Terms & conditions Luleå Travel AB

Updated: 2 June 2023

Before making a reservation at Luleå Travel we encourage you to read these Terms and Conditions carefully, as they constitute a contract agreement between Luleå Travel AB and you from the time the booking is made. The person who makes the booking accepts these conditions on behalf of all the people in the group and is responsible for all payments due. By submitting a booking, you confirm to us that you comply with these arrangements.

1. Making a booking
By making a booking you are confirming that you are authorised to do so on behalf of all persons named in the booking and you are acknowledging that all members of your party agree to be bound by these Terms & Conditions. When your booking has been made, a confirmation will be sent to you by email using the email address that you have supplied. You should retain a copy of this confirmation for your reference. You should carefully check the details of your confirmation as soon as you receive it. You must contact Luleå Travel immediately if any of the details are incorrect or incomplete. We will always endeavor to rectify any inaccuracies or accommodate any alterations you wish to make to your booking. We cannot accept liability for any inaccuracies that are not brought to our attention within seven days of issuing your confirmation, nor can we accept responsibility for inaccurate information that you have supplied.

2. Payment terms
2.1 Paying for packaged tours.
For bookings made 45 days or more prior to arrival, a 25% non-refundable deposit must be paid at the time of the booking. A 25% non-refundable deposit is Luleå Travel’s standard, but this can be affected by third party regulations which are included in packaged tours and group bookings.

The remainder of the total price is to be paid 45 days prior to arrival. If payment is not received 45 days prior to arrival, Luleå Travel will treat this as a cancellation of the booking and withdraw its confirmation of services. The travel documents will be delivered to you once the full payment has been received. You will receive your travel documents: e-tickets, vouchers and itinerary via email.

2.2 Paying for activities
For all activities, a full payment is required upon booking to secure your seats. Your booking is confirmed once we receive your full payment. Tickets/vouchers will be sent automatically when booking online.

3. Prices
All prices are mentioned in SEK and include tax (VAT).

4. Amendments to your booking
You should notify us of any amendments to your confirmed booking by writing an email to info@luleatravel.com as soon as possible. Amendments are subject to availability and those made outside the cancellation period (see below) may be subject to cancellation charges. This fee can be up to 1% of the total cost of the booking.

5. Cancellation of your booking
5.1 Cancellation of packaged tours
Cancellations of packaged tours can be made by writing an e-mail to info@luleatravel.com and need to be confirmed by Luleå Travel in order to be valid. Any cancellations up to 46 days before arrival will be charged a total of 25% of the booking total or or an equivalent to the non-refundable deposit paid by booking. Cancellations between 45 and 31 days before arrival will be charged 75% of the booking total. Cancellations within 30 days before arrival will be charged 100% of the booking total.

5.2 Cancellation of activities
Cancellations of activities can be made by writing an e-mail to info@luleatravel.com and need to be confirmed by Luleå Travel in order to be valid. Any cancellations up to 14 days before the activity date will be fully refunded (minus 5% administration costs). Cancellations within 14 days will be charged 100% of the booking total. Equally, a booking made within 14 days of the scheduled activity will be 100% non-refundable for cancellations.

5.3 Third party regulations
For all excursions and activities not provided directly by Luleå Travel as the primary provider, Luleå Travel acts only as the selling agent for the relevant local supplier/s. The contract is thus between the client and the supplier directly, including any applicable terms and conditions the supplier may have regarding cancellation charges and matters of liability.

5.4 Cancellation note
Cancellation fees are charged regardless of any reasons, including medical. We strongly recommend arranging a travel insurance covering costs caused by cancellations due to health condition or other unforeseen circumstances.

6. Cancellations and changes made by Luleå Travel
In the unlikely event that Luleå Travel is unable to accommodate a confirmed reservation it may be necessary to offer an alternative of an equal or a superior standard. If at any time we need to make changes that will significantly affect your stay or we need to cancel your stay, we will tell you as soon as possible, offering a suitable alternative. This does not apply to minor changes or events during your stay, resulting from unusual or unforeseeable circumstances beyond our control.

We cannot be held responsible for cancelling your booking as a result of your failure to comply with any requirement of our Terms & Conditions, and we cannot be held liable for any expenses, costs or losses incurred by you as a result of any change or cancellation.

7. Northern Lights Tours
The Northern Lights tours are weather dependent, if in our opinion the aurora is not expected to be seen – cause of significant cloud cover or weak northern lights conditions, we reserve the right to reschedule the tour to another day or offer an alternative tour.

