These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (the “Guest”, “Participant”, or “You”) and Arctic Footsteps (the “Company”, “We”, “Us”, or “Our”), a registered business in Norway (Org. No. 936600417) with business address in Longyearbyen, Svalbard, Norway.
These Terms form an integral part of the Arctic Footsteps Booking Contract and the Participant Waiver, Assumption of Risk and Release of Liability (together, the “Agreement”). In case of conflict between marketing descriptions and this Agreement, the provisions of the Booking Contract, these Terms, and the Participant Waiver prevail.
By making a booking with Arctic Footsteps, you accept and agree to be bound by these Terms on behalf of yourself and all members of your travel party. You are responsible for ensuring that all members of your party are informed of and agree to these Terms.
These Terms apply to all tours, activities, and services provided by Arctic Footsteps, including but not limited to:
Hiking and trekking tours
Snowmobile expeditions
City walking tours
Sauna and wellness experiences
Snowshoe adventures
Multi‑day expeditions
Custom and private tours
These Terms are governed by Norwegian law. Any disputes shall be resolved in Norwegian courts, with Tromsø Tingrett (Tromsø District Court) as the agreed legal venue.
You can make a booking through:
Direct contact: Info@ArcticFootsteps.com or +47 904 76 109
Our website: www.arcticfootsteps.com
Authorized booking platforms: GetYourGuide, Manawa
Your booking becomes binding when you receive written confirmation from Arctic Footsteps via email. The confirmation will normally include:
Tour/activity details
Date and time
Number of participants
Total price
Payment terms
Meeting point information
You are responsible for ensuring that all information provided at the time of booking is accurate and complete, including:
Full names (as per passport/ID)
Contact details (email, phone)
Medical conditions or disabilities
Dietary requirements and allergies
Emergency contact information
Valid driver’s license information
You must immediately inform Arctic Footsteps in writing if any of the above information changes before the tour date. Failure to update this information may result in refusal of participation without refund and may increase risks to yourself and others.
General activities (Hiking, City Walk, Sauna):
Minimum age: 12 years
Participants aged 12–17 must be accompanied by a parent or legal guardian
Snowmobile tours:
Drivers: 18+ years with valid driver’s license
Passengers: minimum age 16 years
Participants aged 16–17 must be accompanied by a parent or legal guardian
Snowshoe tours:
Minimum age: 14 years
Participants aged 14–17 must be accompanied by a parent or legal guardian
Multi‑day expeditions:
Minimum age: 16 years
Participants aged 16–17 must be accompanied by a parent or legal guardian
They are accompanied on the tour by a parent or legal guardian who is also participating;
The parent/legal guardian has signed the Participant Waiver (including the Minor Section for each minor) and the Booking Contract;
The minor meets the minimum age requirements for the specific activity.
Unaccompanied minors are not permitted on Arctic Footsteps tours, even with written parental consent.
We accept payment by:
Credit/debit card (Visa, Mastercard, American Express)
Bank transfer (allow 5 business days for clearance)
PayPal
Payment through authorized booking platforms
For bookings made 60+ days before activity date:
Deposit: 70% due within 7 days of booking confirmation
Balance: 30% due 15 days before activity date
For bookings made 30–59 days before activity date:
Deposit: 70% due within 3 days of booking confirmation
Balance: 30% due 14 days before activity date
For bookings made less than 30 days before activity date:
Full payment due immediately upon booking
For bookings made less than 7 days before activity date:
Full payment due immediately upon booking; booking subject to availability confirmation
All prices are quoted in Norwegian Kroner (NOK) , Dollar (USD) or Euros (EUR). Exchange rates may fluctuate; the applicable rate is the rate on the date of payment.
For bookings requiring individual invoices (not paid immediately via card/platform), an administrative fee of NOK 100 per invoice applies.
If payment is not received by the due date:
Your booking may be automatically cancelled;
Cancellation fees apply as per Section 4;
We are not obligated to send payment reminders.
All cancellations must be submitted in writing via email to Info@ArcticFootsteps.com. The cancellation date is the date we receive your written cancellation notice.
