Northern Lights with Fell on a Background

Terms & Conditions

Please read our terms and conditions carefully

Terms and Conditions

Effective Date: June 1, 2025

Lappitude Oy | Business ID: 3526662-6

These Terms and Conditions govern your booking and participation in activities and packages offered by Lappitude Oy. By making a booking, you acknowledge that you have read, understood, and agree to be bound by these terms.

If you have any questions before booking, please contact us at [email protected] or call +358 403591660.

1. Key Summary 2. Booking & Payment 3. Cancellation Policies 4. Changes & Modifications 5. Weather & Safety 6. Your Responsibilities 7. Liability & Insurance 8. Legal Information 9. Privacy & Data Protection 10. Contact Information

1. Key Summary

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Individual Experiences
Full payment at booking; free cancellation 3+ days before; 30% fee for later cancellations
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Package Deals
30% deposit at booking; free cancellation 30+ days before; 30% fee for later cancellations
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Safety & Weather
Weather-dependent activities may be modified or rescheduled for safety; participants must follow all safety guidelines
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Recommendations
We strongly recommend comprehensive travel insurance covering trip cancellation, medical emergencies, and activity participation

2. Booking & Payment

2.1 For Individual Activities

Booking Process

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Bookings can be made directly through our online calendar on our website
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Full payment is required at the time of booking to secure your reservation
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A confirmation email with booking details will be sent immediately upon successful payment
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All activity prices are quoted in Euros (€) and include applicable Finnish VAT (currently 24%)

What's Included

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Professional, English-speaking guides
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All necessary equipment as specified in the activity description
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Safety briefing and instructions
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Any refreshments or meals explicitly mentioned in the activity description

Payment Methods

We accept the following payment methods:

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Major credit/debit cards (Visa, Mastercard)
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Online bank transfers
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PayPal

2.2 For Package Deals

Inquiry & Booking Process

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Submit an inquiry via our website form or by contacting us directly at [email protected]
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Within 24 hours (during business days), we'll provide a detailed quotation based on your requirements
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To confirm your booking, a 30% deposit of the total package price is required
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The remaining balance (70%) is due no later than 30 days prior to your arrival date
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For bookings made less than 30 days before arrival, full payment is required at the time of booking

Package Confirmation

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Your package is only confirmed once we've received your deposit payment and sent a written confirmation
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A detailed itinerary and all necessary information will be provided upon confirmation
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Final details including meeting points and contact information will be sent after receiving the full payment

Price Guarantee

Once your deposit has been paid and booking confirmed, the price of your package will not change, except in the case of:

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Government-imposed tax changes or levies
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Significant currency fluctuations affecting our costs (only applies before deposit payment)
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Explicit changes to the package requested by you and agreed upon in writing

Booking on Behalf of Others

If you are making a booking on behalf of other people, you are responsible for ensuring that each person in your group understands and accepts these Terms and Conditions. The person making the booking is considered the primary contact and will be responsible for all payments.

3. Cancellation Policies

3.1 For Individual Activities

To cancel an activity booking, you must notify us in writing by email to [email protected]. The cancellation is only effective from the date we receive your written notification.

Timing of Cancellation	Refund Policy
3 or more days (72+ hours) before the scheduled activity	Full refund (100%)
Less than 3 days (under 72 hours) before the scheduled activity	70% refund (30% cancellation fee applies)
No-show or cancellation on the day of the activity	No refund (0%)

Additional Terms:

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Early termination: If you choose to leave an activity early, no refund will be provided for unused portions
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Refunds will be processed using the same payment method used for the original transaction
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Refund processing time: Typically 5-10 business days, depending on your payment provider

3.2 For Package Deals

To cancel a package booking, you must notify us in writing by email to [email protected]. The cancellation is only effective from the date we receive your written notification.

Timing of Cancellation	Refund Policy
30 or more days before the package start date	Full refund including deposit (100%)
15-29 days before the package start date	70% refund (30% cancellation fee applies)
7-14 days before the package start date	50% refund (50% cancellation fee applies)
Less than 7 days before or no-show	No refund (0%)

Special Circumstances:

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High Season (Dec 15 - Jan 15): Stricter cancellation policies may apply; these will be clearly communicated in your booking confirmation
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Special Accommodations: Some accommodation providers may have their own cancellation policies that differ from ours. Any such variations will be clearly stated in your booking confirmation

3.3 Cancellations by Lappitude Oy

In rare circumstances, we may need to cancel your booking due to factors beyond our control or if minimum participation requirements are not met.

In such cases, we will:

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Notify you as soon as possible
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Offer you alternative dates, activities, or packages of similar value
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Provide a full refund if no alternative is suitable

Please note: Our liability for cancellations is limited to refunding the amount you have paid to us and we are not responsible for any incidental expenses you may have incurred as a result of your booking such as travel insurance, visas, travel expenses, or any other loss.

