These booking conditions, based on Swedish law, govern all bookings made with Authentic Scandinavia. Any booking submitted 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 confirm that you comply with these conditions. The traveller making the booking accepts these conditions on behalf of all members of their travel party and is responsible for payments due from the party in entirety.
Booking services with Authentic Scandinavia are only available to persons who are at least 18 years old. Additionally, individuals under the age of 18 on an Authentic Scandinavia tour must be accompanied by an adult.
Authentic Scandinavia’s website is owned by Authentic Scandinavia AS, Bøkkerveien 5, 0579 Oslo Norway with organisation number 992207922. The website is operated by Authentic Scandinavia AS, as well as Authentic Scandinavia Sweden AB, Kapellvägen 6, 19135 Sollentuna Sweden with organisation number 559505-2233.
Authentic Scandinavia operates in compliance with the EU Package Travel Directive.
All payments towards services that fall under this EU law are safeguarded with insurance protection that guarantees a refund in the unlikely event of insolvency. As required by law, Authentic Scandinavia has a travel guarantee with Kammarkollegiet which secures that their customers are refunded in the unlikely event of insolvency.
Kammarkollegiet, the Swedish Legal, Financial and Administrative Services Agency, is a state authority under the Ministry of Finance. Its objective is to administer the travel guarantee requirements in Directive 2018/0107/EU as implemented in the Package Tours Act. Find more information about customers’ protection through Kammarkollegiet.
All itineraries offered by Authentic Scandinavia are subject to availability; you will receive an automated email that your request has been received, but you will not receive the tour confirmation immediately. We therefore recommend waiting for our confirmation before booking your flights.
All bookings, changes, alterations and cancellations must be made in writing.
Occasionally, service providers make changes to dates, age requirements, etc. Authentic Scandinavia cannot be held responsible or liable for any change in information related to such services or tours provided by a third party.
Rates are quoted in Euro (EUR) and include all taxes. Authentic Scandinavia guarantees that there will be no changes in the EUR-prices of confirmed tours. Exception: additional costs may be incurred in the unlikely event of an increase in the cost of fuel or other power sources, government taxes and fees. Such costs will not be added less than 30 days before travel.
A detailed list of all services included in the tour price will be specified on our website for each tour, and reconfirmed in the tour confirmation sent by email from Authentic Scandinavia.
Any extra expenses incurred by the customer during the tour – for example, use of telephone, hotel mini-bars, tips, etc. – must be paid directly by the customer to the hotel or other service provider.
Price errors policy
We endeavour to ensure that all information and prices on our website are accurate. However, occasionally changes and errors may occur. In these cases, we will notify you at the time of booking, or as soon as possible as we are made 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 submitting your booking request.
All requests for booking amendments or changes must be made by email by the person who submitted the original booking request. We will do our best to make the changes, subject to availability.
Any changes to confirmed tours that require changes to other previously confirmed services will incur a EUR 30 amendment fee for each amended service, given that the service is changeable. This fee will apply to each amendment made to the booking. An amendment fee will not apply when adding extra nights before or after the tour, or if adding optional extras that does not impact the already confirmed services.
Non-transferable or changeable services: Please note that certain services may not be possible to change or transfer after they have been confirmed, and any alteration may incur a cancellation charge of up to 100% for those services.
We reserve the right to increase or change the amendment fees referred to above at any time.
A change of travel date less than 45 days before departure is considered a cancellation and new booking.
Payments are made through a secure payment gateway operated by our payment provider Flywire or via bank transfer.
Please note that prices are guaranteed in EUR only. Prices displayed on our website in other currencies are solely for your own reference and are subject to exchange rate fluctuations.
Our payment provider Flywire lets you pay in your local currency, and all conversion fees are included in the non-EUR amount shown by Flywire.
Flywire’s processing platform uses secure payment systems and Authentic Scandinavia does not store any credit card details.
