GENERAL TERMS AND CONDITIONS
§ 1 Reservations and payment
1.1 Registration is completed and binding when Polar Tracks Expeditions Inc has received a signed Booking Form, which includes acceptance of these General Terms and Conditions, and the deposit amount of 2,000 EUROS per person.
1.2 The remaining portion of the travel price shall be paid in two instalments; 50% of the travel price shall be paid no later than 190 days prior to the departure date and the remaining balance no later than 100 days prior to the departure date. Any partial or full fare not received within the deadlines outlined in this paragraph may result in the booking being cancelled by Polar Tracks Expeditions Inc, in which case all amounts paid shall be forfeited.
1.3 If a booking is made three months or less before the departure date, the full price shall be paid in connection with the booking.
1.4 Payments must be made promptly as per the instructions on the invoice issued once a Booking Form has been completed and submitted. Paying in USD is also possible.
§ 2 Travel details
2.1 Voyage description and itinerary for each voyage, as well as other details for the travel and information as regards health requirements, insurance requirements, visa and other immigration issues and other, can be found on Polar Tracks Expeditions Inc’s website. All information on the website is part of the agreement between Polar Tracks Expeditions Inc and the traveller.
2.2 The Traveler is responsible for fulfilling all requirements, including having a valid passport and necessary visas and other documentation, and for being able to carry out the trip, as well as for all injuries that he/she may incur during the trip. The Traveler is required to have insurance covering cancellation or trip interruption costs as well as medical evacuation costs. Any failure by the Traveler to comply with this provision and/or to provide proof of compliance with this provision 14 days prior to the departure, shall result in the cancellation of the trip and forfeiture of all amounts paid by the Traveler to Polar Tracks as liquidated damages. Furthermore, we strongly advise travellers to purchase insurance that covers them for all trip-related expenses in the event that they are unable to travel to the vessel due to covid-19 related issues. No refund will be issued by Polar Tracks Expeditions Inc. should the traveller be prevented from departing their home country, entering Norway, or any other situation that prevents them from getting to the vessel.
2.3 No alcoholic beverages may be brought on board by the Traveler.
2.4 It is not allowed to fly any UAV’s (unmanned aerial vehicles, or drones) on ships operated by members of AECO or IAATO.
2.5 Since the travel will take place out in the wilderness of nature, security is vital. The Traveler is aware of and accepts that adhering to safety routines and obeying the guides’ instructions is of critical importance. The Traveler acknowledges and accepts the inherent risks associated with arctic and remote expedition travel which may include bodily injury, risk of death and/or mental stress, anguish, and fatigue.
2.6 The travel is construed as group travel, meaning that the price is based upon group participation. No refund will be made by Polar Tracks Expeditions Inc in the event a Traveler chooses not to participate in all parts of the program or if a traveler withdraws from the trip prematurely, irrespective of reason.
§ 3 Traveler’s cancellation
3.1 A Traveler must notify Polar Tracks Expeditions Inc in writing of any cancellation. In case cancellation is made more than 190 days prior to departure date, the traveler forfeits 500 EUROS to cover administrative costs. In case cancellation is made less than 190 days prior to the departure date, the full fare due at the time of cancellation will be forfeited. All payments made by the Traveler are non-refundable in the case of the Traveler canceling their participation.
3.2 In order to minimize loss in the event of trip cancellation or interruption, each Traveler is required to secure trip cancellation and interruption insurance as well as medical evacuation insurance for the period of travel in question as per Section 2.2. Any failure to comply with this provision that is not remedied within 14 days prior to the departure date shall result in the cancellation of the trip and forfeiture of all amounts paid to Polar Tracks as liquidated damages.
§ 4 Polar Tracks Expeditions Inc’s cancellation or alteration
4.1 The travels arranged by Polar Tracks Expeditions Inc are carried out in remote parts of the world where weather and ice conditions are extreme and unpredictable, and where unforeseen events outside the control of Polar Tracks Expeditions Inc may occur, requiring Polar Tracks Expeditions Inc to quickly adapt to new circumstances. Polar Tracks Expeditions Inc thus reserves the right to cancel, or, as the case may be, change the conditions for the travel or change the itinerary either before or during the trip.
Polar Tracks Expeditions Inc always strive for making the voyage as best as possible for the Travelers and a decision to cancel an initial plan or change the travel conditions (travel dates, travel route, etc) will always be made in the interests of the Travelers and with safety in mind.
4.2 If the minimum number of Travelers as listed in the voyage description is not met, Polar Tracks Expeditions Inc has the right to cancel the voyage. Such cancellation shall be notified to the Travelers no later than 90 days prior to departure date. In case cancellation is made according to this paragraph, Polar Tracks Expeditions Inc shall repay all payment made from Travelers but shall have no further obligations in relation to the Traveler.
4.3 Polar Tracks Expeditions Inc shall never be liable to pay any compensation (for airfares, visas, insurance or other) or damages because of a canceled or changed travel if:
(a) the cancellation or change of a travel is caused by the Traveler;
(b) reason for the cancellation is that the minimum number of registered Travelers as stated in the voyage description is not met, and the cancellation has been notified in writing to the Traveler;
(c) the cancellation or change of the travel is due to a circumstance which was beyond the control of Polar Tracks Expeditions Inc’s and the occurrence of which were not possible to avoid or overcome, would create safety risks or are not economically reasonable to remedy; or
(d) the liability to pay damages cannot be considered reasonable.
§ 5 Price changes
5.1 Polar Tracks Expeditions Inc reserves the right to change the price for the trip due to fluctuations in currency or fuel costs or due to changes in taxes or fees which affect Polar Tracks Expeditions Inc’s costs for the travel. A potential increase in price should not exceed more than 50 EUROS per night per passenger, and if implemented, must legally be communicated to the passengers no later than 20 days before the voyage departure.
§ 6 Liability limitations
6.1 Polar Tracks Expeditions Inc accepts no responsibility whatsoever for any loss or damage to any property or for any injury, illness or death to any person in the tour which results from any contact with or service provided by any agent, contractor, supplier or provider, nor for any such loss, damage, injury, illness or death if it occurs in transit to or from the tour.
§ 7 Complaints
7.1 If the Traveler considers Polar Tracks Expeditions Inc’s services to be deviating from what is agreed, the traveler must notify Polar Tracks Expeditions Inc in writing thereof immediately after having noticed such deviation. If not notifying Polar Tracks Expeditions Inc within this time, or notifying Polar Tracks Expeditions Inc more than one month after finishing the trip, the Traveler may not invoke any deviations from the agreement in relation to Polar Tracks Expeditions Inc.
§ 8 Applicable law
8.1 Canadian law shall govern the agreement between Polar Tracks Expeditions Inc and the Traveler.
These General Terms and Conditions are applicable to all bookings of travels from:
Polar Tracks Expeditions Inc. 5031 Barron Cres NW Calgary, AB T2L 1T8 Canada