Terms and conditions

Booking conditions

All bookings, changes, alternations 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 will incur a EUR 50 amendment fee. This fee will apply to each amendment made for the tour.

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.

Cancellation

All cancellations must be made in writing to [email protected].

 

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).

 

The following cancellation fees apply:

Self-guided, partly guided and guided tours (exceptions listed below):

  • Over 30 days prior to departure - Loss of full deposit
  • Between 30-15 days prior to departure - 50% of total payment
  • Between 14-0 days prior to departure - 100% of total payment

Hurtigruten coastal cruises & Göta Canal cruises:

  • Over 60 days prior to departure - Loss of full deposit
  • Between 60-42 days prior to departure - 30% of total payment
  • Between 41-28 days prior to departure - 60% of total payment
  • Between 27-0 days prior to departure - 100% of total payment

Explorer cruises by Hurtigruten (departures until March 31 2020):

  • Over 151 days prior to departure – Loss of full deposit
  • Between 150-46 days prior to departure – 50% of total payment
  • Between 45-31 days prior to departure – 70% of total payment
  • Between 30-0 days prior to departure – 100% of total payment

Explorer cruises by Hurtigruten (departures from April 1 2020):

  • Over 90 days prior to departure - Loss of full deposit (20%)
  • Between 89-60 days prior to departure – 50% of total payment
  • Between 59-30 days prior to departure – 75% of total payment
  • Between 29-0 days prior to departure – 100% of total payment

Tours including the Snowhotel in Kirkenes, Ice Hotel in Jukkasjärvi, Abisko and Treehotel:

  • Over 30 days prior to departure - Loss of full deposit
  • Between 30-0 days prior to departure - 100% of total payment

Tours including the Arctic Treehouse and Arctic Circle Wilderness Lodge:

  • Over 45 days prior to departure - Loss of full deposit
  • Between 45-0 days prior to departure - 100% of total payment
  • Note: No refund for stays between Dec. 11 and Jan. 7 at the Wilderness Lodge

Tours including the Wilderness Hotel Inari:

  • Over 42 days prior to departure - Loss of full deposit (30%)
  • Between 42-15 days prior to departure - 50% of total payment
  • Between 14-0 days prior to departure - 100% of total payment
  • Note: No refund after October 1 for stays between Dec. 21 and Jan. 4.

Tours including Harriniva Hotels & Safari:

  • Over 30 days prior to departure - Loss of full deposit (30%)
  • Between 30-15 days prior to departure - 50% of total payment
  • Between 14-8 days prior to departure - 80% of total payment
  • Between 7-0 days prior to departure - 100% of total payment

Tours including Kakslauttanen:

  • Over 121 days prior to departure - 30% of total payment
  • Between 120-61 days prior to departure - 50% of total payment
  • Between 60-0 days prior to departure - 100% of total payment

Tours including Apukka Resort:

  • Over 30 days prior to departure - Loss of full deposit
  • Between 30-15 days prior to departure - 50% of total payment
  • Between 14-0 days prior to departure - 100% of total payment
  • Note: No refund for stays between Dec. 1 and Jan. 7

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.

Authentic Scandinavia can not 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 power 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.

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. 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 (f.e. in connection with visa invitation letter for Russia that requires passport information). 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 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.