5. Weather & Safety

5.1 Weather Conditions

Lapland's weather is unpredictable and characterized by extreme seasonal variations. While this creates the unique Arctic experience we offer, it may occasionally affect outdoor activities.

Weather-Related Modifications

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We reserve the right to modify, reschedule, or cancel activities if weather conditions pose safety risks or make the activity impractical
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Weather-related cancellations initiated by us will result in either rescheduling to another date, providing an alternative activity, or offering a full refund
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Minor weather variations (light rain, cloudy skies, light snowfall) are part of the natural Lapland experience and are not grounds for cancellation or refund
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The final decision regarding safety and feasibility of activities rests with our experienced guides and staff

5.2 Natural Phenomena

Many of our experiences involve the opportunity to witness natural phenomena such as the Northern Lights (Aurora Borealis), wildlife, and other natural wonders.

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While we provide expert guidance to maximize your chances of witnessing these phenomena, they are natural occurrences that cannot be guaranteed
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The Northern Lights are dependent on solar activity, clear skies, and other atmospheric conditions beyond our control
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Wildlife sightings are never guaranteed as animals move freely in their natural habitat
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No refunds will be provided if natural phenomena do not occur or are not visible during your experience

5.3 Your Safety Responsibilities

For your safety and the enjoyment of all participants, you must:

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Follow all safety instructions and guidelines provided by our guides and staff at all times
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Inform us of any medical conditions, allergies, physical limitations, or special requirements before booking
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Ensure you have appropriate clothing and equipment as advised in our pre-trip information
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Refrain from participating in activities while under the influence of alcohol or drugs
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Report any safety concerns to our staff immediately

4. Changes & Modifications

4.1 Changing Your Booking

For Individual Activities

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Changes to date, time, or number of participants are subject to availability
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Change requests must be submitted at least 3 days (72 hours) before the scheduled activity
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Change requests with less than 3 days' notice may be subject to the cancellation policy
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If the cost of your modified booking is higher, you'll need to pay the difference
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If the cost is lower, the difference will be retained as credit for future bookings (valid for 12 months)

For Package Deals

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Changes to dates, accommodation, or package components are subject to availability
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Change requests must be submitted at least 30 days before the package start date
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Change requests with less than 30 days' notice may be subject to the cancellation policy
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An administration fee of €50 may apply to complex changes

4.2 Transferring Your Booking

You may transfer your booking to another person who satisfies all the conditions applicable to your booking by giving us notice as follows:

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Individual activities: At least 7 days before the scheduled activity
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Package deals: At least 30 days before the package start date

Both you and the person to whom the booking is transferred are jointly and severally liable for paying any outstanding balance and any transfer fees or charges.

4.3 Our Right to Make Changes

Minor Changes

We reserve the right to make minor changes to your booking that don't materially affect the nature or value of your experience:

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For individual activities: Moderate adjustments to routes, activity duration (within 10% of original time), or equipment provided
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For packages: Substitution of accommodations or transportation of equal or higher standard, minor changes to itinerary timing

Minor changes will not entitle you to a refund or compensation.

Significant Changes

For significant changes that fundamentally alter the nature or key elements of your package, we will:

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Notify you as soon as reasonably possible
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Offer you the choice to accept the changes, choose an alternative of equivalent value, or receive a full refund
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In some cases, provide appropriate compensation

6. Your Responsibilities

6.1 Documentation & Requirements

It is your responsibility to ensure that you and all members of your party have all necessary travel documentation and meet all entry requirements for Finland.

Required Documents

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Valid passport with at least 6 months validity beyond your stay
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Required visas for your nationality (not needed for EU/EEA citizens)
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Any required health certificates or documentation
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Proof of comprehensive travel & health insurance

Health & Fitness

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Some activities require a minimum level of physical fitness or may have age restrictions
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Disclose any medical conditions, disabilities, or pregnancy that might affect your ability to participate safely
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Inform us of any dietary requirements or allergies when booking

6.2 Conduct & Behavior

We expect all participants to conduct themselves with respect for others and the environment. This includes:

Respect for People

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Treating other participants and our staff with courtesy and respect
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Respecting local communities, customs, and traditions
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Following all guidelines and instructions from tour guides
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Refraining from disruptive, threatening, or offensive behavior

Respect for Environment

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Following all environmental guidelines and regulations
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Properly disposing of waste and recycling when facilities are available
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Not removing plants, rocks, or other natural items
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Respecting wildlife by maintaining a safe distance and not feeding animals

6.3 Compliance with Terms

We reserve the right to terminate your participation in any activity or service, without refund, if:

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You fail to follow safety instructions or guidelines provided by our staff
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Your behavior endangers yourself, other participants, our staff, or wildlife
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Your behavior significantly disrupts the experience for other participants
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Your behavior causes damage to property or the environment
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You appear to be under the influence of alcohol or drugs during activities

7. Liability & Insurance

7.1 Our Liability

We are committed to ensuring that all aspects of your booking are carried out with due care and professional diligence.