All bookings are on request. The payment will be reserved to your credit card and only charged once we are able to confirm the requested tour. If we are unable to confirm the reservation, we will contact you to discuss alternative options. If you decline these, we will release the reserved amount.
The exact payment conditions will be specified during the booking process for each tour.
The payment amount required at the time of booking will depend on the tour and how many days before travel you submit the booking request. In most cases the deposit will be 10%, but can vary depending on the services included in the tour package.
Full payment is required for most tours when submitting a booking request less than 65 days before travel (95 days for some tours). Certain tours require full payment by a specific date or at the time of booking regardless of when you submit your reservation request.
No contract between the customer and Authentic Scandinavia shall be formed until Authentic Scandinavia receives the required deposit or full payment.
In general, the final payment is due 65/95 days before travel. Exceptions to these conditions are clearly stated during the online booking process.
All cancellations must be made in writing to info@authentic-scandinavia.com.
The following payment terms, cancellation deadlines and refund conditions apply for the majority of our tours:
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 44-15 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
There are suppliers with special booking and cancellation conditions that differ from the cancellation conditions above. This list can be found below:
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Exception: For stays between December 20, 2026 and January 01, 2027:
These terms are applicable if not otherwise stated.
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).
Cancellation of single services in a confirmed booking is considered an amendment until 45 days before departure. After 45 days, the cancellation terms stated above under 'cancellation of an entire tour' apply.
Non-transferable or changeable services: Please note that certain services may not be possible to change or transfer after they have been confirmed, and any alteration may incur a cancellation charge of up to 100% for those services.
Travel arrangements cancelled or amended once travel on the Authentic Scandinavia tour has commenced will not qualify for any refunds, nor can services be substituted for alternative arrangements. Unused services are non-refundable.
The traveller has the right to cancel the journey if at the destination or in the immediate vicinity thereof, and prior to the start of the journey, inevitable or extraordinary circumstances have been noted, such as acts of war, natural disasters, hazardous infectious diseases, or other events that will affect the completion of the journey and/or pose a genuine risk to the traveller, and no other alternatives or re-routings can be found.
Authentic Scandinavia can offer an alternative destination where the above situations do not apply, but travellers are not obliged to accept this offer.
The right to cancel in accordance with this section does not apply if the traveller knew, or should have been aware of, the circumstances when entering into the agreement to purchase the journey, nor if the force majeure event occurs in the traveller’s home country or outside the destinations included in the tour package booked through Authentic Scandinavia.
Due to reasons of force majeure 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.
The travel documents will be sent approx. one month prior to departure and after the tour is fully paid. The travel documents will include a detailed itinerary as well as the necessary proofs of payment (e-tickets, vouchers and/or suppliers' reference numbers).
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, Authentic Scandinavia shall be liable for any direct or immediate loss or injury suffered by the customer resulting from a breach of contract, provided that this was not caused by a force majeure event or the behaviour of the customer or a tour participant, including failure to provide the agreed services or providing services of lower value or quality than agreed. This liability is limited to the agreed total cost of the tour.
Authentic Scandinavia shall provide appropriate support to travellers in need of assistance as soon as possible. Authentic Scandinavia reserves the right to alter routes, itineraries or departure times without prior notice should the necessity arise.
In case of any changes to flights (domestic and international) or scheduled travel by cruise, ferry, bus or train booked by the traveller individually and not through Authentic Scandinavia, the traveller is responsible for additional costs incurred due to such changes (e.g. extra nights at a hotel, meals, transfers, etc.). We therefore strongly recommend that all customers have comprehensive travel insurance to meet all contingencies.
Authentic Scandinavia may charge a reasonable fee for assistance if the difficulties are caused intentionally by the traveller or as a result of the traveller's negligence.
Authentic Scandinavia shall not be liable for any loss, accidents, damage, injuries or sickness during a journey. The same applies for any changes in the traveller’s itinerary due to weather, strikes or any other force majeure event. Authentic Scandinavia and its partners accept no responsibility for any sickness, pilferage, labour disputes, machinery breakdown, government restraints, acts of war and/or terrorism, weather conditions, defects in vehicles of transportation or for any misadventure, casualty or other causes beyond their control.
