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Booking terms and conditions

- Effective as of 21 October 2020
See past terms here.

Nordicvisitor.com is the online booking site and trading name of Nordic Visitor hf. Our registered headquarters are at Bíldshöfði 20, 110 Reykjavík, Iceland (registration no. 690405-0590). Nordic Visitor hf. is registered in Iceland with the VAT number 90937 and licensed by Iceland Tourism Board registration (license number 2008-006).

Nordic Visitor operates in compliance with the EU Package Travel Directive. All payments towards services that fall under this EU law are safeguarded with an insurance protection that guarantees you a refund in the unlikely event of insolvency.

These booking conditions govern all bookings made with Nordicvisitor.com, whether processed by our office in Iceland, Sweden, or Scotland. Any booking made or order placed by a customer, whether through the company's website or otherwise, shall be deemed an offer by the customer to purchase the relevant package or travel arrangement subject to these booking conditions. By submitting a booking, you warrant and confirm to us that you comply with these arrangements. No contract between the customer and Nordic Visitor shall come into existence until Nordic Visitor receives the required deposit payment and issues a confirmation invoice. The customer making the booking accepts these conditions on behalf of all members of their travel party and is responsible for payment due from the party in entirety.

Booking services with Nordic Visitor are only available to persons who are at least 18 years old. Additionally, individuals under the age of 18 on a Nordic Visitor tour must be accompanied by an adult.

Our company is fully licensed by the governments of the countries where we have local offices: Iceland, Sweden, and the United Kingdom. We are also members of various travel industry associations in Northern Europe.

Nordic Visitor operates in compliance with the EU General Data Protection Regulation (GDPR), a regulation in EU law on data protection and privacy for consumers.

 

At Nordic Visitor, we do our utmost to respond to requests and inquiries within 24 hours during weekdays. See our office hours and contact information here.

Accepted payment methods: Nordic Visitor accepts all major credit and debit cards, and for bookings made at least 14 days before the travel date, we also accept bank transfers.

We accept payments by the following cards: Visa, Visa Electron, MasterCard, Maestro, JCB, Discover, UnionPay, Diners, and American Express cards.

If you wish to pay via bank transfer, please select "Bank Transfer" as your payment method in the booking process, and Nordic Visitor will contact you with payment instructions. Please note that bank transfers are not possible for bookings made less than 14 days from the date of travel.

Payments: Nordic Visitor requires a deposit payment or the full amount at the time of booking, depending on when the booking is made, your destination, number of travellers, and what type of tour package is booked. For further information, view the payment and cancellation terms for your chosen destination and/or your type of package.

Payment processing: Once payment has been received, we will email you a payment confirmation. You will receive a link to your Secure Payment Site after booking. Any remaining payments should be processed via your Secure Payment Site. Please note that you can opt to split payments between multiple credit cards on the Secure Payment Site.

Delayed payments: Nordic Visitor reserves the right to treat cases of delayed payment as a cancellation of the booking, and the company can withdraw its confirmation of services. Please note that this only applies if payment has not been made at least 14 days before your arrival, and no agreement has been made for paying the remaining balance.

You, or any member of your group, may cancel your travel arrangements at any time before your arrival. Our cancellation terms may vary slightly by destination and type of booking. You will find information regarding terms in section 4, Payment & Cancellation Terms.

Notification of cancellations: If you need to cancel, you should notify your travel consultant by written email notification as soon as possible.

Cancellation at short notice: If you need to cancel at short notice (72 hours or less before arrival), you must email AND call us as soon as possible. Your email should be sent to info[at]nordicvisitor.com (please do not email your personal Travel Consultant). You must then also confirm your cancellation verbally with a Nordic Visitor employee by calling our main customer service hotline. If outside of office hours, you will be told our emergency helpline number by our customer service hotline’s voicemail message: you must call that instead to confirm cancellation verbally.

