1. INTRODUCTION
These booking terms and conditions are the basis of your contract with Arctic Locals. In the following booking conditions ‘you’ means the party leader/individual requesting the booking and ‘we’ and ‘us’ means Arctic Locals. By acknowledging these terms and conditions the client confirms he/she is authorised to make the booking on his/her own behalf and that of his/her party’s. On receipt of the fully completed booking process and full deposit, we will issue a confirmation of booking which sets out arrangements.
2. RATE GUARANTEE
Once the booking is completed and accepted by the submission of the confirmation email to the address provided by you, the agreed price of the booking is fully guaranteed by us and will not be subject to any surcharge. Please refer to clause 9. of these terms and conditions for exceptions to our rate guarantee. N.B. The rate guarantee does not apply to invoice errors or government action.
3. PAYMENT AND TAXES
3.1 A full deposit is required at the time of booking. The booking is considered confirmed once the deposit has been paid in full.
3.2 All booking fees are subject to and include 10% VAT.
4. CANCELLATION TERMS
4.1 Cancellation policy is as follows: (*This cancellation terms do not apply to Icebreaker, King crab Safari, Glass Igloo or other extraordinary accommodation and holiday packages)
25 EUR (per booking) cancellation service fee will be charged if cancelled earlier than 14 days before departure.
7-14 days prior to the departure, 20% of the total amount is non-refundable.
3-6 days prior to the departure, 50% of the total amount is non-refundable.
Within 72 hours, 100% of the total amount is non-refundable.
4.2 King crab safari Terms and condition
For all reservations, 20% of the total cancellation fees are charged if cancelled earlier than 30 days before departure.
Cancellation 30 days before or later departure, 100% is non-refundable.
4.3 Polar explorer cruise Terms and condition
For all reservations, 20% of the total cancellation fees are charged if cancelled earlier than 30 days before departure.
Cancellation 30 days before or later departure, 100% is non-refundable.
Polar Explorer Oy withholds the right to change the timetables / contents of the Icebreaker Cruises due to ice or weather conditions or similar reasons and to cancel a cruise in case of lack of appropriate amount of passenger reservations. Such cancellation must be communicated to the client min 28 days prior to the scheduled departure.To cancel your reservation, contact us by: booking@arcticlocals.com
Please mention your reservation number when informing us of the cancellation. If you are covered by your travel insurance for cancellations, we can provide proof of canceled accommodation or activities and the amount you have paid.
N.B. If the reason for cancellation is due to proven injury or illness sustained by you or your party we may, but are not obliged to, offer an alternative date to be taken up within 2 months, of the original booking date. To prove the injury or illness in question you need to provide us a doctor’s certificate.
4.4 We will, whenever possible, try to accommodate any amendments you may request after the contract is formed. Amendment requests must be issued in writing to us by the party leader.
4.5 The arrangements detailed in the booking document are given in good faith, but we reserve the right to provide comparable alternative arrangements if optional or other considerations so dictate. We reserve the right to small amendments to the booking due to unexpected changes in either Arctic Locals schedule or of our partner service providers.
4.6 No employee or representative of Arctic Locals or representative of a partner service provider has the authority to verbally vary these terms and conditions or to enter into verbal agreements with clients. No variation in these conditions or otherwise in the terms upon which a booking is made, and no promise to refund money previously paid to us, shall be valid unless in writing and approved by the sales office.
4.7 If we make a major change to a booking, we will inform you as soon as reasonably possible. You will be able to choose whether to accept the changes or cancel the booking and receive a full refund. Please refer to clause 4.1 for exceptions.
4.8 We reserve the right to cancel the booking due to circumstances amounting to Force Majeure. These include, but are not limited to, weather conditions, fire, war, riot, terrorism, government action, strike action, and all similar events outside our control which prevent or affect our contractual obligation. Where such circumstances occur, the company will not be liable to pay any refund or compensation.
4.9 We and our staff are responsible for the safety of the activity and may vary the itinerary as required to that end. We alone shall decide whether an activity is available and if all safety conditions are met for that purpose.
5. ACKNOWLEDGEMENT OF RISK
5.1 Activities such as reindeer sleigh, husky sleigh, snowmobile, snowshoeing ice fishing and skiing may be hazardous and present a risk to personal safety. All reasonable steps were taken by us to restrain any risk to a minimum. The level or real risk is generally remote and similar to the one of a normal individual experiencing a normal recreational activity. Whilst the chances of serious injury are slender, the chances of minor injuries must be considered possible outcomes.
5.2 We accept responsibility should any services which we are contractually obliged to provide prove deficient or not of reasonable standard.
5.3 We do not accept liability or responsibility for personal injury to, or the death of any participants howsoever caused, unless by the proven negligence of us.
5.4 Note that the ground may be very slippery, especially when temperatures are close to zero degrees Celsius.
5.5 Pregnant women are not allowed to participate in snowmobile or sleigh safaris due to the fact that vibrations and exhaust fumes may be harmful.
5.6 We cannot accept liability for causes of dissatisfaction which are not notified to us immediately after the completion of the activity.
6. HEALTH, ETHICS, SAFETY AND RESPONSIBILITY
6.1 The party leader is responsible for observing that all members of the party are physically fit to take part in the activity. All adults accompanying a party are held responsible for the good behaviour of children in that party and will adequately supervise them.
6.2 Where damage is caused to any of our equipment by a party member deliberately or whilst under the influence of toxic substances, or due to a party member not obeying our guide’s instructions, then that person, or parent or legal guardian of that person, will be responsible for an amount up to EUR 2.000,- of the repair or replacement of the items.
