Woman standing on mountain

Terms and conditions

Arctic Travel Company AS

Arctic Travel Company AS/"ATC"/"us" with registered office at Strandveien 106, 9006 Tromsø, Norway, acts as an agent in order to provide travel services in the arctic.

The following Terms and Conditions apply from the conclusion of the contract between ATC and the client. 

These Terms and Conditions govern the agreement between the client, (“you” or "the client"), and ATC. By booking overnight stay(s) and/or activity(s) with us, you agree to be bound by these Terms and Conditions. Please read them carefully and make sure you understand and abide by them.

ATC may use service providers and sub-contractors ("Service Provider") and thus operate as an agent. Bookings through ATC, where Service Providers are used, are subject to both the Terms and Conditions set out herein, as well as the specific booking conditions and Terms and Conditions of the Service Provider. Please read the terms and conditions of the Service Provider carefully. The terms and conditions of other Service Providers may limit the Service Providers' liability. 

When ATC operates as an agent, ATC is not responsible for any claims against the Service Provider. 

Jurisdiction

ATC is a Norwegian company and operate under Norwegian law. Your booking together with these terms and conditions shall be subject to Norwegian Law.

THE ARCTIC TRAVEL COMPANY
PB 242, Strandveien 106 | 9253 Tromsø | NORWAY
Tel: +47 77 71 01 00 
Mail: [email protected]
www.arctictravelcompany.com
org nr: 922 576 386

Package travels

ATC provide package travels and linked travel arrangements, in accordance with the Norwegian Package Travel Act. 

A package travel is a booking, which consists of a combination of at least two travel services, such as

(a) accommodation

(b) transport

(c) hire of transportation, including motor vehicles, and/or

(d) other tourist services.

In order to be considered a package travel, the arrangement must cover a period of 24 hours or include overnight accommodation. 

Further, it is only a package travel if:

(i) it is bought in one single booking;

(ii) it is offered, sold or charged at an inclusive or total price; 

(iii)it is advertised or sold as a "package" or a similar term; 

(iv) it is combined after the conclusion of a contract, by which the trader gives the traveler the right to choose among a selection of different types of travel services; or 

(v)it is purchased from several traders through linked online booking processes, where the traveler's name, payment details and e-mail address are transmitted from the trader with whom the first contract is concluded, to another trader or traders, and a contract with one of the latter traders is concluded no later than 24 hours after the booking for the first travel service has been confirmed.

If you buy a combination of travel services,

which consists of either (a), (b) or (c) and (d) (a tourist service), this will only be a package travel if the tourist services:

(i) constitute a significant proportion of the combination's value, advertised as, or in any other way constitute, a substantial element of the combination; or

(ii) are selected or bought before the performance of a travel service in (a), (b) or (c). 

ATC also provide linked travel arrangements.

A linked travel arrangement are two travel services, as defined in (a), (b), (c) and (d), purchased for the same trip or holiday, leading to separate contracts being concluded with each individual travel service provider, if the trader:

(i) facilitates the traveler's separate choices and separate payments for each travel service during one single visit to or contact with the trader's point of sale; or

(ii) in a targeted manner facilitates the purchase of at least one additional travel service from another trader, when a contract with the other trader is concluded no later than 24 hours after the booking of the first travel service has been confirmed.

If the combination of the linked travel arrangement is made up by either (a), (b) or (c) and (d) (a tourist service), it is a linked travel arrangement only if the tourist services constitute a significant proportion of the combination's value, or are advertised as or in some other way constitute a significant element of the combination

When providing a package travel or linked travel arrangement, the Norwegian Package Travel Act applies.

In such an event, ATC will provide you with information on the main characteristics of the travel package, including: 

- the destination, travel route and duration of the stay, with dates and the number of nights included in the accommodation; 

- means of transport, type of transport and transport categories, places, dates and times of departure and return, places where intermediate stops are made and their duration, as well as transport connections. If the exact time is not yet determined, the trader shall inform the traveller of the approximate time of departure and return;

- the location of the accommodation, its main characteristics and, if relevant, its category pursuant to the rules of the country of destination;

- meals included;

- visits, excursions or other services that are included in the total price agreed for the travel package;

- if not apparent from the context, whether any of the travel services are provided to the traveller as part of a group, and, if so, the approximate size of the group, if this may be specified,

- whether the traveller's benefit of other tourist services depends on effective oral communication, the language in which these services will be provided in; and

- whether the trip or holiday in general is suitable for persons with reduced mobility and, upon the request of the traveller, precise information about the suitability of the trip or holiday for the traveller concerned

Further, ATC will provide you with information on

- the business name, physical address, telephone number and email address of the organizer and, if relevant, of the retailer;

- the total price of the travel package, including taxes and any additional charges, fees and other costs. If the costs cannot reasonably be calculated before the contract is concluded, the type of additional costs the traveler may still have to pay shall be specified;

- payment terms, including the amount or percentage of the price that is to be paid in advance and the payment schedule for the residual amount, or financial guarantees to be paid or provided by the traveler;

- the minimum number of persons required for the travel package to take place, and the deadline for cancelling the package if this number is not reached;

- general information on passport and visa requirements, including approximate periods to obtain a visa. Information shall also be provided about any health requirements in the country of destination;

- g)

- that the traveler, at any time prior to the start of the travel package, is entitled to cancel the trip upon payment of a reasonable fee or, if relevant, the organizer's standard fees;

- voluntary or compulsory insurance; and 

- specification of the traveler's particular requirements that the organizer has accepted.