Extraordinary circumstances: If the package is cancelled by you or us due to extraordinary circumstances, you will pay no cancellation fees, and no extra compensation will be paid. Extraordinary circumstances may include but are not limited to, warfare, acts of terrorism, significant risks to human health such as the outbreak of severe disease at the travel destination, or natural disasters such as floods, earthquakes, volcanic eruptions, or weather conditions which make it impossible to travel safely to the tour destination. Further information about extraordinary circumstances can be found here: EU Package Travel Directive.

Rights of cancellation: We reserve the right to cancel confirmed bookings at any time. Exercise of this right could occur, for example, if minimum participation in a tour is not reached, if we are prevented from delivering the contracted services because of unavoidable and extraordinary circumstances, or if the booking party fails to pay the final balance in full.

GENERAL PAYMENT TERMS
ONLINE BOOKINGS AND CUSTOMISED TOURS FOR INDIVIDUALS:

Bookings made more than 30 days before arrival:

Payment required Payment due
At the time of booking 20% deposit*
30 days before arrival Full amount is due

*A few tours require a 50% non-refundable deposit of the total price: this requirement will be clearly stated in the package’s Tour Information section and again during the booking process. You can view these 50% deposit tours here.

Made less than 30 days before arrival:

Payment required Payment due
At the time of booking Full amount is due

Special offers: For specific promotions, such as an "Early Bird", you may be required to pay a different deposit amount to redeem the offer (terms vary by offer).  Standard payment terms apply to all special offers unless otherwise stated.

Please note: For bookings made less than 30 days before the start of travel, the availability of all services will need to be confirmed by Nordic Visitor before the booking can be confirmed. In the rare event that a specific excursion or service is unavailable, we will either offer an alternative or issue you with a full refund. You will be notified of any necessary changes to the itinerary before we issue your confirmation invoice.

Payment terms for group bookings (10+ guests):

Please refer to the below tables for group bookings of 10 or more guests. Group bookings made less than 4 weeks before the arrival date require full payment at the time of booking, otherwise the following payment terms apply.

Bookings made more than 12 weeks before arrival:

Payment required Payment due
At the time of booking 20% deposit
12 weeks before arrival Additional 30% deposit (50% of full amount)
4 weeks before arrival Full amount is due

Bookings made less than 12 weeks before arrival:

Payment required Payment due
At the time of booking 50% deposit
4 weeks before arrival Full amount due

 

Cancellation charges

Cancellation charges are as follows:

Packages with 20% initial deposit

Charges vary depending on the amount of notice provided before the scheduled tour arrival date. See table for details.

Notice before tour arrival date Charge
More than 30 days 20% cancellation charge*
Less than 30 days but more than 7 days 50% cancellation charge*
Less than 7 days but more than 72 hours 75% cancellation charge*
Less than 72 hours 100% cancellation charge*

*The cancellation charge is a percentage of the total booking price

Cancellation terms for group bookings (10+ guests)

Charges vary depending on the amount of notice provided before the scheduled tour arrival date. See table for details.

Notice before tour arrival date Charge
More than 12 weeks 20% cancellation charge*
Less than 12 weeks but more than 8 weeks 30% cancellation charge*
Less than 8 weeks but more than 4 weeks 50% cancellation charge*
Less than 4 weeks but more than 2 weeks 70% cancellation charge*
Less than 2 weeks 100% cancellation charge*

*The cancellation charge is a percentage of the total booking price

The same terms apply to the cancellation of individual travellers** within a group booking unless the cancelled amount is less than 10% of the total group booking price.

Cancellation charges for individual travellers that make less than 10% of the total group booking price:

Notice before tour arrival date Charge
More 8 weeks No cancellation charge
Less than 8 weeks but more than 2 weeks 50% cancellation charge*
Less than 8 weeks but more than 4 weeks 50% cancellation charge*
Less than 2 weeks 100% cancellation charge*

*The cancellation charge is a percentage of the total group booking price.

** Please note that the cancellation by the traveller(s) within a group may result in either 1) a price increase for the whole group, or 2) a cancellation charge being billed to the traveller(s) that cancelled.

