Terms & Conditions – Arctic Explorers Norway AS
1. General
These Terms & Conditions apply to all bookings and participation in tours arranged by Arctic Explorers Norway AS (trading as “Arctic Explorers”, hereafter referred to as “the Company”). By completing a booking, the customer confirms that they have read, understood, and accepted these terms in full.
The Company operates certain tours directly and may also act as an intermediary for tours operated fully or partially by third-party suppliers.
2. Booking and Payment
All bookings must be made through the Company’s official booking channels unless otherwise agreed. Full payment is required at the time of booking. A reservation is only confirmed once payment has been successfully received. All prices are stated per person unless otherwise specified.
3. Currency, Exchange Rates and Refunds
All prices, charges, and refunds are processed in Norwegian Kroner (NOK). Arctic Explorers Norway AS has no control over exchange rates or fees applied by banks, card issuers, or payment providers. All refunds are issued in NOK to the original payment method. Any differences due to exchange rate fluctuations, conversion fees, or third-party charges are solely the responsibility of the customer. The Company shall not be held liable for any financial loss resulting from such differences.
4. Cancellation and Refund Policy
4.1 Tours Operated by Arctic Explorers Norway AS
Full refund if cancelled 24 hours or more before departure. No refund for cancellations made less than 24 hours before departure. No refund in case of no-show or late arrival. This policy applies only to tours operated directly by Arctic Explorers Norway AS and applies regardless of reason, including but not limited to illness, delayed or cancelled flights, missed connections, or personal circumstances. If cancelled seats are resold, a corresponding refund may be issued at the Company’s sole discretion.
4.2 Group Bookings
8–15 persons: free cancellation up to 14 days before departure. 16+ persons: free cancellation up to 21 days before departure. After these deadlines, bookings are non-refundable. If cancelled seats are resold, a corresponding refund may be issued at the Company’s sole discretion.
4.3 Third-Party Operated Tours
For tours operated fully or partially by third-party suppliers, including but not limited to snowmobile tours, dog sledding, reindeer/Sami experiences, and certain whale transport services, the supplier’s cancellation policy applies. Arctic Explorers Norway AS acts solely as an intermediary. The applicable cancellation terms will be provided after booking is forwarded to the supplier. Arctic Explorers Norway AS is not responsible for refund decisions made by third-party suppliers.
5. Date Changes
Date change requests are subject to availability and are not guaranteed. Changes may be accommodated at the Company’s discretion and may involve price adjustments. For third-party operated tours, date changes are subject entirely to the supplier’s terms and availability.
6. Meeting Time and No-Show
Participants must arrive at the meeting point at least 10 minutes before departure. Tours cannot be delayed for late participants under any circumstances. Late arrival or failure to attend is considered a no-show and is non-refundable.
7. Tour Operations and Third-Party Allocation
The Company reserves the right to operate tours either directly or through carefully selected partners, including reassigning guests to partner-operated tours, using third-party transport providers, and outsourcing certain activities such as snowmobile tours, dog sledding, and reindeer/Sami experiences. Such allocation does not entitle the customer to a refund or compensation.
8. Changes to Tours
The Company reserves the right to change routes, destinations, itineraries, departure times, duration, group size, or vehicle type due to weather, safety, or operational requirements. Such changes are a normal part of Arctic travel and do not constitute grounds for refunds.
9. Weather, Natural Conditions and Sightings
All tours are subject to Arctic weather and natural conditions. Northern Lights sightings and whale sightings cannot be guaranteed. Weather conditions may vary significantly across regions. Tours will operate unless conditions are deemed unsafe. Lack of sightings or unfavorable conditions does not qualify for refunds.
10. Cancellation by the Company
The Company reserves the right to cancel tours due to safety concerns, extreme weather, insufficient participants, or operational issues. In such cases, customers will be offered a full refund or an alternative tour/date. The Company is not responsible for any additional costs such as flights, accommodation, or other travel expenses.
11. Included and Excluded Services
Unless otherwise stated, tour prices include transport, guides, and any equipment explicitly listed on the specific tour page. Flights, accommodation, travel insurance, and personal expenses are not included.