8. Circumstances beyond our control
We cannot accept responsibility for unforeseen circumstances beyond our control. These include (but are not limited to) adverse weather conditions, fire, strikes, lockouts, conflagrations, explosions, wars or warlike conditions, terrorist activity (or threat of such activity), industrial dispute, natural disaster, substantial restrictions on supplies or injuries and death of an individual(s) through accidental circumstances unconnected with Luleå Travel.

9. Accuracy of information on this website
Whereas we endeavor to ensure the information contained within this website is as accurate as possible, there will inevitably be instances where information may be incorrect or out of date. It is always advisable to check specific details that may be relevant to your booking prior to making that booking. For example, information relating to
regional or local attractions is intended for your general information and any changes to such attractions or facilities are beyond our control. We reserve the right to amend or remove information at any time and do not accept responsibility for keeping copies of any amended or deleted information.

10. Insurance
It is your responsibility to ensure that any insurance cover you have, provides adequate cover for your needs and for the duration of your stay. Participation in all activities we offer, you participate at your own risk. Read your policy carefully before traveling.

11. Snowmobiles
The snowmobiles in our packages are insured, but if a snowmobile you are driving is damaged there is a self-risk/excess fee of up to 10 000 SEK including VAT which will be required to be paid on site. To drive a snowmobile, you must be 16 years of age and have a valid driver’s license (A class Car driving license required, alternatively an “EU-card”) and be alcohol free at the time of the activity. Remember that the alcohol limit when driving in Sweden is .02 and at many activity providers it is 0. Children need to be at least 10 to sit on the snowmobile as a passenger. Under 10 years old they will sit in a sled behind the snowmobile.

12. Website Privacy
Reservations: In order to guarantee your reservation, you will need to provide us with specific personal details relating to that reservation. Your details will be used only for the purpose of handling that reservation and will be provided to the hotel in which you are staying for that specific purpose. When you make a reservation, we will use your email address for the purpose of fulfilling that reservation. This will include sending you an email to confirm your reservation and may include additional communication should we need to contact you regarding specific requirements or a cancellation.

13. Car Rental
Luleå Travel cooperates with the best and most reliable car rental suppliers in Sweden. Together we provide comprehensive car rental brokering services offering the best available prices, security and the best service in the market. You can be sure that the cars you rent through our service will be in excellent condition.

13.1 Age Requirements and Driving License
The minimum driver’s age for car rentals in Sweden is 18 years. The driver must present a valid driver’s license held for a minimum of one year at the time of rental.

13.2 Additional Driver
The person named on the reservation must be the main driver, who must be present at time of rental and the payer of any rental charges. Additional drivers can be added for a small fee per day for each additional driver.

13.3 Border crossing and toll roads
In case you purchased a package from Luleå Travel including border crossing towards Finland and/or Norway. Your rental car is registered for border crossing and road fees by Luleå Travel.

13.4 Traffic violations
By default Luleå Travel transfers all responsibility concerning traffic violations towards the renter of the vehicle. The renter is responsible for any traffic violation that occurs during the rental period. It is however possible that authorities, by lack of mandatory information, require Luleå Travel to pay for the traffic fine. In that case, Luleå Travel will charge the amount of the traffic fine + an administration fee.

13.5 Credit Card
Credit card with the main driver’s name is required for renting the vehicle. Cash and/or debit card deposits will not be accepted. The credit card imprint may be used to pay all extra charges, including extra insurance, parking fines, damages or any costs due to the car rental company as a result of the hire’s use of the car. At the time of rental, an authorization is obtained on your credit card based on the estimated rental charges. There must be sufficient credit on your card to cover all charges. Acceptable credit cards are American Express, MasterCard and Visa.

14. Amendments to terms and conditions
Luleå Travel reserves the right to make amendments to these terms and conditions when needed.

15. Complaints
Our main goal is to provide you with an excellent service. If you, for any reason, are not satisfied with your travel package or activity, we would like to hear about it. We recommend you contact us as soon as any incident occurs. All complaints must reach Luleå Travel within 10 days after your departure from Luleå. Otherwise, any possible compensation entitlement will not be valid.

16. Jurisdiction and restriction
Luleå Travel is based in Sweden and we follow Swedish law, rules and regulations. These Terms and Conditions are governed by and constructed in accordance with these laws and any dispute relating thereto shall be subject to the jurisdiction of the courts of Sweden.