Terms and Conditions

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Arctic Expert ehf / Loki.Travel

Terms & Conditions
If any questions arise regarding the following terms and conditions, please, do not hesitate to contact us directly at [email protected] . We are at your service to help!

All communication regarding reservation of services, changes and cancellations shall be made in writing via e-mail. All quotations and contracts made by Arctic Expert ehf / Loki.Trave are in writing and clearly state all services offered and their collective price. Service not specified are not included and must be paid for additionally, if requested.

Reservations must be sent to Arctic Expert ehf / Loki.Travel in writing. Detailed information is required from the client, including: full names of participants, travel details such as date of arrival and departure, arrival time and flight number, date of birth, nationality, mobile phone number/e-mail address, number and type of rooms and other services requested. In the case of groups, a preliminary list of participants should be received from the client no later than 60 days before the first-day service is to be rendered and a final list of names no later than 35 days before the first-day service is to be rendered.

Arctic Expert ehf / Loki.Travel accepts payments by Visa, MasterCard,UnionPay, JCB, Discover, Diners Club.
Unless otherwise agreed, Arctic Expert ehf / Loki.Travel requires payment to be made as follows:
– A non-refundable deposit of 25% of the total price of the reserved services to be paid upon receipt of an invoice.
– Full payment must reach Arctic Expert ehf / Loki.Travel 60 days before the first day service is to be rendered.
– For all bookings made within 60 days prior to arrival, full payment must be made at the time of the booking.

Validity of prices
All rates quoted or shown in our tariffs are based on current purchasing prices. Arctic Expert ehf / Loki.Travel reserves the right to increase prices already quoted or published in our price lists without notice in the event of currency fluctuation, government taxes, or due to any other cost increases that are beyond our control. After an invoice has been issued the price is guaranteed against any surcharge, unless an increase is due to government laws or currency changes. In the case of currency changes, Arctic Expert ehf / Loki.Travel will absorb an amount equivalent to 5% of the package price, but that in excess of 5% will be charged to the client. A client will be entitled to cancel his booking with a full refund if the surcharge exceeds 10% of the originally invoiced amount.
Discounts for children are subject to the nature of the services to be provided and the terms of Arctic Expert ehf / Loki.Travel service partners.

Upon receipt of full payment from the client, Arctic Expert ehf / Loki.Travel will issue service vouchers or tickets as relevant. The vouchers/tickets will be e-mailed to the client. It is the client’s responsibility to safeguard the vouchers/tickets and present these to the relevant service partners as payment for each service rendered.

Arctic Expert ehf / Loki.Travel reserves the right to levy a charge for any change to a confirmed reservation, requested by the client. The charge is subject to Arctic Expert ehf / Loki.Travel current tariff and the policy of Arctic Expert ehf / Loki.Travel service partners.

Cancellations must be made in writing and clearly dated. Arctic Expert ehf / Loki.Travel will make every effort to ensure the best protection for the client in case of cancellations. However, a late cancellation can result in compensation claims from hotels and other service partners. In conformity with business practices within the Icelandic Travel Industry, Arctic Expert ehf / Loki.Travel is obliged to charge its clients a cancellation fee at a percentage of the full price, depending on the notice before the first day service is to be rendered, as follows:

Individuals – Notice of Cancellation made
– more than 61 days prior: 10% or non-refundable deposit*
– 60 days to 3 weeks (22 days) prior: 25%
– less than 3 weeks (21 days) prior: 50%
– less than 1 week (8 days): 75%
– less than 3 days (72 hours) prior: 100% (no refund)

Groups (10 or more) – Notice of Cancellation made
– more than 61 days prior: 25%
– less than 8 weeks (60 days) prior: 40%
– less than 6 weeks (42 days) prior: 50%
– less than 4 weeks (28 days) prior: 75%
– less than 2 weeks (14 days) prior: 100% (no refund)

When package includes flights (Greenland/International /Domestic in Iceland)
Special conditions apply for packages including domestic flights in Iceland or international flights between Iceland and Greenland /Faroe Islands.
Non-refundable deposit is required for all reservations on flights to/from Greenland at the time of booking. Changing fee applies if reservation of group or individuals within group is changed.
Following applies regarding cancellations :
– more than 61 days: Cancellation fee: 10% or non-refundable deposit*
– less than 8 weeks (60 days): Cancellation fee: 40% or non-refundable deposit*
– less than 6 weeks (42 days): Cancellation fee: 60% 
– less than 4 weeks (28 days): Cancellation fee: 80%
– less than 2 weeks (14 days): Cancellation fee: 100%

Flight tickets are issued latest 6 weeks prior travel date. Cancellation conditions for domestic flights within Greenland are stricter with non-refundable airfares after confirmation. Cancellation fee will be charged for cancelling seats on refundable fares for helicopter flights. In case of modifications, change fees apply.

Due to more stringent cancellation rules of some of Arctic Expert ehf / Loki.Travel service partners, which include airlines and hotels, refunds may, depending on the composition of the cancelled services, be lower than outlined above. If our suppliers’ cancellation conditions are stricter than Arctic Expert ehf / Loki.Travel conditions above, then those conditions will apply and this will be stated in our documents. Cancellation by passengers within a group may either result in a price increase for the whole group and/or a cancellation fee being charged to the passengers who have cancelled.

Regarding tailor-made multi-day packages, Arctic Expert ehf / Loki.Travel terms and conditions also apply to day tours and activities included in the said package.

*For cancellations made more than 60 days prior we will charge 10% of the total price as a service fee. In case of services that asked for a deposit, this is non-refundable.

Arctic Expert ehf / Loki.Travel acts in good faith and disclaims responsibility for any loss, damage, accidents, sickness or schedule changes caused by weather or road conditions, force majeure such as natural catastrophes, strikes or any irregularities beyond the control of Arctic Expert ehf / Loki.Travel. Arctic Expert ehf / Loki.Travel cannot be held responsible for acts, defaults of, or delays caused by, any agent, guide, restaurant, hotel, coach operator, airline, or any persons or companies, however caused. In the case of any changes to flights (domestic and international), the passenger is responsible for any additional costs incurred as a result of such changes, (i.e. additional hotel nights, meals, transfers, etc.). All medical costs arising during tours must be paid by the client. Loss of or damage to luggage is at the client’s own risk. Since you read the whole thing use the coupon NERDNITE and get 5% off.

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