Cancellation Policy

Submitting the booking form creates a booking request only. A pending request does not reserve or hold places and does not reduce publicly displayed availability. Places are allocated only after Arctic Pearl Explorer manually approves the request or changes its status to “Awaiting payment.” Availability may change while a request is being reviewed.

A booking exists only after Arctic Pearl Explorer sends you written approval by email and any required payment has been completed. A request that is never approved is not a booking, and no cancellation fee can arise from it.

The minimum booking size is 1 person. Solo travellers are welcome and may book a single seat on any scheduled experience, and never pay for a second person.

All scheduled shared experiences — Northern Lights Chase, Tromsø City & Hidden Spots Tour and Hidden Fjords Tour — require a minimum total of 2 participants for the departure to operate. The minimum counts every participant allocated to the same experience, the same date and the same departure time, whether those bookings were made together or separately. Two separate one-person bookings for the same departure meet the minimum. Bookings for different departure times, different dates or different experiences are never counted together.

Arctic Pearl Explorer assesses the minimum 24 hours before the scheduled departure time. If fewer than 2 participants are allocated to the departure at that point, we may cancel that departure.

If we cancel a departure specifically because the minimum number of participants was not reached, you choose which remedy you receive:

• —transfer of your booking to another available departure at no additional charge, or
• —a full refund of all amounts paid.

The choice is yours, not ours. We will not require you to accept an alternative departure, store credit or a voucher instead of a refund, and no cancellation fee applies. This rule concerns whether the departure operates; a confirmed individual booking remains valid.

This 24-hour assessment concerns cancellation by Arctic Pearl Explorer only. It does not change the refund scale that applies when you cancel your own booking, set out in section 3 below.

Cancellations must be sent in writing to post@arcticpearlexplorer.com. The time we receive your written cancellation determines the refund amount.

• —More than 48 hours before the scheduled departure time: full refund of amounts paid.
• —Between 24 and 48 hours before the scheduled departure time: 50% refund of amounts paid.
• —Less than 24 hours before the scheduled departure time: no refund.
• —No-show at the meeting point, or arrival after the departure time: no refund.

Approved refunds are returned to the original payment method, normally within 14 days of the cancellation being confirmed.

You may ask to move your booking to another date or departure time. Changes depend on availability and are not guaranteed. A change request received less than 24 hours before departure is treated as a cancellation under section 3.

We may cancel a tour if it cannot be operated safely or for another operational reason, including severe weather, road closures, vehicle problems or illness of the guide.

In those cases we will offer you one of the following:

• —An alternative date or departure time for the same tour.
• —A comparable alternative experience of similar value.
• —A full refund of all amounts paid for the cancelled tour.

Where we cancel because the minimum of 2 total participants was not reached 24 hours before departure, section 2 applies instead, and you — not Arctic Pearl Explorer — choose between another available departure at no additional charge and a full refund.

We are not responsible for other costs you may have, such as flights, accommodation, transfers or clothing rental booked with third parties.

The Northern Lights are a natural phenomenon and cannot be guaranteed. Clouds, weak aurora activity or poor visibility do not automatically result in cancellation, and a tour that operates as planned is considered completed even if the Northern Lights are not seen. No refund is given because the aurora did not appear.

Routes, viewpoints and destinations may be changed during a tour according to weather, road and viewing conditions. Such changes are a normal part of the experience and are not treated as a cancellation.

Please arrive at the stated meeting point at the stated time. If you arrive late and the group has departed, the tour is treated as a no-show and no refund is given. If a tour has to be shortened after it has started for safety or operational reasons, we may offer a partial refund at our discretion, taking into account how much of the experience was delivered.

Clothing rental is arranged with an independent local business and is not part of your tour booking. Cancellation and refund terms for rented clothing are set by that business.

Send your cancellation by email to post@arcticpearlexplorer.com, stating your name, the tour, the date and the departure time. You may also call +47 451 89 017, but a cancellation is only registered once it has been confirmed in writing.

Nothing in this policy limits rights you may have as a consumer under Norwegian law. If we cannot resolve a complaint together, you may bring the matter to the Norwegian Consumer Authority (Forbrukertilsynet).

This Cancellation Policy is originally prepared in English. Translations are provided for convenience and accessibility, and are intended to reflect the English text accurately. In the event of any inconsistency, ambiguity, mistranslation or difference in interpretation between the English version and a translated version, the English version shall prevail to the extent permitted by applicable law. Mandatory consumer rights and protections under applicable law are not affected.