General conditions and cancellation policy
Booking and payment
Bookings for individuals and small groups can be done on-line through our website. Group bookings can be made via email. A booking is not confirmed until you have fully paid the tour price. Once the booking has been made and we have received your payment we will send you the payment confirmation and the voucher for your tour/accommodation. NW Adventures does not store credit card information or other personal information from its clients.
Online bookings: When booking online using our booking engine you pay the full amount in the last step of the booking process.
Bookings via email: For private tours and for any kind of tailor made tours booked via email with the help of our sales team, the following applies:
A deposit of 1/3 is needed to confirm your booking
The rest 2/3 should reach NW Adventures at least 4 weeks prior to arrival.
In all tours operated by NW Adventures we offer children 0-12 years old 50% discount. In tours operated by North West Adventures co-operators the discounts for children are subject to the terms of each service partner
Cancellation of Booking
Any cancellation must be notified in writing (email, letter) by the person who made the booking. 10% of the price of your tour is non refundable, this percentage reflects our cost of booking and preparing your tour.
Cancellation – individuals or small groups
If you cancel your tour:
- More than 29 days prior to the start of your tour you will only be charged 10% of the tour price.
- Between 8 and 28 days, you will be charged 25% of the tour price.
- Between 2 and 7 days, you will be charged 50% of the tour price
- Less then 48 hours before the start of your tour or after the tour has begun you must pay the full tour price. This includes all booking made within 48 hours before the start of the tour.
- No-show at pickup: no refund
Cancellation – groups with 10 or more people
10% of the price of your tour is non refundable, this percentage reflects our cost of booking and preparing your tour.
- Less than 6 weeks and more than 4 weeks: 50% refund
- Less than 4 weeks and more than 2 weeks: 20% refund
- Less than 2 weeks prior to arrival: no refund
Changes or cancellations by NW Adventures
We reserve the right to change any services or facilities described on our website or in a promotional marketing material from NW Adventures. We also reserve the right to cancel a tour if needed. For example:
For example: Due to weather and/or road conditions or if the minimum number of clients required for a tour is not fulfilled. It is unlikely we will have to make any changes to your tour however we do plan the arrangements months in advance. Any changes are usually very minor and we will advise you at the earliest possible date. If a major change becomes necessary, we will inform you as soon as reasonably possible if there is time before your tour begins. When a major change or cancellation occurs you will have the choice of accepting the change of arrangements, purchasing another available tour from us or cancelling your tour. We will refund all payments made directly to us in respect of the tour price. We will however not be in a position to refund any personal expenses you may have had as a result of your booking, such as flight payments for land-only tours, travel insurance, equipment purchases, visas, vaccinations etc.
Any information provided by NW Adventures on such matters as climate, clothing, baggage, special equipment etc. is given in good faith but without responsibility on the part of North West Adventures.
Adventure travel and client responsibility
It is a fundamental booking condition that you accept the hazards involved in this sort of tour and you accept that in visiting remote and mountainous regions there is an element of on-tour flexibility. The itinerary stated in the tour dossier is indicative only and not a guarantee that a particular route will be followed or place reached. You must acknowledge that delays and alterations and their results, such as inconvenience and discomfort, are possible where unforeseen circumstances arise. You must have a level of fitness commensureate with your chosen tour and you are responsible for bringing the appropriate equipment.
Personal travel insurance
Individual travel insurance is not included in the quoted prices. It is strongly recommended that clients take out a comprehensive travel insurance against contingencies, including compensation for medical costs and cancellation fees. In the event of emergency medical rescue and/or repatriation from a tour by whatever means, the responsibility of such costs will be borne by the clients. All luggage and personal equipment are, at all times, at your own risk. We will not be responsible what so ever for any loss, damage to your luggage and/or personal equipment.
Medical and dietary conditions
If you are affected by a medical condition which may affect you or other people´s enjoyment of the tour, you must advise this at the time of booking. Similarily you must advise us of dietary conditions and preferences at the time of booking.
Independent travel arrangements
We will not be responsible or liable for you actions or your safety for any independent travel you undertake before, during (if you choose to leave) or after the tour.
If you have a complaint about the tour you should make it known to your guide/leader at the earliest opportunity. If you feel your complaint has not been properbly dealt with we shall endeavour to agree a settlement with you. Any outstanding complaint not resolved during the tour should be notified to us in writing within 20 days of the scheduled date of return.
Our liability and compensation
NW Adventures will accept liability for the neglience of its employees causing direct physical injury to passengers only to the extent that it is obliged under Icelandic law. We cannot be held responsible for any mishap to yourself or your property, and in particular for the consequneces of flight cancellations, vehicle accidents, strikes, sickness, Government or customs or police intervention or other such happenings amounting to force majeure. By confirming your booking with North West Adventures you acknowledge that we have taken all resonable steps to safeguard its liability in this respect.
Variation of booking conditions
The booking conditions may only be waived by a director of NW Adventures in writing. When you confirm the booking form you agree to accept all these booking conditions, and when we accept your booking we agree to carry out our obligations to as defined in tour information provided to you. Both sides of this agreement are made subject to, and must be interpreted and enforced according to Icelandic law in an Icelandic court.
Information we collect
When you visit northwestadventures.is your IP address is collected. In order to purchase our services it is necessary for you to share some personal information, like your name, email address and credit card details. All credit card transaction at northwestadventures.is are verified and safeguarded at all times. All credit card information are incrypted, making the purchasing process secure. We do not share these information with a third party, except when potential fraud and/or other illegal activities are suspected.
January 15th 2016
Anna Lilja Pétursdóttir