Individual Day Tours, Multi‑Day Tours (2–5 days), Private Tours:
60+ days before: full refund minus NOK 500 administrative fee
45–59 days before: 25% cancellation fee
30–44 days before: 50% cancellation fee
15–29 days before: 75% cancellation fee
8–14 days before: 90% cancellation fee
14 days or less before: 100% cancellation fee (no refund)
No‑show: no refund; full amount remains due
Punctuality and No‑Show
You must arrive at the designated meeting point at the scheduled time. If you are more than 15 minutes late, this will be considered a no‑show. No refund will be issued for late arrival or no‑show, and Arctic Footsteps is under no obligation to wait or reschedule.
You may transfer your booking to another person, subject to:
Written notice at least 7 days before the activity date;
The replacement person meeting all eligibility and fitness requirements;
Payment of a NOK 350 transfer administration fee;
The replacement person accepting these Terms and Conditions and signing the necessary documents.
Snowmobile drivers must have a valid driver’s license as described in Section 7.1.
Weather and Safety Cancellations
Arctic conditions are unpredictable. We reserve the right to cancel, postpone, or modify any tour due to:
Dangerous weather conditions
Avalanche risk
Polar bear activity in tour areas
Unsafe ice or snow conditions
Insufficient daylight or visibility
Temperature extremes posing safety risk
If we cancel for weather or safety reasons, you may choose:
1. Rescheduling to another available date (no additional charge);
2.Credit voucher valid for 12 months from cancellation date.
We are not liable for:
Travel expenses to/from Svalbard
Accommodation costs
Other tour bookings made with third parties
Lost wages or other indirect costs
Route Modifications
We reserve the right to modify tour routes, itineraries, and activities due to conditions on the day. No refunds will be provided for route changes made for safety or operational reasons, provided the main content and duration of the tour remain substantially as booked.
Minimum Participant Requirements
Tours may be cancelled if minimum participant numbers are not reached:
Notice: at least 48 hours before scheduled departure
Remedy: alternative date offered
We are not liable for cancellations, delays, or modifications caused by Force Majeure events beyond our reasonable control, including but not limited to:
War, terrorism, or civil unrest
Pandemics or epidemics
Government actions or travel restrictions
Natural disasters
Airport or port closures
Extreme weather events
In Force Majeure cancellations occurring after standard refund periods, we will provide:
A credit voucher for the paid amount, valid 12 months from cancellation date;
Option to reschedule when conditions permit.
Participants must honestly assess their own fitness level. General guidelines:
Easy tours (e.g. City Walk, Sauna): ability to walk on uneven surfaces for up to 3 hours; no significant mobility restrictions.
Moderate tours (e.g. Platåfjellet, Ice Cave tours, Snowshoe): good general fitness; ability to hike uphill for 2–4 hours with rest stops; comfortable walking on snow, ice, and uneven terrain; no severe cardiovascular or respiratory conditions.
Hard tours (e.g. Trollsteinen, full‑day glacier expeditions): excellent physical fitness; experience with long‑distance hiking recommended; ability to manage steep ascents/descents; comfortable with extended periods in cold conditions.
Snowmobile tours: ability to sit for extended periods, maintain upper‑body control, and react quickly to changing conditions; drivers must have adequate coordination and motor skills.
You must inform us in advance if you or any member of your party:
Have cardiovascular, respiratory, or mobility conditions;
Are pregnant (see Section 5.5);
Have epilepsy, diabetes, or conditions requiring medication;
Have recent injuries or surgeries;
Have allergies (especially food allergies for tours including meals);
Use mobility aids or have reduced mobility;
Have psychological conditions that may affect participation;
Take medications that may impair physical ability or judgment.
Failure to disclose relevant medical information may result in:
Refusal to participate on safety grounds (no refund);
Increased risk to yourself and others;
Liability for rescue, evacuation, medical, or operational costs if your undisclosed condition causes or contributes to an incident, illness, injury, emergency evacuation, tour cancellation, or early termination.
Arctic Footsteps reserves the right to invoice such costs to you and/or your family members or estate.
By booking, you confirm that:
You are physically and mentally fit to participate;
You have consulted appropriate medical professionals if in doubt;
You understand the physical demands described in the tour information;
You will not participate under the influence of alcohol or drugs;
You will follow all guide instructions and safety protocols at all times.
