Terms & Conditions

Last updated: 27-05-2025

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 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 1 week 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 1 week 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. 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, dangerous road conditions or closures, failure to meet a minimum number of participants, mechanical issues with the tour vehicle, illness of the guide/driver, or any force majeure event.
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), 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. 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.
Weather Conditions: Arctic weather is unpredictable. We will make decisions with your safety and the likelihood of seeing the Northern Lights in mind. If the tour proceeds under suboptimal but safe weather, no refund is given simply because of clouds or cold (see Aurora Guarantee below). 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, 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.
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. The discount is valid for one future Northern Lights tour per original participant who didn't see the lights.
Conditions of Aurora Guarantee: The 50% discount is a goodwill gesture; no cash refund or partial refund is provided for tours where no aurora is seen. The voucher cannot be redeemed for cash, is non-transferable, and may have an expiration (typically the same or next aurora season).
Important: The Aurora Guarantee applies only if no aurora is seen at all. Partial sightings count as seeing the aurora. We do not offer discounts for "poor" aurora displays, only if nothing was visible.

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, for your safety and the safety of the group.
Timeliness: Arrive on time at the designated meeting point as indicated in your booking confirmation. 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.
Personal Items: You are responsible for your personal belongings during the tour. We are not liable for loss, damage, or theft of any personal items during the tour.
No Alcohol or Drugs: Consumption of alcohol or illegal drugs is not permitted during our tours. We reserve the right to refuse service or remove from the tour any person who is intoxicated, using drugs, or whose behavior is disruptive, abusive, or poses a safety risk, with no refund.
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.
Health and Fitness: By joining the tour, you confirm that you (and any minors in your care) are in sufficient health to participate. If you have any medical conditions, mobility limitations, or are pregnant, please consult your doctor and inform us in advance.
Minors: Children under 18 are welcome only if accompanied by a parent or legal guardian, who is fully responsible for the minor's safety and behavior throughout the tour.
Damage and Cleanliness: You will be held responsible for any damage you intentionally or negligently cause to our vehicle or equipment.

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, including the possibility of personal injury, property damage, delays, and inconveniences arising from weather, road conditions, wildlife encounters, and other natural or man-made factors. You agree that your participation in the tour is voluntary and at your own risk, and you assume personal responsibility for preparing adequately and acting prudently during the trip. We strongly recommend that you have personal travel insurance that covers trip cancellations, medical expenses, personal injury, and property loss.

Limitation of Liability

Our Duty of Care: We promise to deliver the tour services with reasonable skill and care. 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.
Force Majeure: We will not be liable for failure to fulfil our obligations due to events outside our reasonable control, including natural disasters, extreme weather, fire, flood, war, terrorism, civil unrest, epidemics/pandemics, or government orders. We are not responsible for indirect or consequential losses such as missed flights or accommodation costs.
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 proven to have been caused by our negligence or willful misconduct. We carry the liability insurance required by Norwegian law.
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 shall not exceed the amount you paid for the tour in question. This limitation does not apply to gross negligence or intentional wrongdoing, or other liability that cannot be excluded under law.
Third-Party Services: 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, who may have their own terms and liability limits.

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 handle all personal data in accordance with our Privacy Policy and applicable data protection laws (including the EU General Data Protection Regulation, or GDPR). 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, please refer to our Privacy Policy. 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. 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 constitutes acceptance of the revised terms.

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.

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
Email: post@northernlightssafari.com
Address: Tromsø, Norway

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