Lapland Private Terms and Conditions
Any booking made or order placed by a customer, whether through the company's website or otherwise, shall be deemed an offer by the customer to purchase the relevant package or travel arrangement subject to these booking conditions. By submitting a booking, you warrant and confirm to us that you comply with these arrangements. No contract between the customer and Lapland Private shall come into existence until Lapland Private receives the required deposit payment for the confirmation invoice. The customer making the booking accepts these conditions on behalf of all members of their travel party and is responsible for payment due from the party in entirety.
1. Services and Prices:
1.1 The prices and the services offered and to be delivered by Lapland Private under these Terms & Conditions are provided upon a successful service inquiry through the company's website or otherwise.
1.2 The given prices include VAT according to the Taxation Laws and Regulations of Finland.
1.3 Lapland Private reserves the right to change the prices in case of any unforeseen increases in costs relevant to your booking (including but not limited to taxes, fuel prices, sub-contractor costs etc.) beyond the control of Lapland Private.
1.4 Lapland Private provides a preferential rate on the holiday travel packages offered on its own website www.laplandprivate.com and cannot be held responsible for any price difference existing on partners’ reselling platforms.
Price errors policy: We endeavour to ensure that all the information and prices presented by Lapland Private are accurate. However, occasionally, changes and errors occur. When such errors occur, we will do our utmost to notify you at the time of booking, or as soon as possible upon us becoming aware of the mistake. We reserve the right to cancel, amend or limit the order placed at the incorrect price. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed.
1.5 You must be at least 18 years old to make a booking.
2. Payment Terms
2.1 Lapland Private requires a deposit payment or the full amount at the time of booking, depending on when the booking is made.
2.2 Accepted payment methods: Credit Card and Bank Transfer
2.3 Delayed payments: Lapland Private reserves the right to treat cases of delayed payment as a cancellation of the booking, and the company can withdraw its confirmation of services. If any payment is not received by the due date, a late fee of 7% of the outstanding balance will be charged
2.4 For bookings made more than 60 days before arrival Lapland Private requires a 10% reservation fee of the total booking price. Reservations for Lapland Private services are considered as confirmed upon receipt of the reservation fee according to invoice provided by Lapland Private.
2.5 Payment for accommodation will be made in advance and according to the hotel’s payment terms and conditions. Payment terms will be presented to the customer upon reservation.
2.6 Full payment of the booking is due 60 days before arrival.
2.7 Bookings made less than 60 days before arrival require a full payment.
2.8 All invoices are sent to customers electronically as PDF documents attached to an email.
2.9 All bookings are confirmed with an email notification to the customer upon payment receipt.
2.10 By making the booking and proceeding with the payment you are agreeing to accept these Terms and Conditions. The person making the booking does so on behalf of all the other individuals included on it, so that all are bound by the booking conditions.
Bookings made more than 60 days before arrival:
A 10% deposit is required at the time of booking
Full amount is due 60 days before arrival
Made less than 60 days before arrival:
Full amount is due at the time of booking
*Please note: For bookings made less than 45 days before the start of travel, the availability of all services will need to be confirmed by Lapland Private before the booking can be confirmed. In the rare event that a specific excursion or service is unavailable, we will either offer an alternative or issue you with a full refund. You will be notified of any necessary changes to the itinerary before we issue your confirmation invoice.
3. Cancellation Policy:
3.1 Cancellations are accepted in writing, through the company's website or email.
3.2 Requested cancellations are subject to the approval of Lapland Private.
3.3 Cancellations fees are calculated according to the date of receipt of the request by Lapland Private.
3.4 Cancellation fees apply as follows:
Charges vary depending on the amount of notice provided before the scheduled tour arrival date. See table for details.
Nonrefundable reservation fee: 100€ per person
Less than 90 days but more than 60 days before arrival: Lapland Private can hold up to 10% of the total cost of the booking.
Less than 60 days but more than 30 days before arrival: Lapland Private can hold up to 50% of the total cost of the booking.
Less than 30 days before arrival: Lapland Private can hold up to 100% of the total cost of the booking.
*The cancellation charge is a percentage of the total booking price
3.5 In case that subcontractor’s, third-party supplier’s, hotel or resort cancellation terms are stricter, their cancellation terms will be followed.
3.6 Lapland Private reserves the right to change the tour itinerary due to altered circumstances and conditions and will make alternative arrangements as required, but no refunds will be given for services that are not utilized as a result.
4. Child Policy:
4.1 Child rate on activities applies to children between the ages of 4 – 14 years old, unless otherwise mentioned by third-party supplier terms.
4.2 Child rate on accommodation applies to children between the ages of 4-12 years old, unless otherwise mentioned by third-party supplier terms.
4.3 Young infants (under 4 years old) participating in the tour must be declared at the moment of booking and may be subject to a participation fee.
4.4 Young infants are not recommended on any tour offered by Lapland Private.
4.5 Lapland Private reserves the right to refuse, even at the last moment, the participation of any infant for safety reasons or for the comfort of the rest of the group. In this case, Lapland Private will issue a full refund of the infant fee and of the adult participant for the specific tour missed.
4.6 An adult passenger who accompanies a child who is not his own child, and even if there is a family affiliation, the adult will be required to present a notarized document confirming that the child's parents know and confirm the child's escort with the passenger,and sign a GUARDIAN RARYTEMPO temporary custody form. Without this notarized certificate the passenger and child will not be accepted for the trip. For this purpose, an adult is a passenger over the age of 18. Minor passengers will not be accepted without an adult escort.
