1. Company Entity Details

Official Business Name: Fjord & Arctic Expeditions AS

Legal Form: Aksjeselskap (Norwegian Private Limited Liability Company)

Norwegian Commercial Organization Number: NO 923 847 129 MVA

Registered Office Address: Karl Johans gt. 25, 0159 Oslo, Norway

2. Executive & Board Representation

Chief Executive Officer (Managing Director): Lars Erik Lindqvist

Chairman of the Board: Astrid Solberg

3. Statutory Contact Information

Telephone Hotline: +47 22 86 80 00

General Customer Service Email: [email protected]

Direct Legal Department Email: [email protected]

4. Travel Licensing & Insolvency Protection

Fjord & Arctic Expeditions AS is a licensed tour operator under the jurisdiction of the Norwegian Travel Guarantee Fund (Reisegarantifondet). All travel package funds paid to us are 100% financially insured in full accordance with the Norwegian Package Travel Act (Pakkereiseloven).

Reisegarantifondet Registration ID: 2024/9912

5. Online Dispute Resolution (ODR)

The European Commission provides a platform for online dispute resolution (OS), accessible at https://ec.europa.eu/consumers/odr. We are legally willing to participate in dispute settlement proceedings before the Norwegian Travel Complaint Handling Board (Norsk Reiselivsforum / Paketkreiselovnemnda).

1. Data Controller Information

The Data Controller responsible for processing your personal data on this website under GDPR Article 4(7) is:

Fjord & Arctic Expeditions AS
Karl Johans gt. 25, 0159 Oslo, Norway
Email: [email protected] | Phone: +47 22 86 80 00

2. Categories of Data Collected

We process the following categories of personal data when you browse or book tours on our platform:

• Identity & Contact Information: Full name, nationality, email address, phone number, physical residential address.
• Travel & Booking Data: Preferred tour packages, dates, dietary requirements, emergency contacts, passport details (for Svalbard wilderness entry requirements).
• Payment & Transaction Data: Payment transaction reference tokens, billing addresses, tax receipt records (processed securely via PCI-DSS compliant gateways).
• Technical Technical Logs: IP address, device telemetry, browser type, referrer URLs, and cookie consent preferences stored locally in your browser.

3. Legal Basis for Processing

We process your data strictly pursuant to the following GDPR legal bases:

• Contractual Performance (Art. 6(1)(b)): To confirm and fulfill your expedition bookings and issue travel vouchers.
• Legal Obligations (Art. 6(1)(c)): To comply with Norwegian tax laws, MVA invoicing, and maritime passenger manifests.
• Legitimate Interests (Art. 6(1)(f)): To safeguard site security and maintain customer relation records.
• Explicit Consent (Art. 6(1)(a)): For non-essential analytics and cookie marketing tools.

4. Your Data Subject Rights

Under GDPR and the Norwegian Personal Data Act, you have the following enforceable rights:

• Right to Access (Art. 15) and receive a copy of your stored records.
• Right to Rectification (Art. 16) of inaccurate information.
• Right to Erasure / Right to be Forgotten (Art. 17).
• Right to Data Portability (Art. 20).
• Right to Lodge a Complaint with the Norwegian Data Protection Authority (Datatilsynet - datatilsynet.no).

1. Scope of Agreement

These General Terms and Conditions apply to all travel package bookings, excursions, and custom itineraries operated by Fjord & Arctic Expeditions AS. By submitting a booking request, you agree to enter into a legally binding contract under Norwegian jurisdiction.

2. Booking & Payment Schedules

A deposit of 20% of the total package value is required at the time of reservation confirmation. The remaining balance must be cleared no later than 30 days prior to the scheduled tour start date. For bookings made within 30 days of departure, full payment is due immediately.

3. Travel Protection & Reisegarantifondet

All customer funds paid for package travel are covered under the Norwegian Travel Guarantee Scheme. In the unlikely event of company insolvency, all pre-payments and return travel arrangements are guaranteed by Reisegarantifondet.

4. Fitness & Arctic Safety Requirements

Certain expeditions (e.g. Svalbard glacier trekking, ice fjord kayaking) require a baseline level of physical fitness. Travelers must disclose relevant medical conditions at booking. Fjord & Arctic Expeditions AS reserves the right to decline participation if safety rules are breached.

1. Statutory 14-Day Right of Withdrawal

Under EU Directive 2015/2302 and the Norwegian Angrerettloven, customers booking distance package travel have the right to withdraw from the contract without penalty within 14 calendar days of booking confirmation, provided departure is more than 30 days away.

2. Standard Cancellation Fee Schedule

If you cancel a booking outside the 14-day statutory period, the following fee schedule applies:

• 60+ Days Prior to Departure: 100% refund minus a 500 NOK administrative processing fee.
• 30 to 59 Days Prior: 80% refund of the total package price.
• 15 to 29 Days Prior: 50% refund of the total package price.
• 0 to 14 Days Prior: 0% refund (Travelers are advised to claim via comprehensive travel insurance).

3. Refunds Due to Unavoidable Circumstances (Force Majeure)

If severe Arctic storm conditions or safety alerts compel Fjord & Arctic Expeditions AS to cancel a tour prior to departure, travelers are entitled to a full 100% monetary refund processed within 14 business days back to the original payment method.

4. Refund Submission Procedure

To formally initiate a cancellation and claim a refund, please send an official email containing your Booking Reference Number to [email protected].