient staffing to support descent or evacuation.

5. Transport, accommodation, food and activities

The Supplier will ensure that services provided directly or through subcontractors are suitable for the agreed trip and meet applicable national requirements.

• Transport must be roadworthy, appropriately insured, suitable for the route and terrain, not overloaded, and have seat belts for passengers where required/agreed. Drivers must be fit to drive, adhere to speed limits, take appropriate rest and not drive under the influence of alcohol or drugs.
• Accommodation and restaurants must meet applicable national safety and hygiene requirements and should be checked before the group arrives. Any swimming pool used must comply with applicable national safety requirements.
• Food must be prepared, stored and served hygienically. Safe drinking water must be provided and dietary/allergy requirements supplied by Tribal Tracks must be acknowledged and provisioned accordingly.
• Technical or higher-risk activities must use suitable, serviceable safety equipment, appropriate staff and participant safety briefings. Relevant activity risk assessments must be available to Tribal Tracks on request.
• Any equipment supplied for trekking or other activities must be clean, serviceable and appropriate for the intended use.

6. Animal welfare and environment

Adhere to the Tribal Tracks Animal Welfare Policy at all times which includes bu isn't limited to:

• Where animals are used, use experienced handlers, humane treatment, adequate food, water and rest, correctly fitting equipment and loads within limits agreed with Tribal Tracks and applicable local welfare guidance.

Adhere to the Tribal Tracks Responsible Travel Policy at all times which includes but isn't limited to:

• Respect protected areas and cultural sites; minimise environmental impact; dispose of waste responsibly; protect water sources; do not burn plastic or hazardous waste; and follow Leave No Trace principles where applicable.

7. FCDO advice and changes to services

• The Supplier must immediately inform Tribal Tracks of any event or condition that may materially affect the safe or proper delivery of the trip, including severe weather, natural disaster, civil disturbance, route closure or other significant local development.
• Tribal Tracks will not knowingly operate a trip contrary to applicable UK Foreign, Commonwealth & Development Office (FCDO) advice against all travel or all but essential travel to the relevant area. If the agreed itinerary cannot reasonably be delivered, the Supplier will work with Tribal Tracks to provide a safe and suitable alternative.
• No material itinerary change or additional cost may be incurred without Tribal Tracks' approval, except where immediate action is reasonably necessary to protect health or safety.

8. Insurance and documents

• The Supplier must maintain all licences and insurance required by local law and appropriate to the services provided. Unless otherwise agreed in writing, the Supplier will maintain public liability insurance of at least £1,000,000 (or local currency equivalent) per incident where such cover is reasonably available in the destination.
• On request, the Supplier will provide copies or evidence of relevant operating licences, insurance, staff qualifications, health and safety arrangements, risk assessments and evacuation/emergency procedures. The Supplier must ensure that its staff and subcontractors are appropriately insured for their duties where required.

9. Data protection

Adhere to the Tribal Tracks Privacy Policy, which includes but isn't limited to:

• Each Party will comply with applicable data protection law. The Supplier may receive personal information about Tribal Tracks clients solely to arrange and deliver the agreed trip services.
• Process client information only for the agreed trip and in accordance with Tribal Tracks' written instructions, unless local law requires otherwise.
• Keep personal information secure and confidential and restrict access to people who need it to deliver the services.
• Do not sell, use for marketing, or disclose client information for unrelated purposes.
• Ensure relevant subcontractors receiving client information are subject to appropriate confidentiality and data-protection obligations.
• Notify Tribal Tracks without undue delay of any actual or suspected personal-data breach and provide reasonable assistance with investigation, mitigation and any required notifications.
• Securely delete/destroy all client personal information once the client has departed the in-country services.
• Where the Supplier processes personal data on behalf of Tribal Tracks as a data processor, the Supplier shall also comply with any Data Processing Agreement and/or international data-transfer provisions issued by Tribal Tracks, which shall form part of this Agreement.

10. Pricing, invoicing and payment

Trip prices will be agreed in writing in advance and recorded in the Master Operational Sheet, quotation or service confirmation. Unless otherwise agreed, the agreed price is fixed for the confirmed services.

The Supplier will invoice Tribal Tracks in accordance with the payment schedule agreed in writing for the relevant trip. Invoices must state the trip name, services provided, number of participants, company logo/address and correct bank/payment details.

Tribal Tracks will pay its own sending-bank charges. The Supplier is responsible for charges imposed by its own or intermediary banks unless otherwise agreed.

No additional cost will be payable unless approved by Tribal Tracks in writing in advance, except for necessary emergency expenditure reasonably incurred to protect participant safety, which must be reported to Tribal Tracks as soon as practicable.

11. Cancellation and refunds

Trip-specific cancellation and refund terms may be agreed in the Operational Sheet or service confirmation. If the Supplier cancels confirmed services without a reasonable cause attributable to circumstances outside its control, Tribal Tracks will be entitled to a refund of sums paid for services not provided or, by agreement, rebooking at no additional cost.

If FCDO advice changes so that Tribal Tracks cannot operate the trip, the Parties will work in good faith to transfer sums paid to an agreed alternative date or agree an appropriate refund, taking account of any properly incurred and genuinely non-recoverable costs.

12. Branding, client relationships and non-solicitation

When delivering a Tribal Tracks trip, the Supplier acts as Tribal Tracks' in-country ground partner and must not represent the trip as its own direct client booking.

• Do not provide Supplier-branded merchandise to clients or market competing services directly to the group during the trip without Tribal Tracks' agreement.
• Do not solicit or knowingly seek to divert Tribal Tracks clients introduced through a Tribal Tracks trip for any trips for 12 months after the relevant trip, to the extent permitted by applicable law.
• Do not solicit Tribal Tracks leaders, employees or contractors for work connected with any trips without Tribal Tracks' prior written approval.

13. Confidentiality

Each Party will keep confidential non-public commercial, operational and client information received from the other Party and will use it only as necessary to perform this Agreement. This obligation continues after the Agreement ends, except for information that is lawfully public or must be disclosed by law.

14. Term, termination and breach

This Agreement starts on the date it is signed and continues until terminated by either Party in writing. Termination does not affect confirmed trips unless the Parties agree otherwise.

Tribal Tracks may terminate this Agreement immediately for a serious safety, safeguarding, fraud, bribery, corruption, data-protection or material contractual breach, or where the Supplier loses a licence or insurance necessary to provide the services.

The Supplier remains responsible for losses, costs or liabilities arising from its breach of this Agreement to the extent provided by applicable law.

15. General

This Agreement, together with each agreed Operational Sheet/Standard Operating Procedures and any expressly incorporated Tribal Tracks policies, forms the agreement between the Parties for the relevant services and supersedes prior discussions relating to those services.

The Supplier may not transfer or assign this Agreement without Tribal Tracks' prior written consent.

If any provision is found unenforceable, the remaining provisions will continue in effect.

This Agreement is governed by English law and the Parties submit to the jurisdiction of the courts of England and Wales.

16. Supplier confirmation

By signing below, the Supplier confirms that it has read and understood this Agreement, will comply with the standards relevant to the services it provides, and will make the applicable requirements clear to its employees and subcontractors.