Terms and conditions
1. Introduction
These booking terms and conditions are the basis of your contract with Arctic Timetravels DMC (part of Timetravels Ltd/ Aikamatkat Oy). In the following booking conditions ‘you’ means the party leader/individual requesting the booking and ‘we’ and ‘us’ means Arctic Timetravels DMC. 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 10. 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:
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 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.
4.3 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 Timetravels DMC schedule or of our partner service providers.
4.4 No employee or representative of Arctic Timetravels DMC 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.
4.5 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.
4.6 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.
4.7 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 in the wilderness 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 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.
6.4 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. DEPARTURE TIMES AND PICKUP
8.1. You agree to be present at your chosen pickup place 15 (fifteen) minutes prior to the departure time of the activity mentioned on the booking invoice or at a nearby location at the time indicated on clause. Always check your booking confirmation for correct departure and pick-up time. If there shall be major amendments to your estimated pickup time stated in your booking confirmation, you shall be notified of the change by the sales office within a reasonable time.
Should a delay occur, we will do our best efforts to find a suitable alternative, but will not be held liable for any consequences of the delay. We will not be held liable for any consequences that arise due to missing or incorrect information.
8.2. We offer the a free transportation to activities provided by Arctic Timetravels DMC up to 10km from Saariselkä city center.
We offer the optional service of transportation from your accommodation beyond 10km to Saariselkä at the extra charge of 15 EUR per booking. This extra charge applies to distances more than 10km but less than 20 km from the Saariselkä city center.
Transportation service charges beyond 20km from Saariselkä will be negotiated with sales office separately. Time of pick-up transportation will be agreed and approved by the sales office.
9. 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. Children under 15 (fifteen) and/or under 140 (one hundred and forty) centimetres in height participating in activities must be accompanied by their parents or guardians. Suitability of the activity for children under 15 years or 140cm shall be evaluated by the sales office.
10. SEASONAL TRANSITIONS AND THEIR IMPACT ON SERVICES
10.1 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).
10.2 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).
10.3 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.
10.4 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.
10.5 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.
11. TERMINATION
11.1 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 Timetravels DMC or our partner service providers.
11.2 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.
12. 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 Timetravels DMC 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.
13. 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.
14. 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.
15. 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.
16. RESPONSIBILITIES OF THE CLIENT
16.1. Client is obliged to provide Arctic Timetravels DMC with a valid phone number and a valid email address so we can contact the client regarding important tour information or changes.
16.2 Arctic Timetravels DMC 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 Timetravels DMC tour leader will remove him/her from the tour. Arctic Timetravels DMC is not responsible for any related costs this behaviour might incur. Arctic Timetravels will report all cases like this to local authorities.
17. COMPLAINTS AND MISTAKES
17.1. Mistakes or problems during the tour should be announced to Arctic Timetravels DMC representative, guide or tour conductor who will attempt to solve the problem as soon and effectively as possible.
17.2. If the client does not complain about the problem during or immediately after the tour, he/she loses the right to compensation afterwards.
17.3. Arctic Timetravels DMC processes all filed complaints within 6 weeks after receiving those and hearing all the parties involved.