Arctic Footsteps reserves the right to refuse participation, without refund, if:
You are visibly intoxicated or under the influence of substances;
You have not disclosed relevant medical conditions;
You are not physically capable of safely participating;
Your condition or behavior endangers yourself, others, or the guide;
You refuse to follow safety instructions;
You do not have required equipment (e.g. valid driver’s license for snowmobile).
Pregnant participants:
Not permitted: snowmobile tours (driver or passenger);
Permitted with medical clearance: hiking, city walks, sauna (with restrictions);
Medical certificate required: for hiking tours beyond the first trimester;
Medical consultation strongly recommended: for all activities at any pregnancy stage.
Arctic Footsteps shall not be liable for complications arising from pregnancy during or after participation in tours.
Participants with dietary restrictions or food allergies must inform us at the time of booking. We will make reasonable efforts to accommodate requirements, but:
We cannot guarantee allergen‑free environments in remote locations;
Participants are responsible for bringing backup food if necessary;
We are not liable for allergic reactions if dietary needs were not disclosed in advance.
All participants must understand English sufficiently to comprehend the mandatory safety briefing, guide instructions, and emergency procedures. The safety briefing is conducted primarily in English. If a participant cannot understand English and cannot provide their own qualified interpreter acceptable to Arctic Footsteps, we reserve the right to refuse participation without refund, as effective communication is essential for safety in remote Arctic environments.
You must disclose any hearing impairments, vision problems, mobility limitations, neurological issues, or other sensory or physical conditions that may affect safety during the tour. If such conditions are not disclosed prior to the tour and cause or contribute to unsafe situations, accidents, or require tour modifications, Arctic Footsteps may deny participation without refund and bears no responsibility for any resulting injury or incident.
Safety is our absolute priority. All activities are conducted with comprehensive safety protocols, suitable equipment, and experienced guides trained in:
First Aid and CPR
Polar bear safety
Arctic emergency response
Wilderness navigation
Risk assessment and management
During all activities, participants must:
Follow all guide instructions immediately and without argument;
Stay with the group at all times (never wander alone);
Inform the guide immediately of any discomfort, injury, or concern;
Use provided safety equipment as instructed;
Respect wildlife and maintain safe distances;
Adhere to Leave No Trace principles;
Remain within designated safe areas;
Report hazards or dangerous conditions to the guide.
Failure to follow guide instructions, safety protocols, or group rules may result in removal from the tour without refund.
Svalbard is polar bear territory. All tours operate under strict polar bear safety protocols:
Guides carry polar bear safety equipment (e.g. rifles, flare guns);
Participants must follow guide instructions regarding polar bear awareness at all times;
Tours may be modified, halted, or evacuated if polar bears are sighted;
Participants must never approach, photograph at close range, or attempt to interact with polar bears;
Participants must stay within visual range of the guide at all times.
Arctic weather changes rapidly. Guides continuously monitor conditions and may:
Modify routes or activities;
Shorten or extend tour duration;
Seek shelter if conditions deteriorate;
Turn back before reaching the planned destination.
Participants must accept guide decisions on weather‑related changes.
Tours operate on a small‑group basis. All participants share responsibility for:
Maintaining a safe and reasonable group pace;
Supporting fellow participants where possible;
Communicating concerns to the guide;
Respecting group decisions made for safety.
In case of emergency:
The guide will initiate emergency protocols;
Satellite or other communication devices will be used to contact rescue services;
Participants must follow guide instructions precisely;
Search and Rescue (SAR) insurance is included in the tour price (see Section 8), but additional medical evacuation costs may apply.
It is strictly forbidden to approach, feed, touch, attract, disturb, or harass wildlife in any manner. Participants must maintain safe distances from all animals as instructed by the guide. Violation of wildlife protection rules will result in immediate termination of the tour with no refund.
If a participant is injured or harmed by wildlife due to negligent behavior, failure to maintain safe distance, or disregard of guide instructions, the participant assumes full responsibility and liability for all resulting consequences, expenses, and damages. Arctic Footsteps bears no responsibility for wildlife‑related injuries caused by participant negligence.
Firearms and polar bear safety equipment carried by guides are strictly for emergency protection purposes only. Customers and participants are absolutely prohibited from touching, handling, or attempting to access firearms, ammunition, flare guns, or other safety weapons under any circumstances.
