Terms and Conditions

By browsing and using this website and booking our services, you agree to comply with and be bound by the following Terms and Conditions, along with Lapland Private Oy’s (hereinafter referred as the “Lapland Private”) Privacy Policy. These Terms govern the relationship between the Customer and Lapland Private in relation to all services provided in Finland or any other location where Lapland Private operates.

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 Lapland Private’s 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 case of increase in or due to the costs of supplies, subcontractor fees, fuel or currency exchange rates, and in case of change of taxes.

1.4 Lapland Private offers exclusive rates through its official website (laplandprivate.com) and its itinerary platforms. Lapland Private is not responsible for price differences on third-party platforms.

1.5 While Lapland Private strives for pricing accuracy, errors may occasionally occur. If a pricing error is discovered, Lapland Private reserves the right to cancel, amend, or limit any affected booking and will notify the Customer as soon as reasonably possible.

1.6 All presentation photos in documents (offers, quotes etc.) or at Lapland Private’s website are references only. Circumstances in real life may vary.

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

2.        Payments, Price Quotes, Confirmation and Late Bookings

2.1 General Confirmation Rule (Applies to All Bookings)

No services, reservations, or arrangements are considered confirmed until first payment has been received by Lapland Private.

For bookings made more than 60 days prior to arrival, Lapland Private requires a Service deposit to initiate provisional or pre-bookings with suppliers. Such pre-bookings are subject to changes due to availability in accordance with section 6 of these Terms and Conditions. Services are fully confirmed only once the final balance has been paid in accordance with the agreed payment schedule and final itinerary has been sent to the Customer.

For payments processed via third-party payment service providers, payment is considered received only once the funds have successfully settled and are under Lapland Private’s control. Initiation of payment does not constitute receipt.

2.2 Price Quote Validity

Lapland Private reserves the right to amend or withdraw quotations once the validity period has expired. For the sake of clarity, due to supplier availability constraints, Lapland Private does not guarantee accommodation or services beyond the stated validity period.

2.2.1 Bookings made more than 30 days prior to arrival
Price quotations are valid for 3 days, unless otherwise stated in writing.

2.2.2 Bookings made less than 30 days prior to arrival
Price quotations are valid for 24 hours only, unless otherwise stated in writing.

2.3 Payment Timeframes and Methods
Accepted payment methods are subject to availability and restrictions imposed by the applicable third-party payment service provider and may vary depending on the client’s country of residence.

Payment may be made via credit card, bank transfer, or other payment methods made available by the payment provider in the client’s geographical location, such as PayPal or specific card types (e.g. American Express), where supported.

2.3.1 Bookings Made More Than 60 Days Before Arrival
For bookings made more than 60 days prior to arrival, Service deposit (10% of total cost + any third-party deposits) is required at the time of booking.

The final balance is due no later than 60 days before arrival.

2.3.2 Bookings Made Between 60 and 30 Days Before Arrival

• Full payment is required to confirm services
• Payment may be made via credit card, bank transfer, or other available payment methods as specified in the quotation

Clients acknowledge that bank transfers may involve processing delays and accept the risk of availability changes, price adjustments, or service loss during this period.

2.3.3 Bookings Made Less Than 30 Days Before Arrival (Late Bookings)
Bookings made less than 30 days prior to arrival are considered late bookings.

• Full payment is required immediately
• Credit card payment is the standard payment method
• Bank transfers are accepted by request only, at Lapland Private’s discretion

The booking may be confirmed only once full payment has been received and is always subject to availability.

2.3.4 Bookings Made Less Than 14 Days Before Arrival
For bookings made 14 days or less prior to arrival:

• Payment must be completed via a secure payment link
• Credit card payment only
• Bank transfers are not accepted

2.4 Payment Processing and Chargebacks

Lapland Private uses third-party payment service providers to process Customer payments. Lapland Private does not control processing times, availability, or completion of payments and shall not be held liable for delays, failures, reversals, or interruptions caused by such providers.

In the event that a payment is reversed, disputed, or charged back after confirmation, Lapland Private reserves the right to cancel services, suspend the booking, or require immediate repayment in order to maintain the reservation.

2.5 Additional Payment Terms

2.5.1 Late payments may be treated as a cancellation. A late payment interest of the outstanding balance applies according to Finnish Interest Act.

2.5.2 All invoices are sent electronically to the client’s email address or issued as a direct payment link.

2.5.3 All prices are quoted in euros (EUR). Prices include applicable payment handling fees charged by Lapland Private.

2.5.4 Any currency conversion costs, exchange rate differences, or bank charges applied by the Customer’s bank or payment provider are the responsibility of the Customer.

