TERMS AND CONDITIONS

COLDSPOT – SINGLE DAY TOURS


The following terms and conditions apply when booking tours with Coldspot. Note also that this can apply for services rendered by a third party.

If you have any questions before the tour, please e-mail to coldspot@coldspot.is.

Booking conditions

A tour is not confirmed until payment is received and participant has received a confirmation e-mail. Make sure to be able to present your confirmation in print or on an electrical device at pick-up.

We accept VISA and MasterCard. If you have any questions regarding payments, please write to us at coldspot@coldspot.is.

General Conditions & Liability

Coldspot reserves the right to cancel or alter tours and schedules without prior notice should the necessity arise due to weather, road conditions and/or any other irregularity outside Coldspot’s control.

No responsibility is accepted for losses, expenses due to delays, changes of flights, or other services or because of strikes, accidents, sickness, damage, negligence, weather, war, changes in schedules, or other similar causes. Coldspot does not assume responsibility for accidents or death that can be traced to the participant´s negligence, acts of third parties or exterior circumstances such as weather, natural occurrences, war or other similar causes.

We advice all our customers to have adequate travel insurance.

Cancellation and refunds

All cancellations by participants must be made by e-mail to coldspot@coldspot.is.

  • Cancellation received less than 48 hours but more than 24 hours prior to departure are 50% refundable.
  • No refund for cancellation received less than 24 hours prior to departure.
  • No refund for participants not showing up at the pickup place and time in accordance with the booking confirmation.

If Coldspot cancels tours for any reason, customers receive full refund, regardless of when such cancellations are made.

TERMS AND CONDITIONS

COLDSPOT – MULTI DAY TOURS


1. Definitions

CS – Coldspot ehf.
Client – the buyer company.
Traveller(s) – the individual(s) who travels to Iceland or individual(s) within the group. Group – consist of 4 travellers or more.

2. Icelandic VAT System Affecting Tourism:

As of 1 January 2016, tour operators, coach companies, activities, day tours and expeditions are subject to 11% VAT. There are two levels of VAT in Iceland 11% and 24%. The lower level of VAT 11% includes tour operators, hotels, restaurants, coaches, activities, day tours and expeditions. The higher level of VAT 24% includes car rental.

3. Bookings

Bookings must be made in writing, by e-mail, to coldspot@coldspot.is for individuals and for groups and confirmed in writing, by CS in order to be valid. Every detail regarding the booking must be included in order for CS to ensure efficiency. This includes each traveller´s name, flight information, whether a transfer service from Keflavik airport is required, and details on accommodation, tours and other requested services, such as related to specific needs.

4. Rooming lists

A rooming list must be sent to CS no later than 10 weeks (70 days) prior to the travellers’ arrival, and a final rooming list at least 6 weeks (42 days) prior to travellers’ arrival.

5. Single, Double, Triple & Quad Rooms

Single supplements are often payable for sole occupancy of a room. A single room does not guarantee the provision of a double or twin room, and in some cases may be smaller. A double bed often consists of two single beds pushed together, using double bed base linen (although it is not unusual for single duvets to be provided in many hotels for doubles). For triple or quad occupancy, this may be a standard size room with either a camp bed, rollaway, or mattress on the floor and space will therefore be limited.

6. Terms of payment

6.1 For Individual Travellers

A non-refundable deposit of 25% of the total package price for individuals, should reach CS when booking the tour (as confirmation) or the latest 8 weeks (56 days) prior to arrival, A proforma/deposit invoice will be sent in timely manner.

6.2 For Groups

A non-refundable deposit of 25% of the total package price for the group should reach CS when booking the tour or the latest 13 weeks (91 days) prior to arrival, A proforma/deposit invoice will be sent in timely manner.

6.3 Full payment

Full payment (less deposit) for groups and individuals shall reach CS at least 8 weeks (56 days) prior to arrival of travellers or upon confirmation of booking if done within 8 weeks (56 days), Final invoice will be sent in a timely manner.