Cancellation Insurance

Nordic Visitor offers cancellation insurance on selected tours in all destinations. With cancellation insurance, you will never lose money on your Nordic Visitor booking as it protects you from financial losses that might occur if you must cancel. The insurance includes a unique set of terms and conditions that override the general cancellation terms presented here. You will find further information on each tour package’s webpage.

All rates quoted or shown in our tariffs are based on current prices and are subject to change on our website without notice. After the final invoice has been issued, the price of a booking is guaranteed against surcharges unless these are due to an increase in the cost of fuel and other power sources, government taxes and fees, and currency fluctuations relevant to your booking. Nordic Visitor will do its utmost to ensure that you will not be charged more than stated on your final invoice.

Price increase policy: In the rare event that any published prices must be increased due to the reasons mentioned above, Nordic Visitor will notify you at least 30 days in advance if your booking price is affected. In such a case, Nordic Visitor will absorb an amount equivalent to 4% of the remaining package price, less the deposit amount paid. Amounts exceeding 4% will be charged. If the surcharge exceeds 8% of the total cost, you will be entitled to cancel your booking with a full refund. Should you cancel your booking due to this reason, you must do so within 14 days from the issue date of the new invoice.

Price decrease policy: Should the price of your booking decrease due to the same reasons as mentioned above, by more than 4% of the total price, then any refund due will be paid to you. Any administration cost incurred will be deducted from the refund. Travel arrangements are, however, not always purchased in a local currency, and some apparent changes have no impact on the price of your travel due to contractual or other protection in place.

There will be no changes made in the price of confirmed bookings within 30 days of departure, nor will refunds be paid during this period.

Price errors policy: We endeavour to ensure that all the information and prices on our website are accurate. However, occasionally, changes and errors occur. When such errors occur, we will do our utmost to notify you at the time of booking, or as soon as possible upon us becoming aware of the mistake. We reserve the right to cancel, amend or limit the order placed at the incorrect price. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed.

How to change a booking: All booking change requests must be made via email by the person who submitted the original booking request. We will do our best to make the changes, but it may not always be possible. All changes are subject to availability.

Administration fee policies: Depending on how far in advance a tour package has been booked and when changes to a booking are requested, an administrative fee of 5,000 ISK (Iceland office), 35 GBP (for UK & Ireland office) or 40 EUR (Sweden office) may be charged to the credit card used for the original payment for each day/night of the itinerary that is modified.

Nordic Visitor may waive administrative fees if changes are requested within 30 days of the booking date. . Additional supplier costs may still apply depending on the changes requested. For bookings made within 60 days of arrival, changes can be made without incurring the administrative fee until services have been confirmed and the travel documents have been issued.

However, for bookings made 30 days or less before arrival, the administrative fee and any applicable supplier fees may be charged due to the short processing time.

Booking transfers: A booking may be transferred from one party to another, provided that the new party satisfies all the conditions applicable, upholds the terms and conditions of the booking and notifies us about the transfer no less than 7 days before departure. An administrative fee of 5,000 ISK (Iceland office), 35 GBP (for UK & Ireland office) or 40 EUR (Sweden office) will be charged for the transfer, and both parties must assume joint liability for this fee and any other costs that may be incurred by changes to the booking.

Non-transferable services: Please note that certain services may not be changed or transferred after they have been confirmed, and any alteration may incur a cancellation charge of up to 100% of that part of the services. We reserve the right to increase or change the administrative fees referred to above at any time.

Booking changes made by us: Occasionally, Nordic Visitor may have to make changes to your booking, and we reserve the right to do so at any time. In this unlikely event, you will be notified of the proposed changes without delay. If the changes are significant, such as alterations to a large part of the tour, or price increases exceeding 8% of the total cost, you will have the option to:

  1. accept the changes,
  2. accept an alternative tour (if available and offered by us), or
  3. get a refund.

You will have a period of 14 days to accept or reject the changes. Please read any notification of changes carefully. If you don't respond within the time frame given, your booking may be cancelled.