Reservations

You shall be responsible for filling the booking documents with accurate information and requisite details.

Upon receiving your completed booking form and full payment, ATC shall take steps to confirm the booking in respect of the selected overnight stay(s) and/or activity(s).

The confirmation and resultant booking ticket shall upon acceptance and verification by ATC be delivered to you within 24 hours of receipt of your booking and full payment. The contract between you, ATC and the Service Provider will first exist when this confirmation is received.

Please note special terms may apply to some promotions. Please refer to the specific terms and conditions, which are shown on the certain pages of promotions.

By making a booking, you agree that you have read the Terms and Conditions, set out in this document, and will be bound by these, as well as applicable terms and conditions set out by the Service Provider.

By making a booking, you agree that you have read the Privacy Policy, and agree that you will provide the Privacy Policy to other persons on the booking.

By making a booking, you agree that you are of the appropriate age, and in the event that any age restrictions apply to the booking, you confirm that you and other parties to the booking are of the appropriate age.  

The client is responsible for abiding with any safety instructions and recommendations provided to him/her. ATC shall not be responsible for any resultant loss or damage due to a failure of the client in this regard.

It is the responsibility of the client to ensure that he/she and those on whose behalf he/she booked the overnight stay(s) and/or activity(s) has all necessary travel documents (passports, visas, travel insurance etc.).

ATC will make every effort to operate all overnight stay(s) and/or activity(s) as described in the relevant booking confirmation, but it reserves the right at its discretion to modify or cancel any overnight stay(s) and/or activity(s) arrangement based on the existing field conditions. Such material modification or cancellation may be made by ATC due to a force majeure event (including, but not limited to hindrance preventing fulfilment which is beyond the Party's control and which the Party reasonably could not be expected to have taken into account at the entry into of the Contract or when the obligation was incurred, such as threat of war, hostilities, riots, civil commotion, strikes, disaster, and terrorist activity) or any other circumstances outside ATC's control. In such an event, the client will be notified and suitable alternative arrangements (as far as possible) will be proposed. In the event of those alternative arrangements not being acceptable to the client, ATC will not make any refund of mony paid as deposit or otherwise.

Payment

Full Payment for the selected overnight stay(s) and/or activity(s) needs to be done prior to the start of the overnight stay(s) and/or activity(s).

ATC reserves the right to correct promotional or pricing errors at any time, or to increase the price in the event of cost increases due to changes effected by applicable law, airfares, cruise fares, currency fluctuations, taxes, or fuel surcharges.

Method of payment will be online via credit card. The pricing shown on the site is final (includes bank charges and all applicable taxes).

Cancellation policy that applies until the 30th April 2021

ATC would feel sorry if you decided to cancel your trip. However, ATC realizes in most cases, it is out of necessity. If you must cancel your trip, please submit your cancellation in written form via email to ATC ([email protected]). Cancellation refunds will be calculated as of the date ATC receives your written cancellation.

For individual travel bookings: Single Day-activity or -Cruise:

The following cancellation fees apply: 

- More than 48 hrs to departure:  No cancellation fee

- 48 hrs or less to departure/no show:  100 % cancellation fee

For individual travel bookings: Packages* Activities or Cruises with a duration of two days or more:

The following cancellation fees apply: 

- More than 48 hrs to departure:  No cancellation fee

- 48 hrs or less to departure/no show:  100 % cancellation fee

*)Two or more products in one booking

Group Bookings:

The following cancellation fees apply:

- More than 30 days: No cancellation fee

- 29 days or less/no show: 100% cancellation fee

For all other accommodation the following cancellation fees apply:

- More than 7 days to departure: No cancellation fee

- 7 days or less to departure/no show: 100 % cancellation fee

Cancellation policy that applies from the 1st May 2021

For individual travel bookings: Single Day-activity or -Cruise:

For all activity products the following cancellation fees apply: 

- More than 10 days to departure:  No cancellation fee

- 10 days or less to departure/no show:  100 % cancellation fee

For individual travel bookings: Packages* Activities or Cruises with a duration of two days or more:

For all activity products lasting from two days or more the following cancellation fees apply:

- More than 60 days: No cancellation fee

- 60 days to 45 days to departure: 50 % cancellation fee

- 44 – 15 days: 75% cancellation fee

- 14 days or less/no show: 100% cancellation fee

*)Two or more products in one booking

Group Bookings:

For all activity products the following cancellation fees apply:

- More than 60 days: No cancellation fee

- 60 days to 45 days to departure: 50 % cancellation fee

- 44 – 15 days: 75% cancellation fee

- 14 days or less/no show: 100% cancellation fee

For all other accommodation the following cancellation fees apply:

- More than 7 days to departure: No cancellation fee

- 7 days or less to departure/no show: 100 % cancellation fee

Trip Cancellation Insurance:

To protect yourself against any financial loss, ATC strongly recommends that you get a trip cancellation insurance. 

