Booking Conditions

All arrangements are made subject to the following terms and conditions that are binding for all persons shown on the booking form. The acceptance on the booking form is confirmation that the terms and conditions are accepted by all those named.

A reservation may be made via our website or by telephone with a deposit of £100* per person together with the appropriate insurance premium. Payment can be made using

• Visa / MasterCard / American Express / Maestro *

• Forwarding a cheque made payable to Emagine UK Limited

• Making a bank transfer to:
  
  Barclays Bank Account Number 90870021      Bank Sort Code 20-96-37
  
  IBAN Number GB81 BARC20963790870021      Swift Code BARCGB22

Bookings made within 8 weeks of travel require full payment at the time of booking. A completed booking form is required for all reservations. All members of the party including infants should be included on the Booking Form. The person who signs the Booking Form guarantees payment of the total cost of the holiday on behalf of all persons for whom the booking form is completed. The contract between you and Emagine UK Limited will be created once we dispatch a written confirmation. Any insurance policies purchased from us will become effective from this date.

* All credit card payments will incur a credit card charge of 2.5%. Maestro/Delta payments incur a 0.5% fee.

Our written confirmation includes an invoice for the balance payment which must be paid no later than 8 weeks before departure. No further reminder will be sent. Please check your confirmation carefully. All amendments and cancellations received after the final payment date will be liable to amendment and cancellation charges outlined below. If the full balance is not received on time Emagine UK Limited will treat the booking as a cancellation and charges set out in section 5 below will apply. No travel documents will be released until full settlement is made.

Special requests such as dietary needs must be noted on your booking form or in writing at the time of booking. Important additional information such as medical conditions including pregnancy should also be advised. Every effort will be made to ensure that your special requests are fulfilled, but they cannot be guaranteed.

If you wish to make an amendment to your holiday after the confirmation invoice has been issued, you must inform us in writing and we will do our best to implement your request. In the event we are able to do so there will be an amendment fee of £50 per alteration per booking. Major changes such as dates and holiday type or any changes less than one month prior to departure will be treated as a cancellation and a new booking and you will be liable to cancellation charges set out below.

Cancellation must be made in writing by the person who completed the booking form and forwarded to Emagine UK Limited. As this incurs administration costs, we will retain your deposit and apply cancellation charges as shown below, insurance premiums are not part of the holiday price and are not refundable.

Note: If the reason for cancellation is covered under the terms of your insurance policy, you will be able to claim these charges, less excess and insurance premiums.

Our arrangements are made more than a year in advance and occasionally we may have to alter the programme as advertised.We maintain discretion to make these changes where absolutely necessary, In the event that we have to make a major change or cancel your arrangements we will inform you as soon as possible. Our main objective in these circumstances will be to minimise the inconvenience to you. We will wherever possible offer you an alternative arrangement as close as possible to your original choice. Should the alternative offer be of higher value we will absorb the price difference. Should the offer be priced at a lower level (e.g. different accommodation type) we will refund the difference in price and provide you with a refund. You may also choose to cancel, and receive a full refund of a monies paid (except insurance premiums).

Clearly such refunds do not apply if the reason for change or cancellation is completely outside our controls or that of our suppliers i.e. force majeure, caused by such events as reason of civil strife, riots, war, threat of war natural or nuclear disasters, industrial action, fire or adverse weather conditions, then the options above are the limit of our liability.

We do not operate nor own any of the services provided by transportation companies by air or sea, bookings are made and are subject to international agreements and the conditions of carriage of such carriers including changes to schedules, equipment technical problems or delays at points of departure, we will be happy to confirm these details upon request.

As the majority of our tours are based on the use of charter aircraft they operate subject to a minimum participation level. We reserve the right to cancel departures up until 8 weeks prior to departure where the minimum number of passenger’s criteria is not achieved. Where possible an alternative departure will be offered.

Please note that the order of the events may vary and that all activities are operated subject to the local prevailing weather conditions, which are outside our control.

We reserve the right without any liability whatsoever to change the itinerary or to cancel any of the activities in the event that at our (or our local suppliers) discretion we consider the local weather conditions to be unsatisfactory.

All activities are conducted in “Arctic” conditions and parents and guardians are responsible at all times for the supervision of their children for the duration of their holiday.

