Terms of Service
Thank you for booking with Touch the Arctic Tours, a division of Top of the World (2000) Ltd. (“us” or “we”). These Terms and Conditions apply to any travel products or services you have booked with us. By travelling on one of our Tour Packages or Products, you agree to be bound by these Terms for yourself and everyone in your booking. In addition, we may advise you in writing of changes to these Terms and Conditions that may apply to a particular service provider.
YOUR BOOKING
The client who confirmed the booking will be the designated contact person for everyone on that booking. These terms constitute the entire agreement between you and us, and replace any previous representations or understandings, whether written or oral. You or your booking agent can email us to correct any errors in personal information recorded in your booking. You are responsible to ensure the information we received from you is current and correct.
RATES AND PAYMENT
All prices quoted are for the Package, including all members of the group. Anyone who is not listed is not included in this quote. All prices are shown in Canadian funds (CAD) and are not guaranteed until the booking has been confirmed with a deposit. A standard minimum NON-REFUNDABLE deposit of $300.00 per person, is required to confirm your reservation. Additional deposit amounts may be required, depending on the specific trip booked. Final payment is due 90 days before the tour departure. If you book within 90 days of the departure, you must pay in full before reservations can be confirmed. Canadian Goods and Services Tax (GST) will apply to all elements of the booking.
We accept Visa, MasterCard and American Express or Electronic Fund Transfer. You will receive a credit card authorization form to complete, which will be your authorization for us to process the amount due to your credit card. This authorization will be your approval of our Terms and Conditions and will confirm your reservation whether or not you sign a written approval. If you pay by credit card, there is an additional fee of $150.00 per person. You are responsible to pay for ALL hotel incidentals upon checking out of any hotel included in your Package. Unless specifically stated in your booking, gratuities are not included and are at your sole discretion.
CHANGE REQUESTS
We will charge a minimum fee of $100.00 per person when arrangements are altered at your request or your travel agent’s request after you have paid the initial deposit. Multiple change fees may be incurred if your requested change causes changes in other elements of the tour (such as air travel). Please note that additional supplier penalties may be imposed.
You can request a transfer from one Package tour to another up to 46 days before your departure date. If we approve the change, we can charge up to the deposit amount of the first booked tour as a change fee. Any request received less than 46 days before departure will not be accepted. You can only transfer a booking to a departure date in the same calendar year. All changes depend on availability and you will be responsible for any change fees charged by our suppliers.
CANCELLATION BY YOU
All requests for cancellations must be received in writing. Unless otherwise stated in your booking, if you cancel 91 days or more before your departure date, you will receive a full refund less our non-refundable administrative fee of $300.00 per person. If you cancel more than 46 days, but less than 91 days before departure, then 50% of all payments made to us will be forfeited (subject to a minimum of $300.00 per person). If you cancel less than 46 days before the departure date, all deposits and payments are forfeited. If you cancel any airline tickets that we have issued, the fare rules of the air carrier will apply. Please note that if you cancel at any time, a $150.00 cancellation fee will be charged per person.
CANCELLATION BY US
We reserve the right to cancel any trip before the scheduled departure due to insufficient registration or logistical problems with any of the tour operators. Your trip is deemed to start at the departure from your gateway city. If we cancel before your departure, you may transfer to another trip or request a full refund of all payments. Our liability for cancellation will not exceed the obligation to refund the amounts paid to us. We will not be responsible for expenses you incur in preparation for the trip (including, but not limited to non-refundable air tickets, visa fees, equipment, or lost wages).
TRAVEL DOCUMENTS
It is your responsibility to ensure that you have all appropriate travel documents and government issued photo identification for everyone in your party (including children) and, if applicable, that all members of your party are eligible to enter Canada.
TRAVEL INSURANCE
You must obtain Travel Insurance for your full Package, including any airfare or hotels you have purchased on your own. Our tour and Package pricing does NOT include Travel Insurance. Your insurance should have the following coverage: Flight Interruption, Medical, Evacuation, Trip Interruption, Trip Cancellation, Baggage and Repatriation Insurance, covering all applicable dates of travel and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience before or during your travel.
