Lapland Private - Terms and Conditions

These Terms apply to all bookings and guided services provided by Lapland Private. By placing a booking—via Lapland Private’s website or otherwise—customers acknowledge that they have read, understood, and agreed to these conditions on behalf of all members of their travel party.

1. Services and Pricing

1.1 All services and prices are offered following a confirmed inquiry through our website or other official communication channels.

1.2 All listed prices include VAT, in accordance with Finnish Taxation Laws and Regulations.

1.3 Lapland Private reserves the right to revise prices in the event of unforeseen cost increases beyond our control, including but not limited to taxes, fuel surcharges, and subcontractor fees.

1.4 Lapland Private offers exclusive rates through our official website (www.laplandprivate.com) and our itinerary platform, Trip Creator. Lapland Private is not responsible for price differences on third-party platforms.

1.5 While the company strives for pricing accuracy, errors may occasionally occur. If a pricing error is discovered, the company will notify you at the time of booking or as soon as reasonably possible and reserve the right to cancel, amend, or limit any booking affected.

1.6 The traveler must be at least 18 years old to place a booking.

2. Payment Terms

2.1 A deposit or full payment is required at the time of booking, depending on the proximity to the arrival date.

2.2 Lapland Private accepts payments via Credit Card and Bank Transfer.

2.3 Late payments may be treated as a cancellation. A late fee of 7% of the outstanding balance will apply.

2.4 For bookings made more than 60 days prior to arrival:

• A 10% deposit (or minimum of €100 per person) is required.
• This reservation fee is non-refundable.

2.5 The remaining balance must be paid no later than 60 days prior to arrival.

2.6 For bookings made within 60 days of arrival, full payment is required at the time of booking.

2.7 Accommodation payments must be made in advance and are subject to the terms of the hotel or accommodation provider. All accommodation deposits are non-refundable.

2.8 All invoices are sent electronically in PDF format or sent as a payment link.

2.9 A confirmation email will be sent once payment is received.

2.10 By proceeding with payment, the customer confirms that the customer and all members of their party accept these Terms and Conditions.

All services are always subject to availability. If any part of your itinerary becomes unavailable for any reason, we will offer suitable alternatives or give an option for a full refund.

3. Traveller Responsibilities

3.1 The customers are responsible for providing accurate and complete personal information for themselves and their travel party no later than 14 days before arrival, including:

• Full names and contact details
• Any medical conditions, physical limitations, allergies, or special fitness needs
• Names and ages of children and infants
• Room listing
• Winter clothing sizes
• Flight/ train/ bus schedule
• Menus
• Weight - For activities such as husky sledding, snowmobiling, reindeer rides, and horseback riding, there is a weight limit of 110 kg. If you require more information or have specific concerns, please don't hesitate to contact us.

3.2 The customer must read and fully understand the provided itinerary and these Terms and Conditions prior to the planned trip. Failure to do so does not exempt the customer from the obligations herein.

3.3 If Lapland Private is not informed of relevant physical conditions in advance, Lapland Private may not be held liable for any resulting limitations or exclusions from activities.

3.4 The customers are responsible for being on time for the activities and being in the required condition to participate.

4. Cancellation Policy

4.1 Cancellations must be submitted in writing via our website or email.

4.2 Cancellations are subject to approval by Lapland Private.

4.3 The effective cancellation date is the date we receive your written notice.

4.4 Cancellation fees:

• Reservation Fee: Non-refundable (10% of total cost + third-party deposits).
• 30–60 days before arrival: Up to 70% of the total booking price may be retained.
• 0-30 days before arrival: Up to 100% of the total booking price may be retained.

4.5 If third-party suppliers or accommodation providers enforce stricter cancellation policies, those terms will apply.

4.6 Lapland Private reserves the right to amend itineraries due to changing conditions. No refunds will be given for unused services.

4.7 No refunds will be issued for unused, denied, or voluntarily declined services, including missed tours, late arrivals, or early departures.

5. Child Policy

5.1 Activity child rates apply to children aged 4–12, unless otherwise specified by a third-party provider.

5.2 Accommodation child rates apply to children aged 4–12.

5.3 Infants under 4 years must be declared during booking and may incur a participation fee.

6. Booking Changes

6.1 Booking modification requests must be submitted in writing at least 14 days before the service begins. All changes are subject to availability and approval.

6.2 Some services may be non-changeable or non-transferable. Alterations may incur up to 100% cancellation fees for those services.