In case of further delay of payments, CS will reserve the right to treat the booking as a cancellation and withdraw its confirmation of services.

NOTE: If payment is made by credit or charge card, CS accepts Visa and MasterCard.

7. Cancellation

All cancellations must be sent to CS in writing, by letter or e-mail, and need to be confirmed by CS in order to be valid. In conformity with business practices within the Icelandic travel industry, the Client is required to charge cancellation fees on the total package price to Client/traveller(s) as shown in Clause 8.

8. Cancellation charges

8.1 For Individual Traveller(s)

Time of cancellation for individuals:
4 weeks (28 days) prior to arrival 25% or deposit
3 weeks (21 days) and more than 1 week (8 days) 50%
1 week (7 days) and more than 72 hours 75%
Less than 72 hours 100%

8.2 For groups, individual(s) within a group or reduction of pre-ordered accommodation:

Time of cancellation for groups:
13 weeks (91 days) and more than 8 weeks (57 days) 25%
8 weeks (56 days) and more than 6 weeks (43 days) 40%
6 weeks (42 days) and more than 4 weeks (29 days) 50%
4 weeks (28 days and more than 2 weeks (15 days) 75%
2 weeks (14 days) prior to arrival 100%

8.3 Stricter cancellation policy for groups

Certain hotels may have stricter cancellation policies than stated above and will not exceed the charges as shown below. Please contact your CS sales representative for further information.

Time of cancellation for groups:
13 weeks (91 days) and more than 8 weeks (57 days) 25%
8 weeks (56 days) and more than 2 weeks (15 days) 50%
Within 2 weeks (14 days) prior to arrival 100%

Other cancellation fees may apply for mobile homes, ferry transfers, flights and other services supplied by a third party.

8.4

Please note that cancellation of one or more individuals within a group may cause a price increase for the group, or a cancellation fee will apply according to above rules for those cancelled travellers. The counting method for cancellation charges excludes the day of arrival and starts on the date when we receive written notice of cancellation, or on the date upon which your cancellation is treated as occurring because of non-payment. A week is seven days.

Conditions for Special Groups will be sent with each offer.

9. Insufficient Participation

If a service, which has been confirmed unconditionally, is cancelled by CS, for example, due to insufficient participation, cancellations will be made with at least 4 weeks’ (28 days) notice. CS shall make every effort to provide similar alternative arrangements without additional costs to the client / traveller. Should those alternatives not be to the client / traveller’s satisfaction, a full refund will be made of the amount paid.

10. Validity of prices

Pricelists
The rates and conditions for quotation are valid for 30 days from date of issue.

All rates quoted or shown in our tariffs are based on current purchasing prices in Iceland. CS reserves the right to increase/decrease prices already quoted or published in our price lists, but not invoiced yet, without notice, in the event of currency fluctuation, changes to government taxes, or due to any other cost increases beyond CS’s control. Once the final invoice has been issued, the price is guaranteed against any surcharge, unless an increase results from the following changes that are beyond the control of CS:

  • currency fluctuations relevant to the agreement.
  • the level of taxes or fees on the travel services included in the contract imposed by third parties not directly involved in the performance of the agreement, including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports; or
  • the price of the carriage of travellers resulting from the cost of fuel or other power sources revevant to the agreement
  • Reasonable notice will be given of the price change along with an explaination for the change. If an increase in the price exceeds 8%, the clients/travellers are entitled to cancel the booking with a full refund.

No price changes will be made 20 days prior to travellers’ arrival in Iceland.

Please note: Unforeseen admission fees to nature sites are not included in the price list.

11. Pricing

CS makes every effort to ensure that the most up to date and correct prices are shown on our website or in other documentation, but on occasion there might be an unfortunate pricing error or a change in prices might have occurred after publication of the material. CS reserves the right to correct any such errors or changes to advertised or confirmed prices as soon as reasonably possible or prior to invoicing. Once the invoice has been issued, the terms listed in Pricelists clause 10 above applies, however, not in the case of obvious typographical errors.