2.5.5 A confirmation email will be sent once first payment has been received.

2.5.6 By proceeding with payment, the Customer confirms acceptance of these Terms and Conditions on behalf of all members of their travel party.

3.        Traveller Responsibilities

3.1 Customers undertake to provide accurate and complete personal information for themselves and their travel party no later than 30 days before arrival, including but not limited to:

• Full names and contact details
• Any medical conditions, physical limitations, allergies, or special fitness needs
• Names and ages of children and infants
• Rooming list
• Winter clothing sizes
• Flight, train, or bus schedules
• Menu requirements
• Any additional information required for the bookings

For certain activities such as husky sledding, snowmobiling, reindeer rides, and horseback riding, a maximum participant weight of 110 kg applies.

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

3.3 Customers must inform Lapland Private of all relevant medical conditions (for instance heart diseases, epilepsy, back problems etc.), physical limitations, special requirements (for instance pregnancy), or other factors that may affect participation in activities no later than the time full payment is made and services are confirmed. It is highly recommended that the Consumer consult the medical expert about person’s ability to participate to activity. If such information is not provided, or is provided late, Lapland Private shall not be held liable for any resulting limitations, exclusions, or inability to participate in activities. No refunds will be issued for services that cannot be provided or participated in due to missing, incomplete, or late disclosure.

3.4 Customers are responsible for arriving on time and in suitable physical and mental condition to participate in booked activities. No refunds will be issued for activities missed, denied, or curtailed due to late arrival, unfitness to participate, or failure to meet participation requirements. 

4.       Cancellation and Refund Policy

4.1 All cancellations must be submitted in writing.

4.2 A completed and signed Lapland Private Cancellation Request Form is required for all cancellations. The effective cancellation date is the date Lapland Private receives the signed form.

4.3 Cancellation fees apply as follows:

• +60 days before arrival: Service deposit and additional third-party deposits are non-refundable.
• 60-30 days before arrival: 70% of the total booking price will be retained
• 0-30 days before arrival: 100% of the total booking price will be retained

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

4.5 In the case of Group Booking, with whether single or split payment, where one or more Customers cancels and others don’t, cancellations are subject to cancellation fees. Lapland Private has right to cancellation fees also due to underutilization of Services and fees are determined in relation to how many Customers of the Group cancel. For example, if 5 out of 10-person group cancels the booking, half of the total order sum is subject to cancellation fees. Group of Customers are jointly and severally liable to Lapland Private regarding the fees.

4.6 Package Pricing Structure

Lapland Private offers travel packages as a single bundled price. Individual service costs are not itemized and do not represent refundable or recoverable amounts in the event of cancellation.

5.       Child Policy

5.1 Child rates for activities and accommodation are always determined by third-party suppliers and may vary depending on the service, typically ranging between 2 and 12 years of age.

5.2 Lapland Private applies child pricing strictly in accordance with third-party supplier terms and cannot override supplier age limits or pricing rules.

5.3 Infants and children must be declared at the time of booking. Undeclared children may be refused participation without refund.

6.       Booking And Itinerary Modifications Before and After the Arrival

6.1 All bookings are subject to availability at the time full payment is received, regardless of any prior communication, provisional confirmations, invoices, or quotations. Lapland Private accepts no liability for availability changes, supplier repricing, or service loss occurring before full payment is received.

6.2 Booking modification requests must be submitted in writing at least 60 days prior to arrival and before the final itinerary has been delivered to the Customer. All changes are subject to availability and Lapland Private’s approval. Customer undertakes the fact that certain services may be non-changeable or non-transferable. Alterations may incur cancellation fees of 100% for affected services.

6.3 Any approved change or modification to a booking may result in additional fees, including but not limited to supplier change fees, repricing due to availability or seasonality, administrative handling fees, or new booking costs.

6.4 After the final itinerary has been delivered to the Customer, any modification requests to the itinerary must be submitted in writing at least 21 days prior to arrival. All changes are subject to availability and Lapland Private’s approval. Customer undertakes the fact that certain services may be non-changeable or non-transferable. Alterations may incur cancellation fees of 100% for affected services and additional fees.

6.5 Lapland Private reserves the right to make minor modifications to bookings or itinerary due to operational or safety requirements. This can include, but is not limited to, changes to the date when the service is provided. Any changes will be communicated promptly by Lapland Private or by the third-party supplier.

