Terms and Conditions

Arctic Inbound AB (“Arctic Inbound”) Terms and Conditions 2018

Definitions

Arctic Inbound AB (“Arctic Inbound”) accepts bookings subject to the conditions below. These conditions apply only to tour arrangements booked by the agent (“Agent”) with Arctic Inbound and which Arctic Inbound agrees to make or provide as part of their contract with the Agent. All references to “tour”, “booking”, “contract” or “arrangements” in these booking conditions mean such tour arrangements unless clearly stated otherwise.

Booking conditions

All bookings, changes, alterations and cancellations must be made in writing and are subject to availability. All rates are to be paid by the Agent in the currency that Arctic Inbound quotes the arrangements in, which is either Swedish Kroner (SEK) Euro (EUR) or US Dollars (USD) per person or per group and includes taxes and VAT. Arctic Inbound guarantees no changes in the prices of confirmed tours. A detailed list of all services included in the tour will be specified under each quotation provided by Arctic Inbound. Any extra expenses incurred by the client during the tour, for example use of telephone, hotel mini-bars, etc. must be paid directly by the client to the hotel or other provider of such services, prior to departure. Bookings are not confirmed until confirmation has been sent to the Agent and the applicable deposit has been received by Arctic Inbound.

Payment Conditions

For new Agents and bookers a 10% deposit will be invoiced upon booking and the remainder will be invoiced on return of the client. For Agents with a long standing relationship and a signed agreement with Arctic Inbound 100% of payment will be
invoiced after the return of the client provided that the booking is for under 14 people. For all group bookings of 14 and over a 10% deposit is required and the remainder will be invoiced on return of the client. Agents will have 21 days from the day of invoice to make payment. Arctic Inbound reserves the right to amend these payment conditions at any time.

Amendments to confirmed reservations

Changes to confirmed tours will incur an amendment fee. This fee will apply to each time an amendment is made to the tour. The amendment fee will be 0.5% of the total cost of the booking and will be added to the final invoice that will be sent to the Agent upon return of the client.

Refunds and unused services

Travel arrangements cancelled or amended by the Agent or client within 24 hours of departure or once travel has commenced will not qualify for any refunds, nor can services be substituted for alternative arrangements. Unused services are on-refundable unless the supplier cancels and agrees to a refund.

Cancellation

All cancellations must be made in writing to [email protected]

The date of the cancellation shall be when Arctic Inbound receives it in writing.

The following cancellation fees apply on Group Tours, FIT Tours of 14 pax or more and FIT Tours of 13 pax and under if Agent booking is made outside a contract with Arctic Inbound:

  • Over 45 days prior to departure – Deposit will be retained
  • Between 45 – 0 days prior to departure – 100% of the total cost will be invoiced and payable.

The following cancellation fees apply on FIT Tours of 13 pax and under with Agents who have a contract in place with Arctic Inbound:

  • Over 45 days prior to departure – no charge
  • Between 45 – 0 days prior to departure – 100% of total cost will be invoiced and payable.

Travel insurance

Arctic Inbound recommends that the Agent recommend their clients obtain adequate travel insurance, also to include cancellation cover.

Arctic Inbound can not be held responsible for loss of luggage, or other personal possessions, for personal injury, accident or illness. In the event of personal injury, accident or illness, Arctic Inbound cannot be required to make any refunds should the tour be partially or fully cancelled.

Cancellation by Arctic Inbound

Due to reasons of higher power and reasons beyond our control, Arctic Inbound reserves the right to partially or fully cancel the tour. Monies paid for cancelled services will be refunded, but Arctic Inbound will not be liable for any further claims.

Liability by Arctic Inbound

Arctic Inbound has the obligation to choose all services carefully, and to prepare the tour in the best way possible. In the unlikely event that services are not fully carried out due to an error made by Arctic Inbound, we reserve the right to provide equivalent services in compensation. In this case, further damage claims will not be accepted. Subject to this settlement, in case a breach of contract is committed the direct liability of Arctic Inbound for immediate loss or injury to the client subsists, provided that the breach was not caused by Force Majeure or the behavior of the client or a tour participant, and that it is a question of the non-performance of a promised service or an alteration of services which has less value than the service agreed upon in the original agreement. The amount of this liability is restricted by the sum of the agreed cost of the tour.

Furthermore the providers of the various services are basically personally liable to the client, in case the services are not being carried out in a satisfying way or to their full extent, contrary to the expectations.

The liability of the individual coach, taxi, shipping and other transport companies contracted by Arctic Inbound for the purpose of organizing a tour, depends on the appropriate laws of the general conditions of business, on the contracts obligations and on common usage.

Any arising complaints must be directed to Arctic Inbound immediately and confirmed in writing. In case complaints cannot be solved on the spot, they have to be directed to Arctic Inbound in writing within 30 days after the termination of the tour. Later claims cannot be taken into consideration.

Activities

Some of our tour packages include activities such as dog sledding, and optional activities such as glacier walks, snowmobile safaris, ice fishing and similar. In this relation Arctic Inbound acts as an agent only for the activity providers, thus Arctic Inbound shall not under any circumstances be held liable for injury, damage, loss or accident caused by participation in or in connection with such activities.

Acceptance

By requesting that Arctic Inbound make bookings for a client, the Agent and therefore the client has accepted the general terms and conditions listed in this document, as part of the agreement between Arctic Inbound and the agent.

Privacy policy

Arctic Inbound ask for personal information in the booking process. This information is necessary to ensure that Arctic Inbound are able to make and confirm the booking. This information will not be used for any other purpose, and will not be shared with any other outside parties except for necessary information given to Arctic Inbound’s suppliers involved in the booking.

The personal information will not be sold or shared. Please see our privacy policy for more details.

The Agent’s obligations:

The Agent will accurately inform Arctic Inbound with client details as required in the booking process.

The Agent will accurately inform the client of the details of the arrangements including but not limited to: activities, meeting times and locations, appropriate clothing and any special requirements for their tour.

Dispute:

Swedish law will be applicable with respect to conflicts that may arise as a result of this agreement.

Amendments to terms and conditions

Arctic Inbound reserves the right to make amendments to these terms and conditions from time to time. Please see the Arctic Inbound website www.arcticinbound.com for the current version.