Terms & Conditions

By booking a Northern Lights safari tour with us, you agree to the following Terms and Conditions. Please read these carefully before making your reservation.

Booking and Confirmation

• How to Book: You can book our Northern Lights minivan/bus tours through our website or by contacting us via email/phone. All bookings are subject to availability.
• Information Required: At the time of booking, you must provide accurate information including your full name, contact details (email and phone number), tour date, number of participants, and any special requirements (e.g. dietary or mobility needs).
• Payment: Full payment is generally required to confirm your booking (unless otherwise stated). We accept major credit cards and other listed payment methods on our website. All prices are in Norwegian Kroner (NOK) and include applicable taxes.
• Booking Confirmation: Once your booking and payment are received, we will send you a confirmation email with your booking details and a receipt. This confirmation represents a binding agreement. If you do not receive a confirmation within 24 hours of booking, please contact us.
• Vouchers/Tickets: Your email confirmation (or provided ticket/voucher) must be presented (printed or on a mobile device) at the tour departure. Bookings are personal to you and cannot be sold or transferred to others without our consent.

Cancellation Policy (Customer Cancellations)

We understand that plans can change. Our cancellation policy is designed to be fair:

• Free Cancellation (Full Refund): You may cancel your tour up to 24 hours before the scheduled departure time for a full refund of the tour price. No cancellation fees will be applied in this case.
• Late Cancellations (No Refund): If you cancel within 24 hours of the departure time, or fail to show up for the tour (no-show), no refund will be given. This is because it is usually too late for us to rebook your seat.
• How to Cancel: To cancel a booking, you must notify us as soon as possible via email or phone. The time of receipt of your cancellation request by us will determine if it falls within the free cancellation period. We will confirm your cancellation in writing (email).
• Refund Process: If you are eligible for a refund, we will process it as quickly as possible (typically within a few business days). Refunds will be issued to the original payment method used at booking. Please note that your bank or credit card provider might take additional time to post the refund.
• No Partial Refunds: Once the tour has commenced, if you decide to leave early or cannot complete the tour for any reason (by your own choice or behavior), no partial refunds will be provided.

Changes and Cancellations by Us (Operator)

While we aim to run all tours as scheduled, certain situations may require us to change plans or cancel a tour for safety and quality reasons:

• Possible Reasons for Cancellation: We reserve the right to cancel or reschedule a tour due to circumstances beyond our control, such as:
• Severe weather conditions or natural events that make travel unsafe (e.g. blizzards, heavy snowfall, icy roads, storms).
• Dangerous road conditions or road closures.
• Failure to meet a minimum number of participants required to operate the tour.
• Mechanical issues with the tour vehicle (bus or minivan) or other operational problems.
• Illness of the guide/driver or other staffing emergencies.
• Any force majeure event (including but not limited to natural disasters, strikes, epidemics, or government travel restrictions).
• Notification: If we must cancel or significantly change your booking, we will notify you as soon as possible using the contact information you provided. We may offer an alternative tour date or itinerary if available.
• Your Options if We Cancel: In the event that we cancel the tour (or propose a significant change that you do not accept), you will be entitled to either:
• A full refund of all monies you have paid for the affected tour, or
• A free rescheduling or booking transfer to an alternate date/tour of equivalent value (subject to availability and your agreement).
• No Further Liability: If we cancel a tour, our liability is limited to the refund of the tour price you paid. We are not responsible for additional expenses you may incur in relation to the canceled tour (e.g. travel or accommodation costs, airline tickets, etc.), so we recommend having travel insurance to cover such situations.
• Itinerary Changes: During the tour, the guide may adjust the route, timing, or destinations in response to weather or other unforeseen conditions (for example, changing locations to chase clear skies for Northern Lights, or ending the tour slightly early or late). Such changes, made in the interest of providing you the best possible chance to see the aurora and to ensure safety, do not entitle participants to a refund. We appreciate your understanding and flexibility.
• Weather Conditions: Please note that Arctic weather is unpredictable. We will make decisions with your safety and the likelihood of seeing the Northern Lights in mind. If weather conditions are poor but safe to travel, we may still run the tour in hopes of finding clearer skies; if the tour proceeds under suboptimal weather, no refund is given simply because of clouds or cold (see Aurora Guarantee below for our policy if no lights are seen). If weather makes the tour unsafe, we will cancel as per the above policy.

Northern Lights Sightings & Aurora Guarantee

Seeing the Northern Lights (aurora borealis) is a natural phenomenon and cannot be guaranteed. The intensity and visibility of the aurora depend on solar activity and local weather conditions, which are beyond our control. However, we want you to have the best possible chance and experience:

• Our Effort: Our guides are experts at “chasing” the Northern Lights. They use the latest weather and solar forecasts to find clear skies and aurora activity. We will make a sincere effort on the night of your tour to find the lights, including traveling to different locations if necessary.
• No Aurora Seen: If, despite our best efforts, no Northern Lights are seen during your tour, we offer you our Aurora Guarantee: a 50% discount on a future Northern Lights tour with us. This means you can join us again on another evening for half the normal price, giving you another chance to see the aurora.
• How the Discount Works: After a no-sighting tour, we will provide you with a promo code or voucher worth 50% off a subsequent tour. You can use this discount on your next booking with us. The discount is valid for one future Northern Lights tour per original participant who didn’t see the lights. (The specifics of the voucher validity period and how to redeem it will be explained in the communication you receive.)
• No Further Liability: If we cancel a tour, our liability is limited to the refund of the tour price you paid. We are not responsible for additional expenses you may incur in relation to the canceled tour (e.g. travel or accommodation costs, airline tickets, etc.), so we recommend having travel insurance to cover such situations.
• Conditions of Aurora Guarantee: The 50% discount is a goodwill gesture and no cash refund or partial refund is provided for tours where no aurora is seen. The tour is considered delivered as long as the guide made reasonable efforts to find the aurora. The discount voucher:
• Cannot be redeemed for cash and has no cash value.
• Is non-transferable (it’s intended for the original guest, unless we approve an exception).
• May have an expiration (typically valid for the same season or the next aurora season – we will inform you of any expiry). Please plan accordingly to use it in time.
• Important: The Aurora Guarantee applies only if no aurora is seen at all. If some Northern Lights appear but perhaps not as bright or long as hoped, the tour is still considered successful (partial sightings count as seeing the aurora). We do not offer discounts for “poor” aurora displays – only if nothing was visible. We appreciate your understanding that nature is unpredictable.

Guest Responsibilities and Code of Conduct

We strive to provide a safe, enjoyable experience for all guests. By joining our tours, you agree to uphold the following responsibilities and standards of conduct:

• Follow Instructions: Listen to and follow all instructions given by our guides and drivers. This is for your safety and the safety of the group. Stick with the group during stops, and do not wander off on your own without informing the guide.
• Timeliness: Arrive on time at the designated meeting point or pickup location as indicated in your booking confirmation. We usually ask guests to check in 10–15 minutes before departure. Tours depart on schedule; if you are late or cannot be located at the departure time, the tour may leave without you and this will be treated as a no-show (with no refund).
• Appropriate Clothing: Northern Lights tours take place at night in Arctic conditions. You must dress appropriately for cold winter weather, including warm layers, a winter jacket, hat, gloves, and proper insulated boots. We recommend wearing thermal underlayers and bringing extra warm clothing. If you arrive inadequately dressed for extreme cold, you risk discomfort or even health issues; our team may, at their discretion, refuse to take a guest who is clearly unprepared for the cold (for safety reasons). While we may provide some equipment like tripods for cameras or reflective vests for roadside stops, it’s your responsibility to have suitable attire.
• Personal Items: You are responsible for your personal belongings during the tour. Please keep your valuables secure. We are not liable for loss, damage, or theft of any personal items (cameras, phones, clothing, etc.) during the tour. It’s a good idea to have travel insurance that covers loss of personal property.
• No Alcohol or Drugs: For the safety and comfort of all guests, consumption of alcohol or illegal drugs is not permitted during our tours. You may not board the tour vehicle if you are visibly intoxicated or under the influence of drugs. We reserve the right to refuse service or remove from the tour (at any point) any person who is intoxicated, using drugs, or whose behavior is disruptive, abusive, or poses a safety risk. In such cases, no refund will be given, and any costs incurred as a result of removal (e.g. transport back to town) will be the guest’s responsibility.
• Respect and Behavior: Please be respectful towards other guests, our staff, and the environment. Harassment, violence, or discrimination of any kind will not be tolerated. Enjoy the natural environment without littering or causing damage. For example, if we stop in a wilderness area or at a fjord, do not leave trash behind and do not disturb wildlife.
• Health and Fitness: By joining the tour, you confirm that you (and any minors in your care) are in sufficient health to participate. Our Northern Lights chase is not physically strenuous (it mainly involves driving and short walks), but you may be exposed to cold and you might need to walk on snowy or icy surfaces. If you have any medical conditions, mobility limitations, or are pregnant, please consult your doctor if you’re unsure about participation, and inform us in advance so we can accommodate you as much as possible.
• Minors: Children under 18 are welcome on our tours only if accompanied by a parent or legal guardian. The adult guardian is fully responsible for the minor’s safety and behavior throughout the tour. Please ensure children are also dressed warmly and follow the guide’s instructions.
• Damage and Cleanliness: You will be held responsible for any damage you intentionally or negligently cause to our vehicle or equipment. For example, if a guest causes excessive mess or breaks something due to reckless behavior, we may charge the cost of cleaning or repairs to that guest. Please treat our property and vehicles with care so that we can all enjoy a clean, safe ride.

Assumption of Risk

By participating in our Northern Lights tours, you acknowledge and accept that there are inherent risks and uncertainties involved in outdoor and travel activities. These include (but are not limited to) the possibility of personal injury, property damage, delays, and inconveniences arising from weather, road conditions, wildlife encounters, and other natural or man-made factors. Specifically:

• You understand that winter weather in Northern Norway can be extreme, with very low temperatures, snow, and ice. There is a risk of slipping on ice or snow, experiencing cold-related ailments (frostnip, hypothermia), or other environmental hazards.
• You accept that travel by minivan or bus involves risks such as road accidents or vehicle breakdowns. We maintain our vehicles and employ experienced drivers to minimize these risks, but they cannot be completely eliminated.
• You agree that your participation in the tour is voluntary and at your own risk. You assume personal responsibility for preparing adequately (e.g. dressing suitably and following safety advice) and for acting prudently and responsibly during the trip.

