Terms and Conditions

Booking
Bookings can be made by e-mail. Confirmation or alternative tours will be returned to you (the travel agent) no later than 2 working days after the booking has been received. Please check the confirmation sent by us carefully. If there is any deviation from what has been requested - please contact us within 2 working days.
When booking has been confirmed by Arctic Adventure it is binding for the agent/client, who made the booking.

We strongly advise that agents DO NOT confirm tours or prices to their clients BEFORE having received a confirmation of itinerary and price from Arctic Adventure ApS.

Cancellation terms
Cancellation of flights and cruises in Greenland:
Air Greenland: 72 hours after reservation have been made the flight tickets must be paid and issued - otherwise the reservation will be cancelled automatically by the airline.
Payment of flight deposit must be reconfirmed and paid by the agent as a non-refundable deposit. After issuing tickets cannot be refunded whatever the reason.
Air Iceland: Air Iceland tickets will be automatically issued 72 hrs after booking. Changes/cancellations within the 72 hrs deadline are free of charge.
After 72 hrs and up to 8 weeks prior to departure: Changes (of ANY kind) will cost 10% of the flight cost. Cancellation will cost 20% of flight deposit.
6-8 weeks prior to departure: Changes (of ANY kind) will cost 20% of flight costs. Cancellation will cost 40% of flight costs
4-6 weeks prior to departure: Changes (of ANY kind) will cost 30% of flight costs. Cancellation will cost 60% of flight costs
2-4 weeks prior to departure: Changes (of ANY kind) will cost 40% of flight costs. Cancellation will cost 80% of flight costs
Up to 2 weeks prior to departure: Changes (of ANY kind) will cost 50% of flight costs. Cancellation will cost 100% of flight costs
NO-SHOWS on Air Iceland flights are charged 100% of the flight cost.
Payment of flight deposit must be reconfirmed by agent.
Atlantic Airways: Atlantic Airways tickets must be issued 7 days after reservation. No changes are permitted after issue.
Cancellations up until 30 days before departure will cost 50% of the flight cost. After that tickets are non refundable.
No-shows are non-refundable.
Arctic Umiaq Line/Disko Line: Same conditions as Air Greenland
Cancellation of land arrangement:
After reservation is confirmed and until 8 weeks prior to departure:
8 - 1 week prior to departure:
Cancellations received by Arctic Adventure between 8 and 1 week prior to departure are charged 50% of the land arrangement + costs of non-refundable portion of flight tickets.
Later than 7 days prior to departure:
Cancellations received by Arctic Adventure later than 1 week prior to departure are charged 100% of the land arrangement + costs of non-refundable flight tickets.

Payment
When we confirm a booking an order confirmation will be issued clearly stating the required deposit.
The flight deposit must be reconfirmed/paid by the agent no later than 3 days after reservation have been confirmed to you.
Arrangements to The Faroe Islands as well as land arrangements in Iceland and Greenland must be paid 8 weeks prior to departure. If a booking is made less than 8 weeks before departure the FULL cost of the tour must be paid within 3 days of the tour being confirmed or immediately if the departure is within 3 days of booking.
The rates quoted are net and may be subject to change in the event of any price increases outside the control of Arctic Adventure ApS.

Vouchers
Arctic Adventure will issue travel itinerary/documents when payment has been received or according to agreement.
If you have an agreement regarding later payment, your client(s) should always bring along a voucher, issued by your company, stating requested services for which you will be responsible.

Liability
Arctic Adventure ApS reserves the right to alter routes, itineraries or time tables if this should be necessary; we stress that the capacity of hotels and transportation in Greenland is limited: This fact sometimes forces us to alter itineraries.
Tours are subject to the conditions of the contractors providing such transportation or services. No responsibility is accepted for losses nor expenses due to delays or changes in flights or other services, injury, sickness, accidents, strikes, damage, negligence, weather, war or other causes. All such losses and expenses are to the personal responsibility of the traveler. Participants should insure privately as they wish.
Important note
Arctic weather conditions and limited capacity in Greenland may cause traffic delays resulting in interruptions, limitations or changes in the itinerary.
This may result in extra expenses to cover meals, hotel accommodation and/or transportation not foreseen in the programme. Such expenses have to be paid directly by passengers themselves.  Arctic Adventure ApS cannot accept any responsibility, economic or otherwise for such changes.

Complaints
In the unlikely event of a complaint, your client(s) are obliged to make Arctic Adventure aware of any issues immediately.

Privacy Policy
1. Introduction
1.1 We are committed to safeguarding the privacy of our clients, agents as well any website visitors disclosing personal information to us; in this policy we explain how we collect, treat, safeguard and delete personal information.
2. Collecting personal information
2.1 When making a booking at arctic Adventure we may collect the following personal information:
• Full name of client(s) as it appears in their passport.
• Client(s) date of birth
• Client(s) nationality (according to the passport they travel on)
• Any personal/medical conditions which you (or the travel agent) deem to be important to the client(s) enjoyment of the tour.
• This information is entered into our booking system and we may disclose your personal information to any of our employees, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary.
We will NEVER, without an express consent, supply any personal information to any third party for the purpose of their or any other third party's direct marketing.
We may disclose your personal information:
(a) to the extent that we are required to do so by law;
(b) in connection with any ongoing or prospective legal proceedings;
(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
(d) to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and
(e) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
(e) By e-mail to any of our agents, suppliers or subcontractors in order to process your booking.
(ei) Data are not encrypted.
(eii) We might share your personal information with partners, suppliers and/or subcontractors outside the European Union.
3. Retaining personal information
3.1 This Section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
3.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
3.3 Notwithstanding the other provisions of this Section, we will retain documents (including electronic documents) containing personal data:
(a) to the extent that we are required to do so by law;
(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
4. Security of personal information
4.1 We will take reasonable technical and organizational precautions to prevent loss, misuse or alteration of your personal information.
4.2 We will store all the personal information you provide on our secure (password- and firewall-protected) servers.
4.3 All electronic financial transactions entered into through our website will be protected by encryption technology.
4.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
5. Amendments
5.1 We may update this policy from time to time by publishing a new version on our website.
5.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
6. Your rights
6.1 You may instruct us to provide you with any personal information we hold about you or your clients.
6.2 You can instruct us to delete your or your clients personal data.  Such data is then deleted, taking into account Chapter 3. as soon as possible
7. Third party websites
7.1 Our website includes hyperlinks to, and details of, third party websites.
7.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.
8. Our details
8.1 Our registered company address is: Brolæggerstræde 6, DK-1211 Copenhagen K, Denmark under the registration number 26858909.
Our registration number at the Danish Travel Guarantee Fund is: 1535
8.2 This website is owned and operated by Arctic Adventure Aps

Amendments
Arctic Adventure reserve the right to update any prices until final confirmation is received without further notice due to extreme and unforeseen exchange rate fluctuations, changes in VAT or TAX regulations.

Arctic Adventure ApS reserves the right to change or amend these terms and conditions without prior notice.

Jurisdiction and Governing Law
These terms and conditions shall be governed by and construed in accordance with the laws of Denmark. In the unlikely event of a dispute, you agree to submit to the exclusive jurisdiction of the Danish courts.

When booking you and your clients agree to these terms and  conditions!

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Contact: aatour@arctic-adventure.dk | Phone: +45 3325 3221