5. Changes in Booking
5.1 Any request to change a booking must be made via email by the person who submitted the original booking request at least 14 days prior to the start of the service. Lapland Private reserves the right to accept, or decline, any request to amend the booking as all changes are subject to availability.
5.2 Please note that certain services may not be changed or transferred after they have been confirmed, and any alteration may incur a cancellation charge of up to 100% of that part of the services.
5.3 Occasionally, Lapland Private may have to make changes to your booking, and we reserve the right to do so at any time. In this unlikely event, you will be notified of the proposed changes without delay. If the changes are significant, such as alterations to a large part of the package, or price increases exceeding 8% of the total cost, you will have the option to:
a) accept the changes.
b) get a refund.
You will have a period of 14 days to accept or reject the changes. Please read any notification of changes carefully. If you don't respond within the time frame given, a part of your booking may be cancelled.
Should you accept the changes (option a, above) and the new total amount of the package is of a lower value, we will refund you the price difference.
Should you reject the changes, you may cancel your tour, and you will be entitled to a full refund (option b, above). If these changes were made because of unavoidable or extraordinary circumstances, you will not be entitled to other compensation.
6.Travel Insurances and liability:
6.1 All customers must be fully insured for the duration of the tour.
6.2 Customers are responsible for arranging their own insurance, which must cover at least medical expenses, injury, death, and repatriation. It is advisable that you also have cancellation and curtailment as part of your insurance policy.
6.3 Customers must provide Lapland Private with evidence of their insurance.
6.4 In addition, you should be insured against loss of or damage to baggage and personal possessions including all your camera equipment.
6.5 Personal items and baggage remain at all times the responsibility of the customer.
6.6 In addition, responsibility must be accepted for any equipment loaned to you, and you must agree to pay for any loss or damage caused to this equipment while in your care.
6.7 Lapland Private does not accept liability for death, bodily injury or illness unless this arises from the negligent act and/or omission of Lapland Private employees whilst acting in the course of their employment.
6.8 Lapland Private cannot be held responsible for; the consequences of any delays, expenses incurred, or alterations caused by illness, weather, war, terrorism, political events, civil strife, natural disaster, technical difficulties or any event beyond our control.
6.9 Lapland Private does not accept responsibility for any loss of valuables, including electronic devices and camera equipment, during a tour.
6.10 It is the customers own responsibility to make international and internal travel arrangements. Lapland Private cannot take responsibility for changes or alterations to any flights, scheduled travel by cruise, ferry, bus, or train. The passenger is responsible for additional costs incurred due to such changes (e.g., extra nights at a hotel, meals, transfers, and so forth).
6.11 Every effort is made to ensure your safety and well-being, but bookings are accepted on the understanding that you appreciate the risks and hazards associated with this sort of travel.
6.12 Lapland Private will not accept responsibility for accidents, injury, lack of fitness, carelessness, illness, negligence or lack of punctuality attributable to the customer. If you have any disability or illness, please inform us at the time of booking the tour so advice can be given on the suitability of the trip.
6.13 Your visa and health requirements and other immigration requirements are your responsibility, and you should confirm these requirements with the relevant embassies and/or consulates. Visa requirements do change, and you must check the latest information in good time before departure. We are not responsible if you are refused entry to a country because you lack the correct passport, visa, or other travel documentation.
7.1 All participants must follow the briefings carefully on all tours and obey all safety instructions given by the present guide.
7.2 Due to the adventurous nature of the tours, all customers must at all times agree to comply with the decisions taken by the leader of the tour.
7.3 Anyone taking part in the tour is required to dress appropriately according to the weather and actual conditions of the tour.
7.4 Participation in all safaris/tours is at one’s own risk.
8. Third-party suppliers:
8.1 Lapland Private includes tours and services delivered by third-party suppliers within the offered packages.
8.2 In addition to the present terms and conditions, the terms and conditions of the third-party will apply.
8.3 Lapland Private cannot be held responsible for defects in the service delivery by a third-party supplier.
9. Force Majeure
9.1 Lapland Private will not be responsible in cases of force majeure and unusual natural phenomena (floods, earthquakes, snow, fog, etc.) and / or other circumstances (local demonstrations and riots, power outages, etc.), which may cause any change and / or cancellation. In cases where the organizers actually receive a monetary credit from the local suppliers for such an event, this credit will be transferred to the customer. The customer will not have any claim in connection with the above, and / or the right to any refund beyond the transfer of credit as stated above. The above applies in the above cases and supersedes any other provision in matters of changes and cancellations.
10. Use of image and digital content:
10.1 All participants accept that photographs, videos and digital contents produced during the tour by the staff members of Lapland Private, including content that display their image, may be used for the marketing of Lapland Private and the promotion of their services.
10.2 Lapland Private commits not to sell, share with third-parties, or use for any other purposes than marketing of their own services, the digital contents that display the image of participants without their prior consent.
10.3 Participants may contact Lapland Private to request that digital contents displaying their image are not used for marketing and promotional purposes; such requests must be made in writing before the start of the tour.
11. Applicable Law and Jurisdiction:
11.1 These terms and conditions shall be governed by and construed in accordance with the Finnish Law.
11.2 The Finnish Courts shall have the exclusive jurisdiction to settle any dispute, controversy claim related to such a demand.
11.3 The District Court of Lappi (in Finnish: Lapin käräjäoikeus), placed in Rovaniemi, shall be the court of first instance. Lapland Private reserves the right to apply to any other court with jurisdiction if it deems it appropriate.
11.4 Severability if any part, term or provision of these terms and conditions are partly or wholly held invalid, illegal or unenforceable, the validity or enforceability of other provisions, extent part and remainder of these terms and conditions shall remain in full force and effect.