Reservation and cancellation terms

Oy Polar Lights Tours Ltd terms and conditions

Terms and conditions for travel

These terms and conditions for travel concern all services provided by Oy Polar Lights Tours Ltd and its supplementary firm names to its customers. The activities, trip duration, supplementary services and other related matters related to the trip will be negotiated separately with each customer group and agreed in writing in connection with the confirmation of the booking. 

Reservation conditions

The booking may be made verbally or in writing. The booking is valid for the informed number of persons and will become legally valid once Oy Polar Lights Tours Ltd has issued written confirmation of such (by letter or email). The agreement enters into force once the customer has issued written verification for the booking (by letter or email). The date for confirming the offer is mentioned in the offer sent to the customer. These terms and conditions are appended to the written offer. 

The reservation must be paid in full upon booking, unless otherwise agreed. Invoicing is possible only with separate contract. If the payment is not made on time, annual interest on delayed payment will be charged in accordance with section 4 of the Interest Act. If the customer fails to adhere to payment conditions, Oy Polar Lights Tours Ltd has the right to terminate the agreement. However, in this case the customer is obliged to compensate all costs incurred in full. 

Cancellations and alterations 

The cancellation date is the date Oy Polar Lights Tours Ltd has received information of the cancellation. Bookings must always be cancelled in writing (by letter or email). A fee of eighty Euros (80 eur) is always charged for the cancellation of a confirmed booking as a booking service charge.

The following terms are applied for cancellations of confirmed bookings: 

If the cancellation is done 0-7 days prior to the beginning of the reservation, the cancellation cost is 100%. During the Christmas and New Year period = 16 December – 05 January the cancellation cost is 100% for cancellations done 0-14 days prior to the beginning of the reservation.

If a cancellation is done due to the customer or close relative becoming suddenly ill, being involved in an accident or dies, the customer is entitled to receive a reimbursement of the payments with the deduction of 30% of the total price of services ordered. In this case, cancellation must be made immediately. A doctors certificate or other verifiable document as the reason for cancellation shall be sent to Oy Polar Lights Tours Ltd within fourteen (14) days of the cancellation. Cancellation must be made before commencement of the trip. We recommend customers take out the appropriate travel insurance cover against any possible exceptional circumstances and cases of force majeure. 

Groups: The cancellation terms for groups are made separately according to the group/time of reservation and will be given in written with the confirmation of the booking.

Groups: Number of persons 

The final and confirmed number of persons shall be informed no later than seven (7) days prior to the commencement of the trip. Changes to the number of persons to +/-10% may still be made 2 days prior to the commencement of the ordered service. The number of persons that is last informed shall be used as the minimum invoicing basis for the final sum to be paid. If a reduction in the final number of participants is

informed with less than two (2) days prior to the commencement of the trip, or not informed at all, Oy Polar Lights Tours Ltd has the right to charge the contractual price informed in connection with the order confirmation. In respect to servings of food and drinks, this condition also concerns perishable foods and drinks that have been purchased or prepared for the event in question. Any possible special requirements concerning, for instance timetables, chosen meals, special dietary considerations, food allergies, contact details for the host/hostess of the trip and possible drinks orders must be informed no later than seven (7) days prior to the commencement of the trip. 

Special arrangements 

If, based on a request by the customer, Oy Polar Lights Tours Ltd acquires special permits, such as longer opening hours for places licensed to serve alcoholic beverages, or engages in other special arrangements/orders on the request of the customer, the customer is obliged to pay for the costs incurred from such arrangements.

Liabilities of the customer 

The customer is responsible for all damages that the customer or customers equipment, staff, performers or spectators cause to Oy Polar Lights Tours Ltd or a third party. The customer is obliged to adhere to the instructions issued by Oy Polar Lights Tours Ltd, concerning the use of the premises, equipment, devices and other special equipment. The customer is obliged to adhere to the informed safety and special instructions and the timetable approved for the programme for the trip. If the customer neglects these responsibilities, Oy Polar Lights Tours Ltd is entitled to charge the costs incurred from such neglect.

Prices and price alterations

The prices quoted for the booking include the separately agreed services and taxes for each customer group. Polar Light Tours reserves the right to change prices if unforeseen increases in the cost of supplies (including, but not limited, to oil, fuel, taxes or subservices) occur.

Use of services belonging to the booking 

Any customer, who leaves the group, arrives late, does not use the booked services or only uses these in part, is obliged to inform the host/hostess of the trip or the Oy Polar Lights Tours Ltd representative. Customers will be charged all costs in full if these have not been informed to Oy Polar Lights Tours Ltd in accordance with the deadlines mentioned above. If the customer fails to confirm to the obligation to inform or arrives late for the specified departure time, the customer will be responsible for arranging their own transportation. The customer group is not entitled to receive a discount for any services not used. 

Invoicing terms

If program services are invoiced and payment is not made on time, annual interest on delayed payment will be charged in accordance with section 4 of the Interest Act.

Miscellaneous matters for consideration 

The customer is responsible for ensuring the permits and certificates required for using the services are valid, for instance driving licences. Oy Polar Lights Tours Ltd may not be held responsible for compensating any possible damages incurred by the customer related to natural conditions, insects, animals or unexpected changes in the weather. Oy Polar Lights Tours Ltd reserves the right to alter or cancel the programme if weather conditions or other factors would cause a hazardous conditions or otherwise compromise safety. Oy Polar Lights Tours Ltd is not responsible for brochure printing errors or changes occurring after publication of the brochures. The customer is responsible for organising transportation if not included in the price quoted for the booked programme. The customer is responsible for arriving at the specified time and place in good time. 

Complaints 

Any possible complaints must be made on-site at the destination to Oy Polar Lights Tours Ltd. If this is not possible or no satisfactory, solution is achieved at the destination, or if damage compensation is related to such, the complaint must be sent in writing no later than two (2) days from the end of the trip to the following address: Oy Polar Lights Tours Ltd, Muoniontie 955, 99130 Sirkka, Finland.

Disputes

Disputes will be settled priority through negotiation but if needed they are placed on the district court in home place of Oy Polar Lights Tours Ltd.