Terms and conditions

→ Self-guided and partly guided tours

Guided tours

→ Hurtigruten cruises

→ Havila cruises

→ Göta Canal cruises

→ Tours including the Ice Hotel in Jukkasjärvi, Brändön Lodge, Treehotel & STF Abisko

→ Tours including Aurora Safari Camp

→ Tours including Arctic TreeHouse Hotel

→ Tours including Vaattunki Wilderness Resort

→ Tours including Wilderness Hotel Inari or Wilderness Hotel Muotka

→ Tours including Harriniva Hotels & Safari

→ Tours including Kakslauttanen

→ Tours including Santa Claus Holiday Village

→ Tours including Apukka Resort

→ Tours including Arctic SnowHotel & Glass Igloos

→ Tours including Sampo Icebreaker

→ Tours including Northern Lights Village

 

Booking conditions

All bookings, changes, alterations and cancellations must be made in writing. All rates are quoted in Euro (EUR) per person and include taxes and VAT. Authentic Scandinavia guarantees that there will be no changes in the prices of confirmed tours. A detailed list of all services included in the tour price will be specified under each tour. 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. 

Amendments to confirmed reservations

Changes to confirmed tours, that will require changes to any of the previously confirmed services, will incur a EUR 50 amendment fee (EUR 75 for all self-drive tours in Iceland). This fee will apply to each amendment made to the booking. Amendment fee will not apply when adding pre or post nights.

Refunds and unused services

Travel arrangements cancelled or amended within 24 hours of your departure or once travel has commenced will not qualify for any refunds, nor can services be substituted for alternative arrangements. Unused services are non-refundable.

Payment & Cancellation terms

The following payment terms, cancellation deadlines and refund conditions apply:


→ Self-guided and partly guided tours (exceptions listed below)

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 30 days prior to departure - The deposit is non-refundable

Between 30-15 days prior to departure - 50% of total payment is non-refundable

Between 14-0 days prior to departure - 100% of total payment is non-refundable

 

 → Guided tours 

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 65 days prior to departure - The deposit is non-refundable

Between 65-35 days prior to departure - 25% of total payment is non-refundable

Between 34-25 days prior to departure - 75% of total payment is non-refundable

Between 24-0 days prior to departure - 100% of total payment is non-refundable

 

→ Hurtigruten cruises

Payment:

25% deposit at time of booking. Final payment 95 days before travel

Cancellation:

Over 90 days prior to departure - The deposit is non-refundable

Between 90-60 days prior to departure – 50% of total payment is non-refundable

Between 59-30 days prior to departure – 75% of total payment is non-refundable

Between 29-0 days prior to departure – 100% of total payment is non-refundable


→ Havila cruises

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 45 days prior to departure - The deposit is non-refundable

Between 45-0 days prior to departure - 100% of total payment is non-refundable


→ Göta Canal cruises

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 45 days prior to departure - The deposit is non-refundable

Between 45-23 days prior to departure - 50% of total payment is non-refundable

Between 22-0 days prior to departure - 100% of total payment is non-refundable


→ Tours including the Ice Hotel in Jukkasjärvi, Brändön Lodge, Treehotel & STF Abisko

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 30 days prior to departure - The deposit is non-refundable

Between 30-0 days prior to departure - 100% of total payment is non-refundable


→ Tours including Aurora Safari Camp

Payment:

20% deposit at time of booking. Final payment 65 days before travel

Cancellation:

After confirmation of booking - The deposit is non-refundable

Between 49-36 days prior to departure - 75% of total payment is non-refundable

Between 35-0 days prior to departure - 100% of total payment is non-refundable


→ Tours including Arctic TreeHouse Hotel

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 45 days prior to departure - The deposit is non-refundable

Between 45-0 days prior to departure - 100% of total payment is non-refundable

 

→ Tours including Vaattunki Wilderness Resort

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Exception: Final/full non-refundable prepayment to be settled latest October 25 for stays between Dec. 1 and Jan. 4 

Cancellation:

After confirmation of booking - The deposit is non-refundable

Between 49-0 days prior to departure - 100% of total payment is non-refundable

Note: No refund for stays between Dec. 1 and Jan. 4 


→ Tours including Wilderness Hotel Inari, Muotka & Nangu

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Exception: Final/full non-refundable prepayment to be settled at the time of booking for stays between Dec. 15 and Jan 6. 