Prices are based upon the rates of exchange quoted in the Financial Times on 08th February 2008 €1.3389 = £1. Prices are subject to variation if there is an increase due to government action, a change in exchange rates or increase in transportation costs, aviation insurance or fuel prices. Where possible any increase in the arrangement costs will be notified to you at east 8 weeks prior to departure.

If surcharges exceed 10% of the original holiday price you may exercise the option to cancel your holiday arrangements with a full refund except for insurance premiums and any amendment charges.

If you choose to cancel because of this you must exercise your right to do so within 14 days from the issue date printed on the surcharge invoice.

As well as those components that we have clearly stated under the description of each tour prices also include any accommodation or sales tax and service charge.

Passports: United Kingdom passengers must be in possession of a full 10 year passport for all holidays featured in this brochure. The name on the passport must match your tickets so it is vital that you give us the correct information at the time of booking.

Visas: British passport holders do not require a visa for Finland. Visas are however required by some nationalities entering Finland and it is your responsibility to make the necessary visa applications and to comply with any rules or regulations governing entry to the country. As the granting of visas or permission to enter a country is governed by its authorities only, we accept no responsibility or Liability for such matters.

Health: No inoculations are necessary for entry into Finland, However, as these requirements constantly change, you should consult with your doctor prior to departure. The Department of Health provide a helpful leaflet “Travellers Guide to Health” that may be obtained by calling on 0800 555777 or from your Post Office.

Transportation: it is your responsibility to ensure that you arrive in good time to board all flights or other methods of transportation. To assist you we notify you of the times you should arrive at a points of departure

Independent contractors provide the accommodation, ground services and transport.We do not exclude our limit of liability to you for any loss or damage sustained by you as a result of the acts and omissions of our employees, agents, sub-contractors or suppliers.We also accept responsibility should the services we are obliged to provide prove deficient or are not of a reasonable standard. If negligence on the part of our staff, agents, suppliers or their employees results in illness or injury to you or any of your party we will accept full liability.

The exceptions are airlines or carriers by sea, which are subject to international conventions, which limit liability.

If you have a problem during your holiday, it is a legal requirement that you inform the relevant supplier (e.g. hotel) and where available our local agent who will endeavour to put things right.

If your complaint cannot be completely resolved locally, you must obtain written confirmation from the supplier or resort representative of the complaint lodged. Please follow this up within 28 days of your return home by giving your original booking reference and all relevant information.

If you fail to follow this procedure we cannot accept responsibility as we have been deprived of the opportunity to investigate and rectify the problem.

The Air Holidays featured on this website are ATOL protected, since we hold an Air Travel Organisers Licence granted by The Civil Aviation Authority. Our ATOL number is 5519. In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking.

The Laws of England shall apply in all aspects and the Courts of England shall have sole jurisdiction.

Emagine UK Limited will hold information provided by you on the companies computers (and in other ways) for use by us for the following purposes.

• Booking Information about you and your travelling party may be passed to holiday suppliers, border control authorities and others which may include things such as religious beliefs, dietary requirements , your and members of your parties physical and mental health. This information may also be transferred abroad.

• Insurance information including medical details about you or members of your party may be processed and passed of to the insurers.

• Fraud Prevention/Debt Collection

• Contacting you via email, letter or telephone with details of products and services that may be of interest to you.

By entering into a contract with us you agree to the use and disclosure of information as described.

It is our intention to provide all our guests with a memorable and enjoyable holiday. Should the behaviour of any member of your party cause danger, distress or disruption to others prior to the commencement or during your holiday we reserve the right to cancel or terminate your arrangements. Should this happen our responsibility to you will cease immediately and we will be under no obligation to cover any expenses incurred. Under no circumstances will we consider any claims for a refund or compensation.

We strongly recommend that you and all members of your party be adequately insured as soon as you book your holiday. Indeed it is a condition of booking that you must have insurance cover at least equivalent to that described below. We have arranged a special scheme with Planet Earth Travel Insurance Services Ltd, underwritten by Europ Assistance Holdings Ltd. who are authorised and regulated by the Financial Services Authority, registered number 311883.

Below is a summary of cover and benefits available under the insurance. An insurance certificate containing a more detailed summary will be sent to you with your confirmation of booking. In any event you may ask for a specimen copy of the insurance wording should you wish to examine this in advance.

The insurance will be subject to English law unless otherwise agreed.

* On date of policy issue.