Under no circumstances will Authentic Scandinavia or its partners be liable for any of the following losses or damage (whether such losses were foreseen, foreseeable, known or otherwise): (a) loss of data; (b) loss of revenue or anticipated profits; (c) loss of business; (d) loss of opportunity; (e) loss of goodwill or reputation; (f) losses suffered by third parties; or (g) any indirect, consequential, special or exemplary damages arising from the use of authentic-scandinavia.com regardless of the form of action.
The traveller is obligated to familiarise themselves with the general terms & conditions published on the Authentic Scandinavia website.
The traveller is obligated to carefully read, check and verify that the tour confirmation, tickets and travel documents are in accordance with the booking, and that the name of the travellers match the names that appear on the passports.
It is the traveller's responsibility to estimate whether their own fitness level fits the activity booked. In case of pregnancy, back problems or other health conditions, medical advice before travelling is recommended. By booking with Authentic Scandinavia, the traveller acknowledges that participation in certain activities may require good health and an above-average fitness level. If the traveller does not participate in an activity because they do not feel fit enough, no refund will be granted.
Authentic Scandinavia is only responsible for services booked and confirmed by our company. Should any unforeseen circumstances regarding your booking with us arise, you are expected to contact us immediately by phone. Any rebooking/changes of services made independently will not be refunded.
Any arising complaints that cannot be solved on the spot directly with the service provider must be directed to Authentic Scandinavia in writing within 30 days of the termination of the tour. Authentic Scandinavia will then assist in contacting the service provider and will strive to find the best possible solution. Later claims cannot be taken into consideration.
Activities
Activities are included in some of our tour packages, while for other tours optional experiences can be added by the customer (e.g. dog sledding, glacier walks, snowmobile safaris, ice fishing, etc). In this relation Authentic Scandinavia only acts as an agent 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 accepts the general terms and conditions listed in this document as part of the agreement between Authentic Scandinavia and the customer.
In the event of non-performance of the booked travel services that is not caused by the traveller, the traveller is requested to address the problem directly with the local service provider.
If the problem persists and cannot be solved on the spot, you are obligated to call the Authentic Scandinavia emergency helpline. If you are unable to do so, you must notify Authentic Scandinavia in writing (info@authentic-scandinavia.com) within 30 days of your return, or else you may jeopardise your right to compensation.
Every traveller is responsible for ensuring they have valid travel documents (i.e. passport, visa, vaccination certificates, etc). We recommend carefully reviewing customs and duty regulations, health requirements and currency regulations for the respective destination(s).
Please note that passport details are required for all bookings including overnight cruises.
Authentic Scandinavia strongly recommends that each customer have adequate travel insurance, including medical, cancellation and curtailment cover.
Authentic Scandinavia operates in compliance with the EU General Data Protection Regulation (GDPR), an EU law on data protection and consumer privacy.
We ask for personal information in the booking request section: name, nationality, date of birth, address, phone number, email address and – for certain tours – passport copies. This information is necessary to ensure that we can make and confirm your booking. The information will not be used for any other purpose and will not be shared with outside parties except for necessary information given to our suppliers involved in your reservation (hotels, activity providers, etc.).
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.
We treat all personal data in accordance with the General Data Protection Regulation (GDPR) and applicable regulations. You may request access to and relocation of your personal information, as well as correction or deletion* of information (*except information received in connection with bookings that must be stored in our active customer account for 3 years in accordance with the Accounting Act).
In the event that this regulation is violated, customers may appeal to the Norwegian Data Protection Authority (Datatilsynet).
We respect your privacy and do not sell your personal data. We only share your email address and relevant identification details with authorised third-party debt collection agencies or legal service providers if you fail to meet your on-the-spot financial obligations, including but not limited to non-payment of hotel minibar charges, damages or outstanding room balances upon check-out.