Any breach of this rule constitutes a serious security violation and will result in immediate termination of the tour with no refund and may result in reporting to Norwegian authorities and legal action.
To drive a snowmobile on Arctic Footsteps tours, you must:
Be 18 years of age or older;
Hold a valid physical driver’s license for passenger vehicles (Class B or equivalent) accepted in Svalbard (Norway);
Hold a license issued by a country that is party to the Geneva Convention on Road Traffic (1949) or the Vienna Convention on Road Traffic (1968);
Present the physical driver’s license at tour start (digital copies are not accepted unless issued in Norway);
Confirm license validity in writing before the tour if requested;
Not be under the influence of alcohol, drugs, or impairing medications;
Be physically capable of operating the snowmobile safely.
If your driver’s license is invalid, not recognized in Norway/Svalbard, expired, or not physically presented at the start of the tour:
Your participation as driver will be refused;
You may be allowed to participate as passenger if space is available (at the passenger price only where applicable);
No refund or price adjustment is provided due to loss of driver status.
Snowmobile passengers must:
Be 16 years of age or older;
Be physically able to sit on the snowmobile for the tour duration;
Hold on securely and follow driver/guide instructions;
Not interfere with the driver’s control of the vehicle.
Minors under 16 years of age are strictly prohibited from operating any controls of the snowmobile (including throttle, brake, or steering) at any time. Minors aged 16–17 years may not drive snowmobiles and may only participate as passengers.[
All snowmobile participants receive a mandatory safety briefing covering:
Snowmobile operation and controls;
Hand signals and communication;
Group formation and following procedures;
Speed limits and safe distances;
Emergency procedures;
Polar bear safety protocols.
During snowmobile tours, participants must:
Follow the guide in single‑file formation;
Maintain a safe distance from the snowmobile ahead (minimum 20 meters, or as instructed);
Obey the guide’s speed limits and route instructions;
Never overtake the guide or other participants;
Stop immediately when the guide signals to stop;
Never operate the snowmobile recklessly or dangerously.
Zero‑tolerance policy applies:
Participants under the influence of alcohol or drugs will be refused participation (no refund);
Driving under the influence is illegal and dangerous in Arctic conditions;
The guide has authority to administer a sobriety assessment if concerns arise.
Participants are liable for damage to snowmobiles caused by:
Reckless driving (excessive speed, dangerous maneuvers);
Negligent behavior (ignoring guide instructions, leaving marked routes);
Operating the vehicle unsafely or contrary to instructions.
Damage costs are based on:
Authorized mechanic workshop estimates;
Actual documented repair or replacement costs;
Inspection and assessment fees (approximately NOK 2,500 per incident).
Optional Damage Insurance
Participants may purchase optional damage insurance:
Cost: NOK 150 per person per day (driver);
Cost for shared snowmobile: NOK 300 per snowmobile per day (covers both driver and passenger);
Coverage: up to NOK 2,500 of damage costs.
How the insurance works:
Damage under NOK 2,500: fully covered (no payment required);
Damage over NOK 2,500: participant pays the difference (total damage cost minus NOK 2,500);
No insurance purchased: participant pays full damage cost;
Partial insurance on shared snowmobile: if only one person on a shared snowmobile purchases insurance (NOK 150), maximum coverage is NOK 1,250.
Examples of damage costs (excluding assessment fees):
Minor damage (windshield, fender, luggage rack): NOK 3,000–8,000;
Moderate damage (suspension, body panels, front bar): NOK 10,000–25,000;
Major damage (frontal collision, rollover, engine damage): NOK 35,000–80,000+.
If snowmobile damage, accident, or third‑party harm results from negligent driving, failure to follow instructions, or breach of these rules, all associated costs (including repair, towing, third‑party compensation, and legal fees) remain the responsibility of the driver, subject to any optional damage insurance provisions.
Participants must provide credit card details to guarantee coverage of potential damage costs.
If a snowmobile breaks down due to mechanical failure (not caused by the participant):
The guide will arrange alternative transport or a replacement vehicle if possible;
No further liability or compensation applies.
Pregnant participants are absolutely prohibited from snowmobile tours (driver or passenger) at any stage of pregnancy.