6.6 After Customer’s arrival, modifications to the itinerary are not possible. However, Customers may request modifications but Lapland Private is not liable for any costs or losses incurred from the modifications. Cancellation fees also apply.

6.7 In the case of major modification to the booking or itinerary which occurred before the trip began and due to Lapland Private, Customer has right to terminate the agreement with Lapland Private. In this case Customer is entitled to full refund from the Lapland Private.

6.8 If the major modification to the booking or itinerary is due to third-party’s actions, weather conditions (such as lack of snow, storm, extreme coldness etc.) or other similar circumstances which are beyond Lapland Private’s control, and it has occurred before the arrival, Customer is not allowed to terminate the agreement.

If the Customer is unable to receive the Service due to modification whether the reason for changes occurred before or after the arrival, Lapland Private will do its best to offer alternative Services. However, alternative Services are subject to availability restrictions. In this case Customer is entitled to refund to the amount of the price difference, if any, between the alternative Service and Service Customer was unable to receive due to modification as well as in event where no alternative Service is available.

7.        Insurance

7.1 All Customers must hold comprehensive travel insurance valid for the full duration of the trip.

7.2 Insurance should include, at a minimum:

• Medical expenses and emergency treatment
• Trip cancellation and interruption, preferably including cancellation for any reason (CFAR)
• Coverage for force majeure events
• Coverage for winter and extreme activities, including but not limited to dog sledding, snowmobiling, skiing, snowshoeing, and similar Arctic activities

7.3 Lapland Private strongly recommends that Customers verify that their insurance explicitly covers the activities included in their itinerary.

7.4 Lapland Private shall not be liable for any loss, cost, expense, or damage arising from events or circumstances that are Customarily insurable, regardless of whether such insurance was obtained, available, affordable, or suitable for the Customer.

7.5 Customers are responsible for valid passports, visas, vaccinations, and required documentation.

7.6 Lapland Private has a General Finnish Liability insurance which covers Services produced by the Lapland Private.

7.7 Lapland Private is not responsible for delays, schedule changes, cancellations, or disruptions of flights or other transportation services not provided by Lapland Private. Flights are booked separately by the Customer. Lapland Private shall not be liable for missed activities, shortened stays, or other disruptions resulting from such delays or cancellations. No refunds will be issued by Lapland Private in these cases.

8.       Safety and Risks

8.1 Customers must follow all safety instructions provided by guides and suppliers.

8.2 Participation in Arctic and outdoor activities involves inherent risks which are accepted by the Customer.

8.3 Lapland Private reserves the right to exclude any participant posing a safety risk without refund.

9.       Third-Party Services

9.1 Certain services are provided by independent third-party suppliers. For the sake of clarity, Lapland Private has the right to use suppliers, subcontractors and third parties when delivering the Services.

9.2 These services are subject to the suppliers’ own rules and instructions. Failure to comply with suppliers’ instructions may result in Customer to be not allowed to participate in the services. Customer is also liable for damage caused to suppliers in failure to comply with the instructions.

10.    Services Outside of the Booking

In case where the Customer makes direct booking without Lapland Private’s involvement or requests that Lapland Private makes a booking for them, these bookings will be considered not to be part of the initial booking and therefore not part of the travel package. In these cases, it will be a question of a separate contract. A booking of a service in a described situation will not be governed by EU or Finnish Package Travel legislation and Lapland Private has no liability whatsoever regarding these separately booked services. In case of problems, Customer must contact to the one who has performed the services.

11.      Right to Terminate

11.1 Lapland Private reserves the right to terminate a booking due to non-compliance with payment terms or these Terms and Conditions, unsafe behavior, failure to provide required information or other material breach of these Terms.

11.2 In such cases, no refunds will be issued.

11.3 Customer has right to terminate a booking if defect so severely occurs that the purpose of the booking does not correspond to the initial purpose of the booking. In such an event, Customer is entitled to refund for the Services which were yet to be received and Lapland Private will take necessary steps to aid Customer be able to return to their home.

11.4. Customer also has right to terminate a booking in accordance with section 6.7 of these Terms.

12.     Notice of Defect and Indemnities

Lapland Private shall be deemed to have delivered its services in accordance with the Customer’s order, on time and with the right level of quality and quantity unless Customer has provided Lapland Private with written notice of possible defaults. Notice must be given to the Lapland Private within 30 days after the departure of the Customer.

Lapland Private shall indemnify personal injury, illness, death or similar damages to Customer only when damages are due to Lapland Private’s negligence.

