Terms and Conditions

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 When signing up to a program with Polar Guides you are agreeing to our terms and conditions below. Please read these carefully and contact us at polar@polar-guides.com with any queries. 

 Polar Guides aims to comply with the General Data Protection Regulation 2018 & 2021. When you book a course your details will be added to a secure database of which only Polar Guides operating staff have access to. We will use your email address to send you all pre and post course information. Polar Guides may use your information to send you updates on future courses or newsletters. You may opt out of this at any time. We will never share or sell your details with third party organisations.

Polar Guides advise that you take out full insurance for your trip including:

• Personal cancellation insurance 
• Sports and activity insurance including cross country skiing

For expedition courses you should ensure you have appropriate health and fitness to meet the course requirements and seek medical advice from your own GP or specialist if you have a medical condition that could preclude you from participating in the activities.

Bookings:

A booking is confirmed when the quoted non-refundable deposit of 25% (or full payment if you are booking within 90 days of the start of your expedition) is paid and you are issued with an email booking confirmation. 

• Deposit payments must be made within 14 days of receiving your invoice. If payment is not made, we cannot guarantee your expedition place.
• We reserve the right to return your deposit and decline to issue a booking confirmation at our absolute discretion. 
• The full remaining balance of the cost of your expedition (including any applicable surcharge) is due not less than 90 days prior to the scheduled start of the expedition.
•  If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case we shall retain your deposit.
• If you would like to discuss a payment plan, please reach out to us

Cancellations:

 If Polar Guides are obliged to cancel an expedition for whatever reasons, then either a full refund, a alternative trip, or other options will be discussed with you.

If you cancel at any time then refunds will be given as follows:

• The initial 25% payment for registration is non-refundable
• Cancellation up to 91 days : full refund minus 25% non refundable registration 
• Cancellation within 90 days to expedition: no refund

• Cancellation insurance ( including cancellation on  medical grounds) is recommended on making the initial booking

Additions:

•  We reserve the right to return your deposit and decline to issue a booking confirmation at our absolute discretion 

•  In cases where the client is unable to complete the trip, either by their own choosing, or on the instruction of a guide/ guides, alternative itineraries may be available, but are not guaranteed.
  
• It is the final decision of the guide/ guides as to whether a client is able to continue on a challenge. This could be for a variety of reasons, not limited to, but including:
  physical inability to complete the challenge, client behaviour,  poor weather/conditions
  
• If your expedition is curtailed due to you being unable to complete the trip, or wishing to withdraw from the trip (and the expedition is otherwise carrying on as planned), local accommodation is not covered by us, and you will need to make and pay for your own arrangements.
• If you are forced to return home early, we cannot refund the cost of any travel arrangements you have not used. If you cut short your Expedition and return home early in circumstances where you have no reasonable cause for complaint about the standard of accommodation or arrangements provided, we will not offer you any refund for that part of your Expedition not completed, or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment and we suggest that any claim is made directly with them.