All participants must have valid travel insurance covering:
Medical expenses and emergency treatment;
Medical evacuation and repatriation;
Personal accident and injury;
Trip cancellation and interruption;
Lost or stolen personal property.
Insurance requirements:
Valid for the entire duration of your visit to Svalbard;
Minimum medical coverage: EUR 100,000 or equivalent;
Includes Arctic/polar region coverage (some policies exclude polar regions);
24‑hour emergency assistance number.
You must be able to provide proof of insurance upon request, including:
Insurance certificate or policy document;
Insurer name and policy number;
24‑hour emergency contact number;
Confirmation that Arctic/Svalbard is covered.
Failure to hold adequate travel insurance does not exempt you from financial responsibility for medical treatment, evacuation, repatriation, or related costs. Arctic Footsteps is not responsible for any costs that your insurance does not cover or that your insurer declines.
All Arctic Footsteps tours include Search and Rescue (SAR) insurance, covering:
Emergency rescue operations connected to our tours;
Helicopter evacuation if required;
Rescue team mobilization costs.
SAR insurance does NOT cover:
Medical treatment costs (covered by your personal travel insurance);
Evacuation due to personal medical conditions not disclosed in advance;
Rescue resulting from negligent or reckless participant behavior;
Costs arising after rescue (hospitalization, further treatment, repatriation).
Arctic Footsteps is not liable for:
Insufficient insurance coverage;
Insurance claim denials;
Gaps in your insurance policy;
Medical costs not covered by your insurance;
Evacuation or repatriation costs beyond SAR insurance scope.
Svalbard has limited medical facilities. Serious medical issues typically require evacuation to mainland Norway (Tromsø) at significant cost.
Arctic Footsteps’ total liability for any claim arising from tour participation is limited to three times the tour price paid by the affected participant(s). This limitation does NOT apply to:
Personal injury or death caused by our negligence;
Damage caused by intentional misconduct by Arctic Footsteps.
Participants acknowledge that Arctic tourism involves inherent risks beyond our control, including but not limited to:
Extreme weather and temperature fluctuations;
Remote locations with limited communication and medical resources;
Polar bear and other wildlife encounters;
Ice, snow, and avalanche hazards;
Physical exertion in cold environments;
Distance from emergency services.
By booking, you acknowledge and accept these inherent risks on your own behalf and, where applicable, on behalf of all participants included in your booking. Participation is conditional on signing the Participant Waiver, which clearly sets out assumption of risk, release of liability, and indemnity provisions. Any participant who refuses to sign the Waiver will not be allowed to join the tour; such refusal is treated as a last‑minute cancellation by the participant, with no refund.
Arctic Footsteps is not liable for delays, cancellations, or modifications caused by Force Majeure events or third‑party failures (airlines, accommodation providers, etc.) beyond our reasonable control.
For multi‑day tours including accommodation, meals, or other third‑party services:
Arctic Footsteps may act as booking agent for those services;
Third‑party providers are responsible for their own services;
Arctic Footsteps is not liable for third‑party failures or deficiencies;
Complaints about third‑party services should be directed to the relevant provider.
Arctic Footsteps is not responsible for:
Loss, theft, or damage to personal property;
Loss of valuables left unattended;
Damage to cameras, electronics, or equipment from cold or moisture;
Items left behind on tours.
Participants are responsible for securing their own property.
By participating in our tours:
You consent to being photographed and/or filmed during activities;
Arctic Footsteps may use photos/videos for marketing and promotional purposes;
You may request removal of your image from future marketing materials, where reasonably possible;
You are responsible for your own photography ethics, including respecting others’ privacy.
In the event of an accident or incident resulting from customer or participant negligence, any defamatory statements, false claims, or intentionally misleading negative publicity disseminated by the customer or participants through social media, news media, review platforms, or other communication channels that unjustly damage Arctic Footsteps’ reputation may lead to legal action for defamation and a claim for damages, in accordance with applicable law.
For purposes of these Terms, “minor” means any person under 18 years of age.
Minors may only participate if:
Accompanied by a parent or legal guardian who is also participating;
The parent/guardian has signed the Participant Waiver (including the Minor Section) on behalf of the minor;
The parent/guardian accepts full responsibility for the minor’s safety and behavior;
The minor meets the minimum age requirements for the specific activity (see Section 2.4).
