Terms of sale
Booking & payment
Booking can take place on the Operator’s website or by writing directly to the Operator, per letter or e-mail. Bookings are confirmed when the trip has been paid (see payment) and when you have received written confirmation. From this moment on, a travel agreement exists between the parties. All trips are paid in full upon booking via the Operator’s website. Any bank fees and charges will be paid by the Customer.
Cancellation by the Operator
The Operator reserves the right to cancel any departure due to insufficient bookings up to 4 weeks before the departure date. The Operator also reserves the right to cancel any departure up until the date of that departure due to force majeure or other circumstances beyond the control of the Operator, which prevent the customer from taking the tour. Should this be the case, the amount of compensation payable by the Operator is limited to the amount the customer has paid the Operator.
Cancellation by the Customer
Cancellation by the customer must be made in writing (by email). Single day treks are non-refundable, while multi day treks are refunded, if we receive the cancellation at least 14 days prior to the beginning of the trek. Any payments already made to subcontractors at the time of the cancellation (e.g. boat transport, equipment rental, etc.) are not refunded. The Operator is obligated to document these expenses upon the request of the Customer. In case of cancellations received with shorter notice than 14 days, we offer no refunds. If your booking is more than 3 months prior to cancellation, the Operator will deduct an additional 10 pct. of the total amount paid by the customer from the refund. This is due to added transfer fees on PayPal.
The Operator is not liable or for delays or losses, damage or costs incurred by circumstances beyond our control. This includes other business, which the Customer may have contracted with such as airline companies, travel agencies, accommodation, etc. (see also Treks Operated by Collaborators below). We also reserve the right to make changes to the itinerary (both before and after booking has been confirmed) with the customer's safety and comfort in mind. Changes may also be made in order to provide assistance to other persons or groups out in the field. The Operator reserves the right to use ships, transports and hotel other than those stated in the program.
By booking, the customer consents to all regulations concerning conduct and guidelines given by the operator. Svalbard Trekking reserves the right to refuse admittance to a trip if the customer is considered a safety liability, or if the customer behaves in such a way that he/she is of nuisance to the other participants on the trip.
The Operator has lodged a bond with the District Governor of Svalbard for any costs associated with rescue operations. By booking, the Customer confirms that he/she has obtained a personal travel insurance policy before taking part in the trip. This may be purchased from travel agents or from insurance companies or be part of an annual travel insurance policy, which is either separate or forms part of broader insurance arrangements.
Treks operated by collaborators
Winter treks (February-June) booked through www.svalbardtrekking.com are operated by Poli Arctici, and are subject to the terms of sale of that company (http://www.poliarctici.com/english/salgsbetingelser.htm). Svalbard Trekking is as an intermediary only, not as an Operator, and thus accepts no responsibility for the operation of these treks.
Joining trips operated by others
If Svalbard Trekking employees join trips organised by other private or commercial operators, e.g. as paid members of staff or in advisory roles, Svalbard Trekking accepts no responsibility or liability for these trips.