Should you accept an alternative tour (option b, above) and the new tour is of a lower value, we will refund you the price difference.

Should you reject the changes, you may cancel your tour, and you will be entitled to a full refund (option c, above). If these changes were made because of unavoidable or extraordinary circumstances, you will not be entitled to other compensation.

The following terms and conditions apply to all special offers and discounts on Nordicvisitor.com in conjunction with our standard booking terms for all Nordic Visitor travel packages:

  • Special offer and discount pricing apply to new bookings only
  • Not valid in combination with any other discounts or promotions
  • Valid only for standard packages as listed on the website – not for customisations such as hotel upgrades or additional nights, supplemental activities, or extra days with a rental car
  • The posted discount will be deducted from the total price at the time of booking
  • Bookings of packages on special offer are not commissionable for third-party travel agents (see “Information for travel agencies” section on this page).

All invoices and travel documents are sent to customers electronically as PDF documents attached to an email.

Included hard copies: If you arrive in Reykjavík (Iceland), Stockholm (Sweden), Edinburgh (Scotland), or Dublin (Ireland), hard copies of the travel documents may be available on arrival, either from the driver of the airport transfer (Iceland and Ireland) or at the hotel, upon request. For information about if a hard copy is included, view the list of "included" services in your tour package.

Hard copies by special request: You may also request to have the documents mailed to you by first-class post. There is a small additional fee for this service. In accordance with mail order regulations, documents must be sent to the billing address of the credit card holder, not to the address(es) of the passenger(s), unless they are one and the same.

Please note that Nordic Visitor cannot accept responsibility for documents misplaced or lost by postal services. We therefore recommend that all documents be sent to you by Registered Post or Courier Service to your home address, although there is an extra cost for this.

Your visa and health requirements and other immigration requirements are your responsibility, and you should confirm these requirements with the relevant embassies and/or consulates. We can only provide general information about these matters. Visa requirements do change, and you must check the latest information in good time before departure. We are not responsible if you are refused entry to a country because you lack the correct passport, visa, or other travel documentation.

Required – credit card for self-drive tours: A valid credit card is required for all our self-drive tours to cover the car rental deposit (also known as the deductible).

Nordic Visitor claims no responsibility for any loss, damage, accident, injury, sickness, or schedule change due to weather, strike, natural disaster, or any other cause beyond Nordic Visitor's control. Nordic Visitor acts in good faith and cannot be held responsible for any agent, hotel, coach operator, airline, guide, restaurant, or any other person's or company's acts, defaults, or delays.

Nordic Visitor reserves the right to alter routes, itineraries, or departure times, without prior notice, should the necessity arise. In the case of any changes to flights (domestic and international) or scheduled travel by cruise, ferry, bus, or train, the passenger is responsible for additional costs incurred due to such changes (e.g., extra nights at a hotel, meals, transfers, and so forth.).

We therefore strongly recommend all customers to have comprehensive travel insurance to meet all contingencies.

Our goal is to provide excellent customer service. To do so, we maintain strict quality monitoring. If, for any reason, you are unhappy with your tour package, we want to hear about it right away. We recommend calling our office or emergency helpline as soon as any incident arises during your tour. If you are unable to do so at the time, you must notify Nordic Visitor in writing (please email info[at]nordicvisitor.com) within 30 days of your return, or else you may jeopardise your right to compensation.

If you need information on health services or other public authorities, need to make distance communication or need help to find alternative travel arrangements; we shall provide appropriate assistance as promptly as possible. We reserve the right to charge you a fee corresponding to the cost incurred by us for assisting if the difficulty that requires our assistance is caused intentionally or through negligence. All information on Nordic Visitor's website is subject to change. Nordic Visitor reserves the right to correct any mistakes that may appear on the website or published price lists.

Most of our tour packages are commissionable for travel agents. Please note, however, that we do not offer commissions for tour packages on special offer, on discount (including Early Bird and Black Friday deals), or on optional activities that are added to tour packages. Please visit our travel agent page for more information.

If your questions were not addressed above, please contact us. We are happy to help.

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