Arctic Inbound AB (“Arctic Inbound”) Terms and Conditions 2020

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

A deposit invoice of 25% of the total cost of the arrangements will be sent to the Agent upon booking. The remainder will be due 46 days before travel. Deposit invoices are due on receipt. Remainder balance invoices are due within 21 days.

(A major exception to this rule is if the booking includes certain suppliers. In this case Arctic Inbound has the right to alter the payment terms accordingly)

Supplier reserves the right to amend these payment terms if necessary, Agent will be notified by email upon booking if these payment terms are amended.

For pre-booked group tour spaces a non-refundable deposit is made to hold the rooms.

Amendments to confirmed reservations

Arctic Inbound reserves the right to charge an amendment fee if a confirmed tour is changed. This fee may apply to each time an amendment is made to the tour. The amendment fee can be up to 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 FIT Tours and Group Tours

Over 45 days prior to departure – the non refundable deposit payment will be retained (unless a larger non refundable deposit was charged, in this case the full deposit amount will be retained).

Between 45 – 0 days prior to departure – 100% of total payment will be invoiced and payable.

Day 1 is the day prior to the commencement of the arrangements.

In the event that a customer cancels part of their booking while travelling either with the agent or with the provider of the cancelled item, including but not limited to an activity, arranged transfer, or accommodation, no refund will be due to the Agent.

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.

Liability and Risk Liability and Risk
It is incumbent on all clients to be aware that the northern area of Scandinavia is a wilderness area and that there exists risks and hazards by the very nature of its environment and the activities that may be undertaken by clients.  Clients should take note of their own limitations and physical fitness before booking or undertaking any activities offered in our tours or packages and if necessary seek their own independent medical advice.  Arctic Inbound and the companies supplying the products in its packages disclaim responsibility for any loss, damage, accident, injury, sickness or any other event beyond our control.

As an incoming destinations management company Arctic Inbound acts in good faith, and cannot be held responsible for any other agent, accommodation house, bus operator, airline, guide, restaurant or any other person’s or companies’ acts, defaults or delays.  Arctic Inbound also disclaims responsibility for any schedule change due to weather, strike or any other cause beyond Arctic Inbound’s control. Arctic Inbound reserves the right to alter routes, itineraries or departure times, without prior notice, should the necessity arise.  We recommend all clients to have comprehensive travel insurance to meet all contingencies.

Force Majeure
Force Majeure means unusual, unforeseeable and unavoidable events beyond Arctic Inbound’s control, which is an obstacle to the trip which cannot be completed. Events that organisers could not reasonably have foreseen when the contract was concluded and whose consequences he could not reasonably could have avoided or overcome. Including but not limited to war, threat of war, riots, civil disobedience or strike, governmental action, terrorism, natural or industrial disaster, fire, severe or unexpected weather conditions, water levels in rivers or floods, closure of airports and can also include industrial dispute involving third parties, technical problems or maintenance problems or unforeseen operational decisions by airlines such as changes in schedules or interruption of the IT infrastructure (including but not limited to our website). Under these conditions, Arctic Inbound is free of liability for damages or other penalties.  We recommend all clients to have comprehensive travel insurance to meet all contingencies. It is the clients responsibility to ensure that any insurance cover you have, provides adequate cover for your needs and for the duration of your stay. In all travel packages and activities that we offer, you participate at your own risk. Notwithstanding that all companies we cooperate with have risk and consequence management plans and their own protection and indemnity insurances. Read your own insurance policy carefully before travelling and ensure it is adequate for the region and activities you will be undertaking.

Snowmobiling The snowmobiles in our packages are insured, but if a snowmobile you are driving is damaged there is a self-risk/excess fee of up to 10 000 SEK including VAT which will be required to be paid on site. To drive a snowmobile, you must be 16 years of age and have a valid driver’s licence (A class Car driving license required, alternatively an ”EU-card”) and be alcohol free at the time of the activity. Remember that the alcohol limit when driving in Sweden is .02 and at many activity providers it is 0. Children need to be at least 10 to sit on the snowmobile as a passenger. Under 10 years old they will sit in a sled behind the snowmobile.

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.

 

ADDITIONAL INFORMATION Personal insurance: We strongly advise that agents recommend that their clients obtain suitable travel insurance to cover them for the destination they are visiting and activities they are partaking in.
Activity providers: Please make sure your client is aware that not all activities and transfers are booked through the accommodation provider and so sometimes accommodation staff may have no knowledge of the booking. Please provide your client with all relevant details regarding pick up times and contact details provided to you on this schedule. Failure to provide the correct information to the client may lead to missed activities.
Pick ups: Please make sure your clients are told to meet their activity providers in the reception area of the hotels. They should be waiting at least 10 minutes before the stated time of departure. The provider will either arrive with a sign with the client name OR the name of the provider i.e. Visit Abisko so please make sure the client is aware to look for this. Please make sure the client is told to bring appropriate clothing and footwear for their activities. Late Pick ups: *On rare occasions providers may run a little late for pick ups. Please advise the clients to talk to the reception of their hotel if they are unsure.

Tailor-made tours and packages for your clients.
Arctic Inbound, the specialist DMC for the Arctic.

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