12. Unexpected Delays and External Factors
Delays or changes may occur due to traffic, weather, accidents, or other circumstances beyond the Company’s control. Such delays do not entitle the customer to compensation or refund.
13. Equipment and Clothing Responsibility
Participants must follow the clothing and equipment guidelines provided on the relevant tour page. Failure to bring appropriate clothing or equipment does not entitle the customer to a refund and may affect participation or comfort during the tour.
14. Health and Fitness
Participants are responsible for ensuring they are physically and mentally fit for the selected tour and must inform the Company of any relevant medical conditions. The Company reserves the right to refuse participation if a guest is deemed unfit for safety reasons. Participation in certain activities, including but not limited to RIB boat tours, snowmobile tours, and dog sledding, is not recommended for pregnant individuals or persons with back, neck, or serious medical conditions. Participation is at the customer’s own risk.
15. Customer Responsibility and Conduct
Participants are responsible for choosing suitable tours, following guide instructions, complying with safety rules and local laws, and behaving respectfully. The use of illegal substances or violation of Norwegian law is strictly prohibited. The Company reserves the right to remove participants from the tour without refund in case of unsafe or inappropriate behavior.
16. Age Requirements
Participants under 18 years of age must be accompanied by a parent or legal guardian.
17. Travel Insurance
All participants are strongly advised to have valid travel insurance covering medical expenses, personal injury, cancellations, delays, and loss of belongings. The Company accepts no responsibility for costs that would normally be covered by insurance.
18. Personal Belongings
Participants may store personal belongings in Company vehicles or designated areas at their own risk. Arctic Explorers Norway AS accepts no responsibility or liability for loss, theft, damage, or accidental exchange of items, including situations where belongings are mistakenly taken by other participants.
19. Limitation of Liability
To the fullest extent permitted by law, Arctic Explorers Norway AS and its representatives shall not be liable for personal injury, illness, death, loss, damage, delay, accidents, natural events, force majeure, actions of third-party suppliers, or any indirect or consequential losses. All activities are undertaken at the participant’s own risk. Nothing in these terms excludes liability where such exclusion is not permitted by law.
20. Force Majeure
The Company is not liable for failure to perform due to events beyond its control, including but not limited to extreme weather, natural disasters, pandemics, government restrictions, strikes, or transport disruptions.
21. Photography and Media
All photos and videos captured during tours may be used by Arctic Explorers Norway AS for marketing and commercial purposes. By participating, customers grant the Company the right to use such material unless they notify the Company in writing in advance.
22. Privacy and Data Protection
Arctic Explorers Norway AS processes personal data in accordance with GDPR. Personal data is used for booking management, communication, operational purposes, and service improvement, and may be shared with relevant suppliers for service delivery. Customers may request access, correction, or deletion of their data at any time.
23. Payment Authorization, Fraud and Chargebacks
By completing a booking, the customer confirms they are the authorized cardholder or have permission to use the payment method. All transactions are considered valid once processed.
The customer is solely responsible for the use of the payment method. Arctic Explorers Norway AS is not liable for unauthorized or fraudulent use of payment details by third parties.
A service is considered delivered when the tour has been operated as agreed or when the participant attends. Failure to attend does not negate the Company’s right to full payment.
In the event of a chargeback or dispute, the Company reserves the right to provide all relevant evidence, including booking data, IP address, timestamps, communication, and participation records, to the payment provider and issuing bank.
Chargebacks initiated in violation of these Terms, after service delivery, or in breach of the cancellation policy will be actively disputed.
If a chargeback is initiated without valid legal grounds, the customer and/or cardholder remains fully liable for the amount. The Company reserves the right to recover funds through legal means and charge any associated administrative or legal costs.
The Company reserves the right to refuse future bookings and report suspected fraud to relevant authorities.
24. Governing Law and Jurisdiction
These Terms & Conditions are governed by Norwegian law. Any disputes shall be subject to the jurisdiction of Tromsø, Norway.
25. Acceptance of Terms
By completing a booking and making payment, the customer confirms full acceptance of these Terms & Conditions.