Lapland Private shall be liable to indemnify Customer only the direct damage caused by the possible default to maximum up to the price of the Services on which the default has affected. All indirect damage or losses shall remain uncovered.

Lapland Private shall not be liable for any damage or losses caused by the Consumer’s failure to perform. For example, Lapland Private shall not be held liable for availability loss, supplier changes, or price adjustments resulting from Customer’s delayed payment.

In any event, whether in contract, tort or otherwise, the total liability of the Lapland Private shall not exceed the value of the confirmed order paid by the Customer.

13.     Force Majeure

13.1 Lapland Private shall not be liable for any default, damage, or loss due to a Force majeure events or to unreasonable impairment of its operations due to a similar cause including but not limited to natural disasters, pandemics, war, strike, lockout, government actions, travel restrictions, unsafe or impossible weather conditions to perform Services, e.g. lack of snow.

13.2 In the event that a Customer cancels due to a Force majeure event before arrival, the cancellation will be handled in accordance with these Terms and EU and Finnish law. If the Force majeure event has been occurred in the travel destination (Finland or other Nordic country destination), Customer has right to receive full refund.

13.3. In the event that a Customer cancels due to a Force majeure event which has occurred outside of travel destination (Finland or other Nordic country destination), the cancellation may be subject to the normal Cancellation and Refund policy as stated in the section 4 of these Terms.

13.4 Customers are strongly advised to hold travel insurance that covers force majeure-related cancellations and disruptions.

14.    Photography and Media Use

14.1 By making a booking, Customers consent to the use of photographs and videos for Lapland Private’s marketing purposes.

14.2 Customers may opt out by submitting a written request prior to travel.

15.    Language version

15.1 These Terms and Conditions are drafted in English. English is the governing and legally binding language of this agreement. Any translations provided on the website or elsewhere are for convenience only. In the event of any discrepancy or inconsistency, the English version shall prevail. 

16.    Governing Law and Jurisdiction

16.1 These Terms shall be governed and construed in accordance with the Finnish law. Finnish law shall be applicable for all matters arising out of or in connection with these Terms.

16.2 Any disputes shall fall under the exclusive jurisdiction of Finnish courts.

16.3 If a dispute concerning a package travel contract or another contract cannot be settled between the Parties, a Consumer has the right to refer the case to the Consumer Disputes Board (www.kuluttajariita.fi/en) for resolution. A Consumer wishing to refer a case to the Consumer Disputes Board must first contact Customer Advisory Services (www.kkv.fi/en/consumer-advice/).

16.4 The District Court of Lapland (Lapin käräjäoikeus), Rovaniemi, shall be the court of first instance.

17.     Severability

If any part, term or provision of these Terms is partly or wholly held invalid, illegal or unenforceable, the validity and enforceability of remainder of the provisions shall remain in full force and effect.

18.    Entire Agreement

As of the full payment of the booking, the final itinerary supersedes all prior contracts, statements or agreements, related to the booking, whether oral or written, between the Lapland Private and Customer and constitutes with the final itinerary, these Terms & Conditions, other possible appendices the entire agreement between the parties with respect to its subject matter.

19.    Non-Waiver

The Parties expressly reserve the right to enforce terms and conditions at any time. In the event of any failure of either Party to enforce any of its rights pursuant to the Contract, shall not constitute or be construed as a waiver of such terms and conditions.

20.   Transfer of the Booking

Save for the right to sell the receivables Lapland Private may not assign any of its rights or obligations under the booking without the prior written consent of the Customer. Notwithstanding aforesaid each Party may assign or otherwise transfer any of its rights or obligations under the booking to any company who is a subsidiary or a holding company of the same Party. In case of transferring the booking, Lapland Private ensures that the receiving company will comply with the Finnish and EU legislation and has given the applicable securities required by the law.

The Customer has right to assign any of its right or obligations under the booking to person who is suitable and fulfils the conditions set under the booking. Customer must give notice to Lapland Private about the transfer no later than seven days before the arrival. Transfer of the Booking may be subject to additional costs occurred to Lapland Private. Customer and the receiving party are jointly responsible to pay for the booking and costs occurred due to transfer.

21.     Travel Package Security and Registration

Lapland Private Oy is registered in the Travel Guarantee Register maintained by the Finnish Competition and Consumer Authority (FCCA).
Lapland Private Oy
Business ID: 3185652-2
FCCA Registry ID: 1258/23/Mj
The required security is in place in accordance with the Finnish Travel Services Act. This security protects Customers’ prepayments and ensures repatriation in the event of insolvency, as required by law.