TERMS AND CONDITIONS
The purchase of any travel services offered by ISHAV ARCTICO, Inc (IA) represents your acceptance of IA’s terms and conditions. Please read this document carefully before booking your trip to ensure you are comfortable with our terms and conditions.
No modifications to the terms and conditions or forms will be accepted.
1. THE AGREEMENT (VALIDITY)
Unless a separate agreement is made, this is a binding agreement between Ishav Arctico (hereafter referred to as the organizer or IA) and customer, (as the booker). Otherwise the regulations laid down in the Act on Package Holidays apply to those trips covered by the act, or the bye-law on tourism and other travel activities on Svalbard applies.
When IA sends confirmation of the booking to the booker, the booking is considered to have been accepted unless the booker gives notice in writing immediately of deficiencies or errors in the booking. The event is definitely confirmed by the organizer on payment of a deposit of 30% of total price.
3. PAYMENT TERMS
On booking, 30% of total invoice price is invoiced to the booker. The remaining balance is invoiced at least 10 weeks before the start of the event and must be paid 60 days before the trip. If payments are not received by the dates specified in the Reservation forms, IA reserves the right to cancel your booking and withhold return of all payments received, unless IA has agreed to a change in your payment schedule in writing. IA makes a best effort to accurately price trips a year in advance, however due to the complexities of operating trips in the Arctic (including but not limited to political changes, wilderness, weather and logistical issues) trip prices are subject to change at any time. IA guarantees that your trip price will not change once we have received final payment, 60 days prior to departure. PAYMENT OF THE DEPOSIT MAY BE MADE BY CREDIT CARD, MONEY ORDER, OR WIRE TRANSFER. FOR FURTHER AND FINAL PAYMENTS, ONLY WIRE TRANSFERS ARE ACCEPTED.
All requests for cancellations must be received in writing. Cancellations received up to 180 days prior to departure are refunded less an administrative fee of 500 € per person. If cancellation is received between 179 and 120 days prior to departure, the deposit is forfeited. For cancellations received between 119 days and the departure date, all deposits and payments are forfeited.
Cancel 180 days or before Deposit refunded less 500 € administrative fee.
Cancel 179 to 120 days Deposit forfeited.
Cancel 119 days to departure date Deposit and all payment forfeited.
FOR THESE REASONS AND OTHER REASONS MENTIONED BELOW WE STRONGLY ENCOURAGE PARTICIPANTS TO OBTAIN TRIP CANCELLATION (BEFORE YOU LEAVE ON THE TRIP) AND INTERRUPTION (AFTER YOUR TRIP HAS ALREADY STARTED) INSURANCE.
IA will not be held responsible for costs related to catch-up or delays due to force majeure. It is understood that refunds cannot be made to passengers who do not complete the trip for any reason whatsoever.
4. CANCELLATION BY ISHAV ARCTICO BEFORE THE TRIP HAS STARTED
IA reserves the right to cancel any trip prior to the scheduled departure due to insufficient registration. In the event of cancellation by IA before departure, participants may transfer to another trip or request a refund of all payments in full. In no event shall our liability exceed the obligation to refund the amount paid to IA.
IA is not responsible for expenses incurred by trip participants in preparation for the trip (e.g. non-refundable air tickets, visa fees, equipment etc.)
Refunds will not be given for unused hotel rooms, meals, and unused rental equipment, missed days due to late arrival or any other modified trip arrangements for any reason whatsoever. Trip costs are quoted as a package and credits are not given for services not used.
5. AMENDMENTS MADE BY ISHAV ARCTICO - LIMITATIONS ON THE ORGANIZER’S RESPONSIBILITY - FORCE MAJEURE
If the weather or ice conditions, third parties or other circumstances cause delays or make it impossible to carry out the event as agreed, IA cannot be made liable for compensation. The decision whether it is possible to carry out the program is made by IA.
IA cannot be made financially responsible for flight delays, flight cancellations, airline strikes, weather and road conditions, fire or other circumstances beyond the IA’s control. The event is considered to be delivered to the booker as agreed even when the booker does not turn up at the agreed time for reasons caused by a third party. IA will always strive to find alternative solutions within the financial framework, and available accommodation and activity resources available to IA at any given time.
6. TRAVEL INSURANCE
IA does not carry health, life, property or injury insurance for our participants. It is your responsibility to ensure your medical insurance covers you for life and health care risks while on our trips, and in addition should provide for transport to your home country or province.
IA has provided a guarantee to the Governor of Svalbard for costs associated with rescue operations. The customer is responsible for taking out travel insurance before participating in the journey.