WEATHER
Safety is our primary concern. Please note that on some tours, it may be necessary to modify the itinerary due to weather. If so, we or the supplier of the service will endeavor to add other sights and activities to replace those omitted. You will be responsible for all additional transportation or lodging costs due to weather. In addition, if you have planned to travel by air to a tour or lodging facility that can also be accessed by ground transportation, there will be no refund if the air transportation is cancelled and you choose not to access the tour or lodging facility by ground transportation. There are no refunds if a tour operates but you decide, due to weather or any other reason, not to participate. Refer to the Travel Insurance section.
ITINERARIES
Our itineraries are intended as an example only. You should allow for flexibility due to changes in weather, cultural events or other logistical arrangements deemed necessary by us or the operators. If a tour is cancelled by the operator and no substitute tour is available or acceptable to you, you will be refunded the full cost of that tour.
ACCOMMODATION
Unless otherwise stated in your inclusions, all accommodation is “run of the house” standard room. Accommodation will vary in size depending on the hotel property. All room assignments are at the discretion of the hotel management. If the requested hotel is unavailable, we reserve the right to substitute hotel accommodation of a similar grade. All triple and quad rooms are on a bed-share basis. Rooms for twin or double occupancy may be assigned either two twin beds or a double bed. If you have a specific request, we will ensure this is passed on to the hotel property. Standards of accommodation and transport in some regions where Package tours take place may be lower than comparable standards that you may expect in your home country or region.
ACTIVITIES
Please note that you may be required to sign a liability waiver before you can participate in certain activities or excursions that are included in your Package.
SCHEDULED FLIGHTS
Packages do not include airfares unless specifically stated in your inclusions. We are not responsible for any changes to your airline schedule or flight numbers after tickets have been issued. If we have issued airline tickets to coincide with your Package, the fare rules of the air carrier, including payment and cancellation conditions apply. We will not be responsible for any additional expenses or loss that may arise from airline, airport or weather delays.
OPTIONAL EXTRAS
Optional Extras (which for the purposes of this section mean any activity, transportation, meal, or any other product or service not expressly included in the Package description or itinerary, or in the price of the Package) do not form part of the tour or Package. You agree that any assistance given by our representative in arranging, selecting, or booking, any Optional Extras is purely at your request. We make no warranties regarding such information and expressly disclaim any liability whatsoever arising from any Optional Extras or participation thereon by any Client, or any information provided by our representative. Accordingly, you hereby release Touch the Arctic Tours from all claims and causes of action arising from any damages, loss of enjoyment, inconvenience, or injuries related to Optional Extras.
DELAYS & TRAVEL ARRANGEMENTS
All travel to and from the trip’s departure point is your sole responsibility. You will not be entitled to a credit or refund should the trip be shorter than planned due to your late arrival. We will not be liable for missed flights due to any flight delays, missed connections, or any other reasons. We will make every effort to assist passengers with rebooking hotels or flights, but this will be at your cost. Refer to the Travel Insurance section.
REFUNDS
Refunds cannot be given for unused hotel rooms, meals, unused rental equipment, missed days due to late arrival or any other modified trip arrangements for any reason whatsoever. Trip costs are quoted as a Package and credits are not given for services not used within the Package. Refunds will not be given if the Aurora is not seen due to weather conditions.
WAIVER OF LIABILITY
We package travel, accommodation, tours, and other services with various independent suppliers. We do not operate those services ourselves. By accepting a proposal from us, you and everyone in your party release and discharge us, our affiliates, owners, directors, agents, officers, employees, contractors, subcontractors, and associate organizations from any and all claims of loss or damage to person or property arising from your participation in any tour or Package we have arranged on your behalf. We will only be liable for errors which we have made, in which case our liability will be limited to the amount paid to us for your tour or Package.