Legal · Terms & Conditions
In these Terms and Conditions:
A booking is confirmed when Nordic Privé issues a written booking confirmation and the required deposit has been received. Prior to this, all quotes, itineraries and discussions are preliminary and non-binding.
Nordic Privé reserves the right to decline any booking at its discretion. We operate a small number of programmes at any one time and our capacity is limited by the personal involvement of our senior team in all programmes.
Bookings made through trade partners are subject to these Terms and Conditions in addition to any terms between the trade partner and their client. It is the trade partner's responsibility to ensure their clients are aware of these terms.
All details in the booking confirmation — dates, properties, services, inclusions and pricing — should be checked carefully. Any discrepancies should be reported to us within 48 hours of receipt.
A non-refundable deposit of 30% of the total programme cost is required to confirm a booking. The deposit amount will be stated in the booking confirmation. Payment of the deposit constitutes acceptance of these Terms and Conditions.
The remaining balance is due no later than 90 days before the programme start date. For bookings made within 90 days of the start date, the full programme cost is payable at the time of booking.
Programmes are quoted and invoiced in Euros unless otherwise agreed in writing. We accept payment by bank transfer. Details will be provided on the invoice. All bank charges are the responsibility of the payer.
If the balance payment is not received by the due date, Nordic Privé reserves the right to treat the booking as cancelled and apply the cancellation charges set out in Section 5.
We will always do our best to accommodate changes to a confirmed booking. Requests for changes must be made in writing to sales@nordicprive.com.
We cannot guarantee that changes can be made. Availability of properties, guides and services may be limited, particularly for peak season programmes. Changes may incur additional costs, which will be communicated before any amendment is confirmed.
Changes to the number of guests travelling may affect the overall programme cost. Significant reductions in group size may result in a price increase per person or a supplement being applied.
Date changes within 90 days of the programme start date may be treated as a cancellation and rebooking and subject to cancellation charges.
If you wish to cancel a confirmed booking, you must notify us in writing at sales@nordicprive.com. The cancellation takes effect from the date we receive written notification.
The following cancellation charges apply, calculated as a percentage of the total programme cost:
Certain properties and services — particularly Isfjord Radio in Svalbard and select Finnish aurora properties during peak winter dates — may apply their own cancellation policies which are more restrictive. These will be clearly communicated in the booking confirmation where applicable.
We strongly recommend that clients take out comprehensive travel insurance, including cancellation cover, at the time of booking. See Section 9.
We reserve the right to make changes to a confirmed programme where circumstances outside our control require this — including supplier closures, natural events, transport disruptions or safety considerations. We will always notify you as quickly as possible and offer a suitable alternative where available.
Minor changes — such as substitutions of similar-standard accommodation, adjusted activity timings or route modifications — may be made without compensation. We will notify you of any changes prior to departure.
If a significant change is necessary — including a major change to the programme dates, destination or accommodation standard — we will notify you and offer the choice of accepting the revised programme, an alternative programme of equivalent value, or a full refund. Compensation beyond a refund is not offered in cases arising from force majeure events.
Nordic Privé accepts responsibility for ensuring that the programme services we contract are provided to a reasonable standard and as described in the booking confirmation. We take personal care in the selection of all properties, guides and services we recommend.
Our liability for any claim arising from the provision of programme services — except in cases of death or personal injury caused by our negligence — is limited to three times the cost of the programme element giving rise to the claim.
We act as an agent for certain third-party suppliers (airlines, accommodation providers, activity operators). In these cases, the supplier's own terms and conditions apply to those services and their liability is governed by their terms.
Nordic Privé accepts no responsibility for losses, costs or delays arising from events beyond our reasonable control, including force majeure events (see Section 10), the acts or omissions of third-party suppliers, or the client's failure to follow guidance provided.
We do not exclude or limit liability for death or personal injury caused by our negligence, or for any other matter where exclusion of liability would be unlawful.
Clients are responsible for:
Nordic Privé reserves the right to exclude any client from a programme where their behaviour or failure to disclose relevant information poses a risk to themselves or others, without liability for refund.
Comprehensive travel insurance is strongly recommended for all Nordic Privé programmes. For expedition programmes — particularly in Svalbard and Greenland — we consider adequate insurance essential.
Your insurance should cover, at minimum:
Nordic Privé does not provide travel insurance and does not accept liability for losses that would have been covered by adequate travel insurance. We are not able to recommend specific insurance providers.
Force majeure refers to unusual and unforeseeable circumstances beyond our reasonable control, the consequences of which could not have been avoided even with all due care. This includes — but is not limited to — natural disasters, extreme weather events, volcanic eruptions, pandemic or epidemic, acts of war or terrorism, civil unrest, government travel advisories, strikes affecting transport or services, and similar events.
In the event of force majeure, Nordic Privé will not be liable for any additional costs incurred, and standard cancellation charges may apply. We will make every reasonable effort to assist clients with rebooking or modifications.
We recommend travel insurance that includes cover for force majeure events and journey disruption.
If something is not as it should be during your programme, we ask that you raise it with your guide or with us directly at the earliest opportunity — this gives us the best chance to resolve matters in real time.
If an issue cannot be resolved during the programme, please submit a written complaint to sales@nordicprive.com within 28 days of your programme's end date. We will acknowledge your complaint within 5 working days and aim to provide a full response within 28 days.
Complaints submitted after 28 days from the programme end date may not be considered.
Travel agents and tour operators working with Nordic Privé agree to the following additional terms:
Nordic Privé processes personal data in accordance with our Privacy Policy, available at nordicprive.com/privacy. By booking a programme with us, you acknowledge that personal data may be shared with the suppliers and partners necessary to deliver the programme.
Trade partners sharing client data with Nordic Privé confirm that they have lawful grounds to make this transfer and that their clients have been informed of how their data will be used.
These Terms and Conditions are governed by and construed in accordance with applicable law. Any disputes arising from a booking with Nordic Privé that cannot be resolved by agreement will be subject to the exclusive jurisdiction of the relevant courts.
Nothing in these Terms and Conditions affects your statutory rights as a consumer.
For any questions regarding these Terms and Conditions, please contact us:
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