6.3 Snowmobiles are insured for traffic in Finland and the client’s own liability for any damage, deliberate or not, amounts to EUR 2.000,- A reduction in own liability down to EUR 500,- for snowmobile usage may be purchased from the service provider for EUR 50,- per activity.
6.4 On a snowmobile safari, 18 years of age or more is required. You and your party are responsible for possessing and if required present to the authorities your ID. The driver of a snowmobile has to be at least 15 years old and hold a valid driver license - A1,T,A or B category (Please check that it is valid Finland!)
6.5 The party leader is responsible for providing us with any known medical condition that may potentially affect the personal safety of any party member, and for notifying us of any special needs of any party member.
6.6 If any imprudent interaction with an animal causes stress or harm to an animal to the point of needing veterinary care, you will take financial responsibility up to EUR 1.000,- of all costs incurred to return that animal to a healthy state. You will be fully liable in the event of any deliberate abuse towards an animal.
7. INACCURATE INFORMATION
Circumstances may arise in which particulars in the itinerary and other facts about an activity may deviate from what was initially published. We will make our best effort to provide suitable alternatives, but will not be held liable for changes.
8. AGE RESTRICTIONS
Infants and toddlers are recommended to limit their activities outdoors to shorter periods on cold weather days. We recommend you consult a physician to assess whether you are in a good physical condition to participate in the activities. Snowmobile drivers must be 15 (fifteen) years or older with valid driving license in Finland. Children under 15 (fifteen) and/or under 140 (one hundred and forty) centimetres in height participating in a snowmobile safari must be accompanied by their parents or guardians and they’ll by sitting in a heated sleigh pulled by the guide.
9. SEASONAL TRANSITIONS AND THEIR IMPACT ON SERVICES
9.1 According to the statistics published by the Finnish Meteorological Institute, the average starting date of permanent snow cover ranges between October 27 (twenty-seven) and November 6 (six), whereas the average ending date of permanent snow cover ranges between May 10 (ten) and May 20 (twenty).
9.2 In order to minimise the impact of the seasonal transitions on our guests’ experience, we implemented a grace period, thus considering the snow season to start on November 14 (fourteen) and to end on April 18 (eighteen).
9.3 Winter activities booked within this time range benefit from our best price guarantee. Any changes made by us, which includes rearranging a winter activity into an autumn or spring activity, are subject to an adjustment in price if the new activity is priced lower. If the equivalent autumn or spring activity is priced lower than the originally booked winter activity, you will be entitled to a partial refund. No surcharge applies if the autumn or spring activity is priced higher.
9.4 Winter activities booked outside this time range do not benefit from our best price guarantee. Any changes made by us, which includes rearranging a winter activity into an autumn or spring activity, are not subject to an adjustment in price if the new activity is priced lower. If the equivalent autumn or spring activity is priced lower than the originally booked winter activity, you will not be entitled to a partial refund. A surcharge applies if the autumn or spring activity is priced higher.
9.5 Autumn or spring activities which are rearranged into winter activities are always subject to a surcharge if the winter activity is priced higher than the autumn or spring activity. If the winter activity is priced lower than the autumn or spring activity, you will not be entitled to a partial refund.
10. TERMINATION
10.1 We reserve the right in our sole discretion to terminate the booking arrangements without further notice, should you refuse to comply with the instructions given by the guide or any other staff member of the Arctic Locals or our partner service providers.
10.2 Termination equally applies if we believe your behaviour is prone to cause distress, damage or danger to other people or animals. Should a termination take effect, our responsibility for the booking ceases immediately and we shall neither be liable to any refund nor compensation.
11. INSURANCE
Our vehicles are covered by a traffic liability insurance on Finnish public roads. We highly recommend you take out a travel insurance to be protected in case of financial loss in the event of cancellation due to force majeure. Arctic Locals is not liable for personal or property damage caused to the client during the tour (including but not limited to: injuries, acute illness, lost, stolen or damaged belongings). We strongly recommend obtaining a valid travel insurance which should cover snow related activities.
12. CONDITIONS SAFEGUARD
Should any of the provisions of these Terms and Conditions be declared null and void unenforceable, the remaining conditions shall be maintained in the agreed terms. We undertake to substitute the provision in question by a provision that most closely complies with the intent initially pursued by the parties.
13. RIGHT TO AMEND TERMS AND CONDITIONS
We reserve the right to unilaterally amend any of the provisions in these Terms and Conditions, in a manner we may deem necessary, without prior notice.
14. APPLICABLE LAW AND JURISDICTION
These terms and conditions shall be governed by and construed in accordance with the laws of Finland. The parties submit all their disputes arising out of or in connection with this Agreement to the exclusive jurisdiction of the Courts of Finland.
15. RESPONSIBILITIES OF THE CLIENT
15.1. Client is obliged to provide Arctic Locals with a valid phone number and a valid email address so we can contact the client regarding important tour information or changes.
15.2, Arctic Locals has right to terminate a tour or the activity for a passenger, who is endangering or harming the tour staff or travellers with their own behaviour. If the passenger harms any third party property, threatens or insults other people, breaks the local rules or laws or acts otherwise in an inappropriate way, Arctic Locals tour leader will remove him/her from the tour. Arctic Locals is not responsible for any related costs this behaviour might incur. Arctic Locals will report all cases like this to local authorities.
16. COMPLAINTS AND MISTAKES
16.1. Mistakes or problems during the tour should be announced to Arctic Locals representative, guide or tour conductor who will attempt to solve the problem as soon and effectively as possible.
16.2. If the client does not complain about the problem during the tour, he/she loses the right to compensation afterwards.
16.3. Arctic Locals processes all filed complaints within 6 weeks after receiving those and hearing all the parties involved.