6.3 Lapland Private reserves the right to modify bookings due to operational needs or other circumstances. Any changes will be communicated promptly.

7. Insurance and Liability

7.1 All customers must have valid insurance for the full duration of their trip.

7.2 Insurance must cover, at a minimum: medical expenses, injury, death, repatriation, trip cancellation, and curtailment.

7.3 Customers must provide proof of insurance upon request.

7.4 Insurance should also cover personal items, baggage, and electronic equipment.

7.5 Customers are responsible for their belongings at all times.

7.6 Customers are liable for any damage to or loss of rental gear or equipment during use. In case of damage or loss of rental gear or equipment, Lapland Private reserves the right to charge any extra cost incurred.

7.7 Lapland Private is not liable for personal injury, illness, or death unless caused by negligence of the employees at Lapland Private during work duties. Lapland Private is not liable for the negligence of the third-party suppliers.

7.8 Lapland Private is not responsible for disruptions caused by weather, illness, political unrest, natural disasters, or other force majeure events.

7.9 Lapland Private does not accept liability for loss of valuables, including electronics and cameras.

7.10 Customers are responsible for their own travel arrangements to and from Lapland. Lapland Private is not liable for delays or disruptions of these travel arrangements (e.g. flights, ferries, trains).

7.11 While Lapland Private prioritizes safety, customers must understand the risks associated with outdoor activities.

7.12 Lapland Private is not responsible for incidents due to lack of fitness, punctuality, illness, or carelessness. Disabilities or medical conditions must be disclosed during booking for suitability assessment.

7.13 It is the customers’ responsibility to ensure they have valid passports, visas, vaccinations, and any other required documentation. Lapland Private is not liable for denied entry due to missing or invalid documentation.

8. Safety and Risks

8.1 Due to the adventurous nature of the tours in Lapland, all participants must always follow the guidance and instructions of their tour leader.

8.2 Thus customers must be appropriately dressed for local weather conditions and activity level.

8.3 Travel in the Arctic and remote Lapland areas may involve certain safety risks, such as slippery terrain, extreme cold, limited daylight, or encounters with wildlife. These risks are accepted as part of participation.

8.4 Lapland Private and it’s third-party suppliers reserve the right to exclude any participant who does not comply with safety instructions or poses a risk to others, without refund.

9. Third-Party Services

9.1 Some services (e.g., excursions, transfers, accommodation) are provided by independent third-party suppliers.

9.2 These services are subject to the terms and conditions of the respective providers. Their standards, safety rules, and refund policies may differ from Lapland Private’s.

9.3 Lapland Private is not liable for disruptions or changes caused by third-party providers, including changes in service, cancellations, or quality differences.

9.4 Accommodation standards in Lapland may differ from those in the customers’ home country. While Lapland Private works with reputable providers, expectations should be adjusted to local norms and conditions.

9.5 Lapland Private includes visual illustrations and descriptions of accommodation as provided by the respective accommodation suppliers. These images are intended for general reference only. Lapland Private cannot be held accountable for any updates done by the accommodation provider.

10. Right to Terminate the Contract

10.1 Lapland Private reserves the right to terminate the contract at any time due to:

• Failure to provide required personal or medical information
• Non-compliance with payment terms
• Unsafe behavior or disregard of instructions
• Misconduct, harassment, or disruption caused by the customer

10.2 If the contract is terminated due to customer behavior or failure to meet obligations, no refunds will be issued.

11. Force Majeure

Lapland Private is not liable and no compensation will be offered in cases where services are affected by force majeure, including but not limited to natural disasters, war, terrorism, pandemics, adverse weather, technical failures, or any events beyond their reasonable control.

12. Photography and Media Use

12.1 By participating in Lapland Private’s tours, the customers consent to the use of photographs and videos featuring you for Lapland Private’s marketing purposes.

1.2 These materials will not be sold, shared, or used for non-promotional purposes without their consent.

1.3 The customers may opt out by providing a written request prior to the start of the tour

13. Governing Law and Jurisdiction

13.1 These Terms are governed by Finnish law.

13.2 Any disputes will be subject to the exclusive jurisdiction of the Finnish courts.

13.3 The District Court of Lappi (Lapin käräjäoikeus), located in Rovaniemi, will be the first instance court. However, Lapland Private reserves the right to initiate proceedings in another competent jurisdiction if deemed appropriate.

13.4 If any provision of these Terms is found invalid or unenforceable, the remainder will remain in full force and effect.