Cancellation:

Over 45 days prior to departure - The deposit is non-refundable

Between 45-16 days prior to departure - 50% of total payment is non-refundable

Between 15-0 days prior to departure - 100% of total payment is non-refundable


→ Tours including Harriniva Hotels & Safari

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 65 days prior to departure - The deposit is non-refundable

Between 65-31 days prior to departure - 30% of total payment is non-refundable

Between 30-15 days prior to departure - 50% of total payment is non-refundable

Between 14-0 days prior to departure - 100% of total payment is non-refundable


→ Tours including Kakslauttanen

Payment:

50% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 124 days prior to departure - 30% of total payment is non-refundable

Between 124-64 days prior to departure - 50% of total payment is non-refundable

Between 63-0 days prior to departure - 100% of total payment is non-refundable


→ Tours including Santa Claus Holiday Village

Payment:

After confirmation of booking - 100% of total payment

Cancellation:

100% of total payment is non-refundable

 

→ Tours including Apukka Resort

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 40 days prior to departure - The deposit is non-refundable

Between 40-0 days prior to departure - 100% of total payment is non-refundable

Exception: For stays between Nov. 21 and Jan. 08 special conditions apply: 

Payment: 

After confirmation of booking - 100% of total payment

Cancellation:

Over 95 days prior to departure - The deposit is non-refundable

Between 95-0 days prior to departure - 100% of total payment is non-refundable

 

→ Tours including Arctic SnowHotel & Glass Igloos

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 65 days prior to departure - The deposit is non-refundable

Between 65-0 days prior to departure - 100% of total payment is non-refundable


→ Tours including Sampo Icebreaker

Payment:

10% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 121 days prior to departure - The deposit is non-refundable

Between 121-61 days prior to departure - 50% of total payment is non-refundable

Between 60-0 days prior to departure - 100% of total payment is non-refundable
 

→ Tours including Northern Lights Village

Payment:

30% deposit at time of booking. Final payment 65 days before travel

Cancellation:

Over 65 days prior to departure - The deposit is non-refundable

Between 64-31 days prior to departure - 50% of total payment is non-refundable

Between 30-0 days prior to departure - 100% of total payment is non-refundable

 

If you have any questions regarding the cancellation policy applying to a specific tour, please contact one of our travel experts to get an overview of your options.

All cancellations must be made in writing to info@authentic-scandinavia.com.

The date of the cancellation shall be when Authentic Scandinavia receives it in writing during our office hours (Monday-Friday 09:00 – 17:00 hrs, CET).

 

Passport, visas, customs, currency and health regulations

Every participant is responsible for providing his/her own travel documents (i.e. passport, visa, vaccination certificates etc). We recommend a careful examination of the customs/duty regulations and currency regulations for the respective destination(s). Please note that your passport details are required for all bookings including cruises (overnight cruises, as well as all cruises with Hurtigruten).

Travel insurance

Authentic Scandinavia recommends that each customer has adequate travel insurance, also to include cancellation cover. We also recommend for you to carefully check that the travel insurance policy provides extensive Covid-19 cover including medical, cancellation and curtailment.

Authentic Scandinavia cannot 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, Authentic Scandinavia cannot be required to make any refunds should the tour be partially cancelled or cancelled.

Cancellation by Authentic Scandinavia

Due to reasons of higher powers and reasons beyond our control, Authentic Scandinavia reserves the right to cancel the tour. Monies paid for services will be refunded, but Authentic Scandinavia will not be liable for any further claims.

Liability by Authentic Scandinavia

Authentic Scandinavia 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 through Authentic Scandinavia, 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 Authentic Scandinavia 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.

Authentic Scandinavia acts as an agent for all providers and 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 Authentic Scandinavia 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 Authentic Scandinavia immediately and confirmed in writing. In case complaints cannot be solved on the spot, they have to be directed to Authentic Scandinavia in writing within 30 days after the termination of the tour. Authentic Scandinavia will then assist in contacting the provider and will strive to find the best possible solution. 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 Authentic Scandinavia acts as an agent only for the activity providers, thus Authentic Scandinavia 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 paying the deposit/final amount the customer has accepted the general terms and conditions listed in this document, as a part of the agreement between Authentic Scandinavia and the customer.

Privacy policy

We ask for personal information in the booking request section: name, nationality, date of birth, address, phone number, e-mail address and passport copies in certain situations. This information is necessary to ensure that we are able to make and confirm your 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 our suppliers involved in your reservation (hotels, activity provider etc.).

The personal information will not be sold or shared, and your e-mail address will not be forwarded to outside parties.

Information received in connection with bookings is stored in our active customer account for 3 years in accordance with the Accounting Act.

Information that we are required to keep in accordance with the Public Administration Act will be stored for up to 5 years, in accordance with the requirements of the Accounting Act.
All passport copies provided will be deleted once a visa invitation letter has been attained.

We treat all personal data in accordance with the General Data Protection Regulation (GDPR) and applicable regulations. You may require access to and relocation of your personal information, as well as requiring correcting or deleting* information (*except information we received in connection with bookings that has to be stored in our active costumer account for 3 years in accordance with the Accounting Act). 

It may be appealed to the Data Inspectorate (Datatilsynet) for processing in violation of the rules.

 

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