ATC will send an Email / SMS to our guests and contact hotels if a trip must be cancelled due to bad weather or unforeseen reasons. A full refund will be given if it is not possible to re-schedule the tour to a later date. 

ATC reserves the right to refuse access to our activity(s) to a physically and/or mentally unfit guest that can potentially be a safety hazard to other guests. If these conditions are not met, the activity leader retains full rights to remove a guest from the activity(s). During such circumstances, ATC will not offer refund or compensation payable.

Refund policy

After receiving the cancellation email ATC will verify such cancellation and write back to you. Should your cancellation come within the timelines set out above entitling you to a refund of the whole or part of the booking fees paid by you, ATC will request your banking details in order for us to make the refund. 

ATC will require a minimum of seven (7) working days for any refunds to be made, after receiving the cancellation email.

Guarantees

ATC does not guarantee whale sightings on our whale watching overnight stay(s) and/or activity(s), even though chances of seeing whales are high. ATC will do our utmost to spot the whales. 

ATC does not guarantee Northern lights sightings on our Northern Lights tours as this natural phenomenon is unpredictable and highly dependent on weather conditions.

Medical issues

You are required to consider the nature of the overnight stay(s) and/or activity(s) and ensure that you are fit to participate in the overnight stay(s) and/or activity(s). 

You shall advise ATC in writing, prior to booking, of any physical or mental condition which you may have and require specific medication or special equipment. You shall be responsible for bringing such medication and equipment for the overnight stay(s) and/or activity(s). Please note that not all of our overnight stay(s) and/or activity(s) are wheelchair accessible.

Insurance

The client is responsible for obtaining full travel and health insurance and shall ensure that all persons on behalf of whom the client is making the booking with us has also obtained all necessary insurances.

Complaints and claims

ATC shall attend to any claims and/or complaints of the client in respect of the services provided which are brought to its notice as soon as possible and in no event later that 7 days from the date of occurrence of such event giving rise to such claim or compliant. The claim or complaint shall be provided with sufficient details and available evidence in order for ATC to investigate into the matter. 

ATC shall not be held liable in the event of the client’s failure to lodge in his/her complaint within such a time limit.

Exemption of liability

ATC is not liable , and will not compensate you, where the performance of ATC's obligations is hampered or affected by any event beyond our reasonable control, (including any injury, loss or damage to person or property, death, delay or inconvenience in connection with the provision of, or failure to provide, any goods or services occasioned by or resulting from, but not limited to force majeure. Force majeure shall include, but is not limited to, hindrance preventing fulfilment which is beyond the Party's control and which the Party reasonably could not be expected to have taken into account at the entry into of the Contract or when the obligation was incurred, such as war or threat of war, riots, civil strife, government actions, terrorism, industrial disputes, extreme weather conditions, epidemics fire, road closures, pilferage, quarantines, dangers incident to sea, land and air travel.

ATC, while facilitating the services of Service Providers, is not responsible for the services provided by the Service Providers as they are beyond the control of ATC. Therefore, the client agrees that ATC shall not be responsible for any wrongful or negligent acts, omissions, or failure to act of any suppliers such as those of surface, air, and water transportation, sightseeing overnight stay(s) and/or activity(s), cruise/hotel accommodations, or of any third party not owned or operated by ATC. By utilizing the travel services of the Service Providers, you agree that you will look to the Service Provider for any accident, injury, property damage, or personal loss to you or to those traveling with you, and that neither ATC nor any representative of ATC shall be responsible or liable for the same. 

However, should you need assistance with a claim or complaint you may have against Service Provider, ATC may, without any obligation on its part, assist you with notifying the Service Provider of your claim.

Privacy/data policy

You are required to provide full and accurate details in the form required by us in order for us to process your booking and perform our obligations under the contract. 

Personal information provided by you will be used for the purposes of facilitating your booking(s). ATC may also use your personal data for promoting our products and services. When consent is required by law, ATC will obtain your consent prior to using your personal data for marketing purposes. You have the right to withdraw your consent at any time.

For more Information about the processing of your personal data and your rights, ATC refers to the privacy policy on ATCs websites. 

Furthermore, you confirm that any personal information or data you are sharing on behalf of another person for booking purposes, have been obtained with the prior consent of such person, who has apprised himself/herself of the booking terms and conditions and privacy policy of ATC and is aware of their rights in respect of such data provided to us.

Imagery: 
ATC reserves the right to use images or video of you for any lawful purpose, including for example such purposes as publicity, illustration, advertising, and Web content. When consent is required by law, ATC will obtain your consent prior to any publishing.