12. Surcharges

The following surcharges apply per booking: Letter of Invitation / suppliers confirmation: Only for services booked through CS: EUR 35/USD 42,- per booking. Amendment fee: If one requests amendments after the booking has been confirmed by CS, such as adding nights within the program, changing hotels or dates, an amendment fee of EUR 75/USD 90,- may be charged. Tailor-made packages: Once a tailor-made booking has been confirmed by CS, an amendment fee of EUR 75/USD
90 may apply for each requested amendment. Please note that there is no fee for booking additional pre/post nights in connection with a tour/package.

14. Public Holidays

On the following public holidays, a 100% surcharge applies to CS staff and tour guides: New Year’s Day / Good Friday / Easter Sunday / Whit Sunday / Independence Day (17 June) / Commerce Day (first Monday in August) / Christmas Eve (after 12:00 on 24 December) / Christmas day (25 December) / New Year’s Eve (after 12:00 on 31 December) For major cultural events, please see Practical Information on Iceland.

15. Children’s discount

Children’s discounts apply as set out in the Pricelists.

16. Liability

Force Majeure
CS disclaims responsibility for any loss, damage, accidents, sickness or changes in schedules resulting from causes beyond the control of CS. Such causes include, but are not limited to, acts of nature, labour disputes or any other irregularity beyond CS’s control. CS reserves the right to alter routes, itineraries or departure times, without prior notice, should the necessity arise. In case of any changes in flights (domestic and international), the travellers shall pay any additional cost caused by this, at the time the service is provided (extra hotel nights, meals, transfers etc.).

We advise all traveller(s) to have comprehensive travel insurance to meet all contingencies.

17. General liability

CS will not be responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:

  • The act(s) and/or omission(s) of the traveller(s) affected or any member(s) of their party or
  • the act(s) and/or omission(s) of a third party not connected with the provision of the services and which were unforeseeable or unavoidable or
  • circumstances beyond CS’s control as defined under Force Majeure.

Please note that individual travel insurance is not included in the tour prices. We advise all travellers to have comprehensive travel insurance to meet all contingencies. At no times is CS responsible for indirect (consequential) damages. Residents of EEA Member Countries should not forget to bring their European Health Insurance Card (EHIC).

18. Complaints by Traveller

All complaints must be submitted to CS in writing within 1 weeks (7 days) from traveller’s(s´) departure from Iceland. Otherwise, any possible compensation is not valid.

19. Site Inspection Policy

In the event of CS and a Tour operator, Agency or Business, agreeing to a Site inspection trip, CS will organize and do everything possible to negotiate good rates from suppliers on behalf of the Client. For all rates, including cost for staff and services for Site inspection trips, CS undertakes to charge net rates. All charges for inspection visits are to be finalized no later than 30 days after the visit takes place.

20. Confidentiality

Each party undertakes that it shall not disclose to any person/company any confidential information concerning the business, affairs, travellers, clients or suppliers of the other party for any purpose other than necessary to perform its obligations under this agreement.

Each party may disclose the other party’s confidential information:

a) to its employees, officers, representatives or advisers who need to know such information for the purposes of carrying out the party’s obligations under this agreement. Each party shall ensure that its employees, officers, representatives or advisers to whom it discloses the other party’s confidential information comply with this clause, or

b) as may be required by law, court order or any governmental or regulatory authority.

In the event of any type of sensitive information, the specific party is required to articulate its requirements clearly and in writing.

21. Governing Law

This agreement and any dispute or claims arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed and construed by the laws of Iceland. The parties irrevocably agree that the courts of Iceland shall have jurisdiction to settle any dispute or claim that arises out of or in connection with this agreement or its subject matter or formation (including non-contractual disputes or claims).

Published: January 10th 2018.