While we take every precaution to ensure safety and comfort, by booking, you agree that you assume the risks of the journey. We strongly recommend that you have personal travel insurance that covers trip cancellations, medical expenses, personal injury, and property loss, as our liability is limited (see below). If you have any safety concerns or questions before or during the tour, please communicate with us or our guides immediately.

Limitation of Liability

• Our Duty of Care: We promise to deliver the tour services with reasonable skill and care. However, our liability to you is limited and we want to clearly state what we are and are not responsible for.
• No Liability for Uncontrolled Events: We are not liable for any loss, damage, or injury that results from circumstances beyond our control or that could not have been reasonably foreseen or prevented. This includes, for example, actions of third parties, force majeure events (see below), and inherent risks of the activities (as outlined in “Assumption of Risk” above).
• Force Majeure: Force majeure refers to events outside our reasonable control that prevent us from fulfilling our obligations. This includes natural disasters (e.g. heavy storms, avalanches), extreme weather, fire, flood, war, terrorism, civil unrest, epidemics/pandemics, government orders, or any other extraordinary event or circumstance. In such cases, we will attempt to reschedule or cancel with refund as described, but we will not be liable for additional compensation for the impact of such events on your tour (beyond refunding the tour price if applicable).
• Indirect or Consequential Losses: We are not responsible for indirect losses or consequential damages. For instance, we are not liable for missed flights, lost opportunities, or any costs incurred due to tour delays or cancellations (beyond the tour fee itself). We advise building some flexibility into your travel plans (e.g. not scheduling critical flights immediately after a tour) and obtaining travel insurance to cover unforeseen disruptions.
• Personal Injury and Property Damage: We are not liable for any personal injury, illness, or death, nor for any loss or damage to personal property, unless it is proven to have been caused by our negligence or willful misconduct. We carry the necessary liability insurance as required by Norwegian law, but any compensation for proven negligence will be limited to the extent permitted by law. We assume no financial liability for injuries or losses that occur due to your own actions, or due to risks inherent in adventure travel that are not caused by a lack of due care on our part.
• Maximum Liability: To the maximum extent allowed by applicable law, any liability on our part for any claim arising from your tour booking or participation (whether in contract, tort, or otherwise) shall not exceed the amount you paid for the tour in question. This limitation does not apply to cases of gross negligence or intentional wrongdoing on our part, or other liability that cannot be excluded or limited under law.
• Third-Party Services: In some cases, we might use trusted third-party providers (for example, a transport company for extra vehicles, or a partner company if we are fully booked). If any part of the service is provided by a third party, we will exercise care in selecting quality partners, but we are not responsible for the acts or omissions of these third-party providers. They may have their own terms and liability limits. However, we will do our best to assist you in resolving any issues that arise with third-party services.

By accepting these terms, you agree that you fully understand the limitations of liability as stated above.

Privacy and Data Protection

Your privacy is important to us. We collect personal information during booking (such as your name and contact details) and possibly during the tour (photos or feedback) in order to provide our services. We handle all personal data in accordance with our Privacy Policy and applicable data protection laws (including the EU General Data Protection Regulation – GDPR). In summary, any personal data we collect will be used only for legitimate business purposes – for example, to manage your booking, to communicate with you about tour details, and to comply with legal requirements. We do not sell your personal information to third parties. For full details on how we collect, use, store, and protect your data, and your rights regarding your personal information, please refer to our Privacy Policy (linked on our website). By booking with us, you acknowledge that you have read and accepted our Privacy Policy.

Changes to These Terms

We reserve the right to update or modify these Terms & Conditions at any time. Changes will typically be made to reflect updates in our policies, services, or legal requirements. Whenever we update the terms, we will publish the new version on our website with a new “Last Updated” date. It is your responsibility to review the Terms & Conditions periodically. Continuing to use our services or holding a future booking after changes to the Terms constitutes acceptance of the revised terms. If we make any significant changes that affect your rights or obligations, we will endeavor to notify you (for example, by email or a notice on our site).

Governing Law and Dispute Resolution

These Terms and Conditions and any disputes or claims arising from your booking or tour with us are governed by the laws of Norway. By booking with us, you agree that any dispute that we cannot resolve amicably shall be subject to the jurisdiction of the Norwegian courts. If you have any concerns or issues, we encourage you to contact us first to seek a resolution. We value our customers and will do our best to address any problems in good faith.

Contact Information

If you have questions about these Terms & Conditions or need to reach us for any reason, please contact us:

• Company: [Northern Lights Safari Tours]*
• Email: info@ourauroratours.com (example)
• Phone: +47 xxxx xxxx (example Norwegian phone number)
• Address: Tromsø, Norway (full address would be listed here)

We are here to help and ensure you have an amazing Northern Lights experience.