Minors traveling without a parent/legal guardian are not permitted on Arctic Footsteps tours, even with written parental consent. No exceptions.
The parent/guardian accompanying a minor agrees to:
Supervise the minor at all times during the tour;
Ensure the minor follows guide instructions;
Ensure the minor has appropriate clothing and equipment;
Disclose any medical conditions, allergies, or special needs of the minor;
Accept liability for the minor’s actions and behavior;
Accept financial responsibility for any damage caused by the minor.
Parents/guardians are responsible for assessing whether the activities are appropriate for their child’s:
Physical fitness and endurance;
Maturity and ability to follow instructions;
Tolerance for cold and challenging conditions;
Attention span for tour duration.
Arctic Footsteps provides age guidance, but the final decision rests with the parent/guardian.
Guides have authority to:
Refuse a minor’s continued participation if behavior is unsafe or disruptive (no refund);
Require the parent/guardian to remain closer to the minor if supervision is insufficient;
Modify activity difficulty for minors if necessary for safety.
In addition to other liability limitations in these Terms:
Arctic Footsteps assumes no special duty of care for minors beyond that provided to all participants;
Parent/guardian retains full parental responsibility during tours;
Guides are not childcare providers; the parent/guardian must supervise the minor.
If a minor deviates from the established route, ignores safety instructions, or engages in unsafe behavior resulting in injury, accident, search and rescue operations, property damage, or any related costs, Arctic Footsteps bears no responsibility. All such expenses (including search and rescue, medical treatment, evacuation, repairs, and operational disruption) shall be covered entirely by the parent or legal guardian.
Snowmobile Tours
Snowmobile and fuel
Protective suit (insulated overall)
Helmet
Gloves
Boots
Hiking/Snowshoe Tours
Snowshoes (where applicable)
Trekking poles (on request)
Safety equipment (first aid, communication devices, all carried by the guide, for the guide use only)
All Tours
Hot drinks and snacks (as specified in tour description)
Safety equipment (first aid, polar bear safety equipment, communication devices, all carried by the guide, for the guide use only)
All Tours
Warm layered clothing suitable for Arctic conditions
Base layers (thermal underwear)
Insulating mid‑layers (fleece, wool)
Windproof and waterproof outer layers
Warm hat
Warm gloves or mittens
Sunglasses (snow glare can be intense even in winter)
High‑SPF sunscreen and lip balm
Water bottle (minimum 1L, insulated recommended)
Backpack (20–30L for day tours)
Hiking Tours (Additional)
Sturdy hiking boots with ankle support (mandatory)
Extra warm layers
Personal snacks
Snowmobile Tours (Additional)
Warm layers to wear under provided suit
Extra Face mask or balaclava (highly recommended)
Hand warmers (recommended)
Multi‑Day Tours (Additional)
Larger backpack (30–40L)
Personal toiletries and medications
Headlamp with extra batteries
Multiple pairs of gloves/socks
Camera with extra batteries
All participant equipment must be in good condition and suitable for Arctic conditions. Guides may inspect equipment before tour departure. Participants may be refused participation if equipment is inadequate or unsafe, and in such cases no refund is provided. You are responsible for complying with the clothing and equipment list provided at booking.
Rental equipment may be available for some tours; please inquire in advance. Rental fees apply.
If you damage, lose, or fail to return any equipment provided by Arctic Footsteps (including but not limited to safety equipment, technical gear, communication devices, or protective clothing), you will be charged the full repair or replacement value. Payment must be made before departure from Svalbard or will be invoiced immediately thereafter.
Participants must:
Treat guides, staff, and other participants with respect;
Follow Leave No Trace principles;
Respect local culture and community;
Comply with all Svalbard environmental regulations;
Refrain from littering or damaging the environment;
Respect wildlife and maintain safe distances.
Participants must not:
Harass, threaten, or behave inappropriately toward others;
Damage equipment or property;
Collect plants, rocks, fossils, or artifacts (illegal in Svalbard);
Feed or approach wildlife;
Enter restricted or dangerous areas;
Use offensive language or behave in a disruptive manner.
