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 course including:

• Personal cancellation insurance 
• Sports and activity insurance including mountain rescue where applicable

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.

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 a booking confirmation. Deposit payments must be made within 7 days of issuing an 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 arrangements (including any applicable surcharge) is due not less than 90 days prior to scheduled start of those arrangements. 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. Polar Guides reserve the right to cancel a course in any circumstances. If Polar Guides cancels a course then a full refund or option of deferment will be made.

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

• A non refundable 25% payment is expected when registering for the program.
• Remaining balance is expected 90 days before the program
• Cancellation 91 days =  refund minus 25% non refundable registration 
• Cancellation with 90 days to program, no refund. 
• Cancellation insurance which includes medical reasons is highly recommended
• Bookings which take place within the window of 60 days to the program are expected to pay the full program fee
• If you would like to discuss a payment plan, please reach out to us