Infants - under the age of 2 on date of policy issue – Free if accompanied by an Adult insured on the same policy.
Family definition – A maximum of 4 dependents under the age of 18 (on date of policy issue) travelling with their parents, step-parents, grandparents or legal guardians.
Single family definition – A maximum of 4 dependents under the age of 18 (on date of policy issue) travelling with their parent, step-parent, grandparent or legal guardian.

Maximum insurable age is 64 yrs at the date of the policy issue

Insurance cover is only available to persons who habitually reside in the UK /Eire and who have not spent more than 6 months abroad in the year prior to purchasing the policy.

SYNOPSIS OF COVER (PER PERSON)

Medical Emergencies A 24-hour emergency medical service is provided by Europ Assistance. Telephone 0870 737 5900.

Excesses

Sections 2, 3, 6, 10, 12 & 13 are subject to an excess of £75 per person per claim.
Please note : For claims under Section 2 (Medical Emergency & Repatriation or Section 3 Emergency Dental Treatment), no policy excess will apply when you receive inpatient treatment (where medically necessary) at a state hospital within the EU,EEA or Switzerland if you have used European Health Insurance Card to effectively reduce the cost of your treatment or medicines.

Claims

Should you need to make a claim, please contact the claims helpline 01444 442277 to obtain a claims form, giving your name and certificate number and brief details of the claim.

IMPORTANT NOTICE:

Your (travel) insurers, under the Association of British Insurers General Business Code of Practice, have to bring to your attention some of the important features of your insurance policy, including:

Health
You must contact the Medical Screening Helpline on 0870 737 5843 in the following circumstances:
This Travel Insurance operates on the basis that all persons named on the policy are healthy, fit to travel and to undertake the trip, and that they are not travelling against medical advice or with the intention of obtaining medical treatment abroad. Unless they declare otherwise to us, they will be held to warrant that the above is true both at the time of booking the trip and at the time they commence the trip.
No claim arising directly or indirectly from any pre-existing medical condition affecting any person travelling under this
insurance will be covered unless that condition is declared to the Medical Screening Department prior to the commencement of the trip and they accept it for insurance in writing.
For the purposes of this insurance a Pre-existing Medical Condition is considered to be:

• any past or current medical or psychological sickness, disease, condition, illness or injury that has given rise to symptoms or for
which any form of treatment or prescribed medication, medical consultation, investigation or follow-up/check-up has been
required or received during the 2 years prior to the commencement of cover under this policy and/or prior to any trip: and

• any cardiovascular or circulatory condition (e.g. heart condition, hypertension, blood clots, raised cholesterol, stroke) that has
occurred at any time prior to the commencement of cover under this policy and/or prior to any trip.

Policy Wording: this gives you full details of what is and is not covered and the conditions of cover. You must read the insurance policy carefully.
Conditions, Exclusions and Warranties: conditions and exclusions will apply to the individual sections of your policy while general exclusions; conditions and warranties will apply to the whole policy.
Property Claims: these claims are paid based on the value of the goods at the time you lose them and not on a ‘new for old’ or replacement cost basis. Your policy will set out what proof the insurer needs to support a claim.
Policy Limits: most sections of the policy have limits on the amount the insurers will pay under that section. Some sections also include other specific limits, for example, for any one item or for valuables in total. You are advised to check your policy if you intend taking expensive items with you.
Policy Excesses: under most sections of the policy claims will be subject to an excess. This means that you will be responsible for paying the first part of each claim. The amount you have to pay is the excess.
Reasonable Care: you need to take all reasonable care to protect yourself and your property, as you would if you were not insured.
Complaints: the insurance policy includes a Complaints Procedure, which tells you what steps you can take if you wish to make a complaint.
Fraud: it is a criminal offence to make a fraudulent claim.
Dangerous Sports or Pastimes: if you are going to take part in dangerous sports or pastimes where there is a risk of injury, check that your policy covers you.
Cooling Off Period: Your insurance certificate contains a ‘cooling off’ period of 14 days during which you can return the insurance document and get a refund if you have a justifiable reason for being dissatisfied with the cover it provides on condition that you have not made the trip, submitted a claim, or know of any circumstances that may lead to a claim. The Insurance Policy is effected in England and is subject to the Laws of England & Wales.

PLEASE ENSURE YOU READ YOUR INSURANCE POLICY CAREFULLY.
FAILURE TO COMPLY WITH THE TERMS & CONDITIONS OF THE POLICY MAY RESULT IN COVER BEING RESTRICTED.