Arctic Footsteps reserves the right to remove participants from tours, without refund, if:
Conduct violates these Terms;
Behavior endangers the safety of self, others, or the environment;
The participant is intoxicated or under the influence of substances;
The participant refuses to follow guide instructions.
Removed participants are responsible for their own return transportation and any costs incurred by Arctic Footsteps due to the removal (e.g. extra guide time, transportation, logistical changes). No refund will be provided.
Violations of Norwegian/Svalbard law (e.g. wildlife disturbance, cultural heritage damage, environmental violations) may result in:
Immediate tour termination (no refund);
Reporting to Norwegian authorities;
Fines and legal prosecution by Norwegian authorities.
If you have a complaint during a tour, you must:
Report it immediately to the guide so we can attempt to resolve the issue;
Document the issue (photos, notes, witness names if applicable);
Give us reasonable opportunity to remedy the situation.
Failure to report issues during the tour may affect your rights to compensation.
If issues cannot be resolved during the tour:
Submit a written complaint to Info@ArcticFootsteps.com within 14 days of tour completion;
Include booking reference, tour date, detailed description of the issue, and desired remedy;
We will respond within 14 days of receiving the complaint.
Claims must be submitted within 14 days of tour completion. Claims submitted after this period may not be considered.
If we cannot resolve the complaint through direct communication:
You may contact the Norwegian Consumer Council (Forbrukerklagene) for mediation;
As a last resort, disputes shall be brought before Norwegian courts with Tromsø Tingrett as the agreed legal venue.
Arctic Footsteps collects and processes personal data including:
Contact information (name, email, phone, address);
Identity information (date of birth, nationality, passport details);
Payment information (credit card details, transaction records);
Health information (medical conditions, allergies, disabilities) relevant to safety;
Driver’s license information (for snowmobile tours).
We process personal data to:
Complete bookings and provide services;
Ensure participant safety (medical information, fitness assessment);
Communicate with participants before, during, and after tours;
Comply with legal obligations (e.g. registration requirements, tax);
Improve services and send marketing communications (with consent).
We may share personal data with:
Emergency services and medical personnel (if required);
Accommodation providers and transport companies (for multi‑day tours);
Norwegian authorities (if legally required);
Insurance providers (in case of claims).
We do not sell personal data to third parties.
Personal data is retained:
During your relationship with Arctic Footsteps;
For up to 5 years after your last booking (for legal and accounting purposes);
Longer if required by Norwegian law.
Under GDPR and Norwegian data protection law, you have the right to:
Access your personal data;
Correct inaccurate data;
Request deletion of data (subject to legal retention requirements);
Object to certain data processing;
Withdraw marketing consent.
You may contact Info@ArcticFootsteps.com to exercise these rights.
These Terms, together with the booking confirmation, the Booking Contract, the Participant Waiver, and any additional written agreements, constitute the entire agreement between you and Arctic Footsteps.
If any provision of these Terms is found invalid or unenforceable, the remaining provisions remain in full force and effect.
Failure by Arctic Footsteps to enforce any provision does not constitute a waiver of that provision or any other provision.
Arctic Footsteps may assign its rights and obligations under these Terms to another company. You may not assign your booking or rights under these Terms without our prior written consent.
Arctic Footsteps reserves the right to amend these Terms at any time. Amended Terms apply to bookings made after the amendment date. Existing bookings remain subject to the Terms in effect at the time of booking.
These Terms may be translated into other languages for convenience. In case of conflict, the English version prevails.
For questions about these Terms:
Arctic Footsteps
Longyearbyen, Svalbard, Norway
Info@ArcticFootsteps.com
+47 904 76 109
Organization Number: 936600417
By booking with Arctic Footsteps, you acknowledge that:
You have read and understood these Terms and Conditions;
You accept these Terms on behalf of yourself and all members of your booking;
You understand the inherent risks of Arctic tourism;
You are physically and mentally fit to participate (or have disclosed relevant conditions);
You have adequate travel and medical insurance;
You will follow all guide instructions and safety protocols;
You accept responsibility for any minors in your booking;
You consent to our processing of your personal data in accordance with Section 14.
Thank you for choosing Arctic Footsteps. We look forward to providing you with an unforgettable Arctic experience.