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’s 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 the event of unforeseen cost increases beyond its control, including but not limited to taxes, fuel surcharges, and subcontractor fees.
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 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 full payment has been received by Lapland Private. Any deposits paid secure pricing intent only and do not constitute confirmation of services.
For bookings made more than 60 days prior to arrival, Lapland Private requires a non-refundable reservation fee (deposit) to initiate provisional or pre-bookings with suppliers. Such pre-bookings do not constitute final confirmation. Services are fully confirmed only once the final balance has been paid in accordance with the agreed payment schedule.
All bookings are subject to availability at the time full payment is received, regardless of any prior communication, provisional confirmations, invoices, or quotations.
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.
Lapland Private accepts no liability for availability changes, supplier repricing, or service loss occurring before full payment is received.
2.2 Price Quote Validity
2.2.1 Bookings made more than 30 days prior to arrival
Price quotations are valid for 3 days, unless otherwise stated in writing. Due to supplier availability constraints, Lapland Private does not guarantee accommodation or services beyond the stated validity period.
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. Lapland Private reserves the right to amend or withdraw quotations once the validity period has expired.
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, a non-refundable reservation fee (10% of total cost + any third-party deposits) are required at the time of booking.
The final balance is due no later than 60 days before arrival. Services are fully confirmed only once full payment has been received.
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 - No services are confirmed until full payment has been received, regardless of
payment method
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
Lapland Private shall not be held liable for availability loss, supplier changes, or price adjustments resulting from delayed payment on late bookings.
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 fee of 7% of the outstanding balance may apply.
2.5.2 Accommodation payments must be made in advance and are subject to the terms of the accommodation provider. All accommodation deposits are non-refundable unless otherwise stated.
2.5.3 All invoices are sent electronically to the client’s email address or issued as a direct payment link.
2.5.4 All prices are quoted in euros (EUR). Prices include applicable payment handling fees charged by Lapland Private.
2.5.5 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.
2.5.6 A confirmation email will be sent once full payment has been received.
2.5.7 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 are responsible for providing 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 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 Customers are responsible for arriving on time and in suitable conditions to participate in booked activities.
4. Cancellation 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:
- Reservation fees and third-party deposits are non-refundable
- 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
4.4 If third-party suppliers or accommodation providers enforce stricter cancellation terms, those terms shall apply.
4.5 Lapland Private will always seek to recover and refund any costs that are refundable under third-party supplier terms; however, refunds are limited to amounts successfully recovered.
4.6 No refunds will be issued for unused, denied, or voluntarily declined services, including missed tours, late arrivals, or early departures.
4.7 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. Any refunds are limited to amounts successfully recovered from third-party suppliers, in accordance with these Terms and Conditions.
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 13 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 Changes
6.1 Booking modification requests must be submitted in writing at least 30 days before arrival. All changes are subject to availability and approval.
6.2 Certain services may be non-changeable or non-transferable. Alterations may incur cancellation fees of up to 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 Lapland Private reserves the right to modify bookings due to operational or safety requirements. Any changes will be communicated promptly.
7. Insurance and Liability
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. The responsibility to obtain appropriate insurance coverage rests solely with the customer.
7.5 Lapland Private is not liable for personal injury, illness, or death unless caused by proven negligence of Lapland Private staff during work duties.
7.6 Lapland Private is not liable for disruptions caused by weather, illness, political unrest, natural disasters, or other force majeure events.
7.7 Customers are responsible for valid passports, visas, vaccinations, and required documentation.
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.
9.2 These services are subject to the suppliers’ own terms and conditions.
9.3 Lapland Private is not liable for service disruptions caused by third-party providers.
10. Right to Terminate
10.1 Lapland Private reserves the right to terminate a booking due to non-compliance with payment terms, unsafe behavior, or failure to provide required information.
10.2 In such cases, no refunds will be issued.
11. Force Majeure
11.1 Lapland Private shall not be liable for failure to perform obligations due to force majeure events, including but not limited to natural disasters, pandemics, government actions, travel restrictions, extreme weather, or other events beyond reasonable control.
11.2 In the event that a customer cancels due to a force majeure event, the cancellation will be handled in accordance with Lapland Private and third-party supplier terms.
11.3 Lapland Private will make reasonable efforts to recover and refund any refundable costs; however, no refunds are guaranteed.
11.4 Customers are strongly advised to hold travel insurance that covers force majeure-related cancellations and disruptions.
12. Photography and Media Use
12.1 Customers consent to the use of photographs and videos for Lapland Private’s marketing purposes.
12.2 Customers may opt out by submitting a written request prior to travel.
13. Governing Law and Jurisdiction
13.1 These Terms are governed by Finnish law.
13.2 Any disputes shall fall under the exclusive jurisdiction of Finnish courts.
13.3 The District Court of Lappi (Lapin käräjäoikeus), Rovaniemi, shall be the court of first instance.
13.4 If any provision is deemed invalid or unenforceable, the remaining provisions shall remain in full force and effect.
14. 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.