IA will not be held responsible for trip delays, cancellations or interruptions due to force majeure. Any additional costs accrued will be the responsibility of the participant.
7. MEDICAL COVERAGE
All participants will be required to provide proof of medical insurance. Each participant is responsible for any medical expenses and must be covered by their own sickness, accident and evacuation insurance. IA will not pay for any expenses incurred for medical reasons.
The trip leader has the right to remove any participant from the group at any time if considered medically necessary; no refunds will be made under such circumstances.
IA and its affiliates take no responsibility for special arrangements required by passengers physically unable to complete a trip and assume no liability regarding provision of medical care.
8. TRAVEL DOCUMENTS
Participants must have a valid passport for international travel. Participants are responsible for arranging visas or travel permits, if applicable.
9. PARTICIPANT INFORMATION
Trip participants are responsible for providing correct information regarding personal details. IA will not be responsible for costs incurred due to incorrect, incomplete or inaccurate information.
10. PARTICIPANT'S LIABILITIES FOR DAMAGES AND SETTLEMENT
Booker will be liable for damages to buildings and fixed installations, contents, fixtures and fittings and effects, equipment and other gear. The booker will be liable for unpaid invoices to participants in connection with the event. The booker and the participants are responsible for assessing whether they are physically and mentally fit to participate in the booked activities. The participants are obliged to follow instructions given by the tour guides. IA is not responsible for injuries and accidents caused by circumstances beyond the organizer’s control.
11. ASSUMPTION OF RISK
You are aware that adventure travel such as that which you are undertaking involves hazardous activities in remote areas of the world with a risk of illness, injury, permanent disability, and death. You are also aware that medical services or facilities may not be readily available or accessible during some or all of the time during which you are participating on the trip. In order to partake of the enjoyment and excitement of this adventure travel trip, you are willing to accept the risks and uncertainty involved as being an integral part of the adventure. You hereby accept and assume full responsibility for any and all risks, known or unknown, including but not limited to illness, injury, permanent disability, death, including risks caused by the negligence of IA, its affiliates, owners, directors, agents, officers, employees, contractors, subcontractors, or any associate organization and the actions of other trip participants.
You certify that you do not have any mental, physical or other condition or disability that would create a hazard for yourself or other travelers and you confirm that you are physically and mentally capable of participating in the activity and willingly and knowingly elect to participate in your travel package.
IA reserves the right to require any participant to withdraw from a trip at any time if the trip leader deems his or her acts or conduct to be detrimental to or incompatible with the interest, harmony, comfort or welfare of the trip. Any expenses incurred from removal from a tour will be the responsibility of the participant. In such cases, no refund or credit will be payable or due to the participant. In the event a participant decides that he/she would like to leave the trip early, a fee will be assessed for the staff and transportation costs required for a premature private return. The participant would also be responsible for additional lodging, meals, airport transfers and air ticket change fees. Such costs must be paid prior to departure.
13. GROUP SIZE (When the trip is not in private)
The maximum number of participants per group does not include the trip leaders, guides or other staff. Should only one space remain on a trip, it is our policy to accept two persons travelling together, even if it exceeds the stated trip maximum.
Our itineraries in the high Arctic are intended as an example only. Participants should allow for flexibility due to changes in weather, natural history, cultural events or other logistical arrangements deemed necessary by IA. While every effort will be made to adhere to the planned itinerary, it must be realized that with this type of adventurous travel, remote regions are impacted by severe and unpredictable weather and ice conditions.
15. IMAGES AND WILDLIFE
Marketing materials contain photographs that depict typical locations, scenes and wildlife that may be viewed on an IA trip. Imagery may not be a specific representation of the equipment we may use, wildlife we may see or weather conditions we may experience. The sightings of wildlife on the trip can vary and are not guaranteed.
16. ACTS OF GOD AND TERRORISM
In the event of catastrophic events that may preclude International air travel, it may be impossible for a trip participant to arrive as scheduled. Depending upon the severity and location of the event, it may or may not affect other trip participants arriving or the Flights booked by IA. We will make every effort to accommodate trip participants arriving late, however, due to the complex nature of our trips, we make no guarantees that the trip would be held, delayed or extended. No refunds or credit will be provided.
We highly recommend trip cancellation insurance to cover such an unforeseen scenario.
If the booker makes claims regarding defective performance of the product, these must be discussed with the organizer or their representatives at the first available opportunity. If the deficiency cannot be rectified and the booker wants to make a claim.
ISHAV ARCTICO C/ JOSE ORTEGA Y GASSET nº 92 28006‐MADRID (SPAIN) +34
91 002 9040