Limitations of Liability:

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Our liability is limited to a maximum of the total cost of your booking
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We accept responsibility for death, injury, or illness caused by the negligent acts and/or omissions of our employees, agents, suppliers, and subcontractors while acting within the scope of their employment
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We are not liable for any injury, illness, death, loss, damage, expense, cost, or other claim of any description if it results from:
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  The act(s) and/or omission(s) of the person(s) affected or any member(s) of their party
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  The act(s) and/or omission(s) of a third party not connected with the provision of your experience
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  Unusual or unforeseeable circumstances beyond our control
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  An event which we or the supplier of services could not foresee or forestall even with due care

7.2 Personal Property

We cannot accept responsibility for any loss or damage to your personal property unless caused by our proven negligence.

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We recommend that you secure adequate travel insurance to cover your personal belongings
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You are responsible for safeguarding your valuables, documents, and electronics during activities
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Some activities may require you to leave personal items in a designated secure area

7.3 Travel Insurance

We strongly recommend that all participants obtain comprehensive travel insurance before the start of their trip. Your insurance policy should cover:

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Trip cancellation and interruption
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Emergency medical expenses and evacuation
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Personal liability

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Lost or damaged baggage and personal effects
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Adventure activities coverage
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Weather-related disruptions

Participation in our activities is at your own risk. While we take all reasonable precautions to ensure your safety, adventure activities in Arctic conditions inherently involve some risk.

8. Legal Information

8.1 Consumer Rights

As a consumer, you are protected by Finnish and EU consumer protection laws and regulations. Nothing in these Terms and Conditions affects your statutory rights under these laws.

Key consumer rights include:

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The right to receive accurate and complete pre-contractual information
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The right to receive services that meet the description provided
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Protection against unfair contract terms
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Access to dispute resolution mechanisms

EU residents can access alternative dispute resolution services through theEuropean Commission's Online Dispute Resolution (ODR) platform

8.2 Complaints Procedure

We strive to provide exceptional experiences, but if you encounter any issues or are dissatisfied with our services, please follow this procedure:

Immediate Resolution: Inform our guide or representative immediately so we can attempt to resolve the issue on the spot
Formal Complaint: If the issue remains unresolved, please submit a formal complaint via email to [email protected] within 14 days of the end of your activity or package
Complaint Details: Include your booking reference number, date of service, details of the issue, and any supporting documentation (photos, receipts, etc.)
Our Response: We will acknowledge your complaint within 3 business days and provide a full response within 14 days
Further Action: If you are not satisfied with our response, you may seek assistance from Finnish consumer authorities or the EU ODR platform

8.3 Legal Framework

Governing Law

These Terms and Conditions, and any dispute or claim arising out of or in connection with them, shall be governed by and construed in accordance with the laws of Finland.

Jurisdiction

Any dispute, controversy, or claim arising out of or relating to these Terms and Conditions, or the breach, termination, or validity thereof, shall be finally settled by Finnish courts. The district court of Lapland (Lapin käräjäoikeus) shall have primary jurisdiction.

Severability

If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

9. Privacy & Data Protection

9.1 Data Collection & Usage

We collect and process personal data in accordance with the EU General Data Protection Regulation (GDPR) and Finnish data protection laws.

Personal Data We Collect:

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Contact information (name, email, phone number, address)
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Booking and purchase details
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Special requirements (dietary, medical, or accessibility needs)
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Emergency contact information
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Payment information (processed securely through our payment providers)

9.2 How We Use Your Data

We use your personal data for the following purposes:

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Providing our services: Processing your booking, managing your reservation, and ensuring your experience meets your requirements
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Communication: Sending booking confirmations, updates, and essential information about your experience
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Safety & security: Ensuring your wellbeing during activities and responding to emergencies
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Legal obligations: Complying with accounting, tax, and other legal requirements
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Marketing: With your consent, sending promotional offers and newsletters (which you can opt out of at any time)

9.3 Your Data Protection Rights

Under GDPR, you have the following rights regarding your personal data:

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Right to access your personal data
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Right to rectification of inaccurate data
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Right to erasure ("right to be forgotten")

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Right to restrict processing
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Right to data portability
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Right to object to processing

To exercise any of these rights or for more details about our data processing practices, please refer to our complete Privacy Policy or contact us at [email protected].

10. Contact Information

If you have any questions about these Terms and Conditions, your booking, or our services, please don't hesitate to contact us using the information below:

Contact Details

General Inquiries & Bookings:

Email: [email protected]

Phone: +358 403591660

Customer Support: