These Terms & Conditions apply to bookings made directly with Jöklaverðir ehf. operating as “Ice Guardians Iceland” (“Ice Guardians”, “we”, “us” or “our”) by consumers or participants.
Bookings made through travel agencies, tour operators or other trade partners are subject to our separate Travel Trade Terms, unless otherwise agreed in writing.
Additional or product-specific conditions may apply to particular activities or expeditions. Where specific written booking conditions are provided and expressly stated to apply to a booking, those conditions form part of the agreement and take precedence over these general Terms to the extent of any inconsistency.
Where applicable law, including legislation governing package travel and linked travel arrangements, provides mandatory rights or protections to participants, those rights apply notwithstanding these Terms.
By making a booking, the person making the booking confirms that they have read, understood and accepted these Terms on behalf of themselves and, where applicable, all participants included in the booking.
An enquiry, itinerary discussion, quotation or expression of interest does not constitute a confirmed booking.
Until a booking is confirmed, dates, accommodation, transport, guides and other arrangements are subject to availability and are not guaranteed.
For multi-day or bespoke activities, Ice Guardians may provide a written booking confirmation or proposal setting out the applicable dates, participants, itinerary, price, inclusions, exclusions, payment schedule and any specific conditions.
Participants are responsible for checking the information provided in their booking confirmation and notifying Ice Guardians promptly of any material errors or changes.
Where applicable package-travel legislation applies, the pre-contractual information, booking confirmation and other information provided to the participant will be supplied in accordance with the requirements of that legislation.
Payment requirements vary according to the activity and will be stated at the time of booking.
Payment is normally required in full at the time of booking unless otherwise stated.
Unless otherwise stated, a 30% deposit is required to confirm the booking, with the remaining balance payable by the deadline stated at booking.
The deposit is non-refundable in accordance with the cancellation provisions below.
Unless otherwise stated, a 30% deposit is required to confirm the booking, with the remaining balance normally due 30 days before departure.
Ice Guardians may require a different deposit or balance-payment deadline for a particular expedition where the nature of the activity or commitments required to confirm it warrant this. Any such requirements will be stated before the booking is confirmed.
If the required balance is not received by the applicable due date, Ice Guardians may treat the booking as cancelled and release the reservation. The deposit will remain non-refundable, subject to any mandatory rights under applicable law.
Cancellation requests should be made in writing. The applicable cancellation period is determined by the date Ice Guardians receives the cancellation request.
Refunds are calculated only on amounts actually paid to Ice Guardians and will not exceed the amount received, subject always to any mandatory refund rights under applicable law.
The cancellation charges set out below are intended to represent a reasonable estimate of the costs and losses Ice Guardians may incur as a result of cancellation.
For activities operating on a public or shared basis:
Where more than 48 hours’ notice is provided, Ice Guardians may also offer to reschedule the experience at no additional cost, subject to availability. Rescheduling is not guaranteed.
The following cancellation policy applies to private activities and alpine activities unless different conditions are expressly stated at booking:
Cancellation received | Refund of refundable balance |
More than 30 days before departure | Deposit retained, 100% of balance refunded |
20–30 days before departure | Deposit retained, 75% of balance refunded |
10–19 days before departure | Deposit retained, 50% of balance refunded |
Less than 10 days before departure | No refund |
The percentages above apply to the refundable balance remaining after the non-refundable deposit.
Ice Guardians may retain or charge permitted non-refundable third-party costs already committed in connection with the booking, subject to applicable law.
Unless otherwise stated in the booking confirmation:
Cancellation received | Refund of refundable balance |
More than 60 days before departure | Deposit retained, 100% of balance refunded |
30-59 days before departure | Deposit retained, 50% of balance refunded |
Less than 30 days before departure | No refund |
Where applicable, non-refundable third-party costs already committed by Ice Guardians may also be retained or charged, subject to applicable law.
Where a multi-day activity constitutes a package travel contract under applicable law, any mandatory statutory cancellation and refund rights will apply in addition to, and where necessary prevail over, these cancellation provisions.
Rescheduling is not an automatic entitlement. Ice Guardians may offer a rescheduled date at its discretion and subject to availability.
Ice Guardians may need to modify, postpone or cancel an activity or expedition due to weather, conditions, safety considerations, access restrictions, participant suitability, minimum participant numbers, operational circumstances, third-party issues or other circumstances beyond our reasonable control.
Where we cannot operate an activity or expedition as originally planned, we will endeavour, where reasonably practicable, to:
The appropriate option will depend on the circumstances, the services already provided, costs incurred, arrangements made with third parties and applicable law.
A change to the itinerary, route, destination, objective, accommodation, transport or activity does not necessarily constitute cancellation and does not automatically entitle participants to a refund.
For multi-day and expedition activities, Ice Guardians will endeavour to preserve the overall nature and value of the experience where reasonably practicable, even where the original itinerary or objective cannot be followed.
Where circumstances beyond Ice Guardians’ reasonable control prevent or materially affect an activity or expedition, we may modify, substitute, postpone, suspend or cancel the activity as reasonably necessary.
Where a booking constitutes a package travel contract under applicable law, Ice Guardians will comply with the mandatory requirements governing changes to package travel.
Where a proposed change constitutes a significant change to the main characteristics of the package, or otherwise gives the participant a statutory right to cancel, the participant will be informed of their applicable options and any relevant deadline for responding.
Where applicable law gives a participant a right to cancel, obtain a price reduction or receive a refund as a result of a change to a package travel contract, those statutory rights apply notwithstanding these Terms.
Ice Guardians operates in environments where weather, terrain, glacier conditions, access and other circumstances can change rapidly.
The safety of participants and guides takes priority over the planned itinerary. Ice Guardians may modify, postpone, suspend or cancel an activity where reasonably necessary due to conditions, safety considerations, access restrictions, operational requirements or circumstances beyond our reasonable control.
Where practicable, we will endeavour to provide a suitable alternative in accordance with Section 5.
Circumstances beyond Ice Guardians’ reasonable control may include, without limitation, severe or unsuitable weather, natural events, glacier or terrain conditions, volcanic activity, earthquakes, road or access closures, government or National Park restrictions, strikes, transport disruption, accommodation closures, infrastructure failures, emergencies and significant failures or disruptions involving third parties.
Changes made for safety or due to circumstances beyond our reasonable control do not automatically constitute cancellation or create an entitlement to a refund, except where applicable law provides otherwise.
Participants acknowledge that mountain, glacier, canyoning and other adventure activities involve inherent risks, including changing weather, uneven or unstable terrain, falling rock or ice, water, crevasses, remote environments and other hazards.
Participants are responsible for:
Ice Guardians may modify or terminate an activity where a participant’s condition, ability, equipment or conduct creates a safety concern.
Nothing in this section limits any mandatory rights or protections available to participants under applicable law.
All alpine activities are subject to the Private & Alpine Activities cancellation policy in Section 4, unless different conditions are expressly stated at booking.
Group sizes and guide ratios are determined according to the activity, conditions, participant experience and applicable safety requirements. Certain activities may be subject to minimum participant requirements.
Alpine routes, summits and other objectives are not guaranteed. A decision not to attempt or complete a particular objective does not in itself constitute cancellation or create an automatic entitlement to a refund, subject to any mandatory rights under applicable law.
The guide has final authority regarding route selection, continuation, modification or termination of an alpine activity where safety or operational considerations require it.
For solo alpine bookings, Ice Guardians may require a discussion with the participant regarding their previous experience in glaciated mountain environments before confirming the booking.
Multi-day expeditions may involve remote environments, basic accommodation, variable conditions and extended periods of activity.
Accommodation and transport arrangements are as stated at booking and may be provided by Ice Guardians or third parties. They may be changed where reasonably necessary due to availability, weather, access, safety or operational conditions.
Expedition accommodation may be shared, basic or remote and may have limited facilities.
The stated itinerary, route and objectives are indicative and may be changed where reasonably necessary. Particular summits, routes, locations, features or other objectives are not guaranteed.
Where practicable, Ice Guardians will endeavour to provide a similar or reasonably comparable experience.
If a participant voluntarily withdraws or is unable to continue after an expedition has commenced, this does not automatically entitle them to a refund.
Ice Guardians will determine the safest and most appropriate course of action. Additional costs arising from a participant’s early departure or inability to continue may be the participant’s responsibility where reasonably attributable to their circumstances.
Some public multi-day departures may be subject to minimum participant numbers stated at booking. If the minimum is not reached, Ice Guardians may offer an alternative, reschedule or cancel the departure.
Where applicable package-travel law applies, any cancellation based on minimum participant numbers will be made and communicated within the applicable statutory requirements and with the refund rights required by law.
In an emergency, Ice Guardians may take any action reasonably necessary to protect participant safety, including modifying, suspending or terminating the expedition and arranging or requesting external assistance where appropriate.
Participants may be responsible for costs of emergency assistance, evacuation or rescue where those costs are attributable to the participant or are otherwise properly payable by the participant under applicable law or the relevant service arrangements.
Participants are strongly advised to have appropriate insurance covering such costs.
Extraordinary dietary requirements, restrictions or other accommodations must be disclosed in writing before the booking is confirmed. Ice Guardians will determine whether they can reasonably be accommodated.
Where applicable package-travel law gives a participant specific rights in relation to special requirements communicated and accepted as part of the booking, those rights will apply.
Participants are responsible for arriving at the stated meeting point on time and being ready to participate.
If a participant arrives late, misses the departure or is otherwise unable to join the activity as scheduled, Ice Guardians may be unable to accommodate them.
Late arrival or non-attendance does not automatically entitle the participant to a refund. Any additional costs resulting from late arrival or non-attendance may be the participant’s responsibility, subject to applicable law.
Participants are responsible for obtaining appropriate travel and activity insurance for the activities they undertake.
For activities where specialist cover may be relevant, participants should ensure that their policy appropriately covers the activity, cancellation, interruption, medical assistance, evacuation and rescue where applicable.
Ice Guardians may require evidence of appropriate insurance where stated at booking.
Insurance requirements do not limit any statutory rights or responsibilities that apply to a package travel contract.
Participants are responsible for their personal belongings and equipment.
Ice Guardians is not responsible for loss, theft or damage to personal property except where such liability cannot legally be excluded.
Nothing in this section limits liability that cannot lawfully be excluded or limited.
Ice Guardians may take photographs or video during activities for operational, promotional or marketing purposes.
Participants who do not wish to be photographed or filmed should inform the guide verbally or in writing before or during the activity. Ice Guardians will make reasonable efforts to respect such requests.
Participants may also choose to provide photographs, reviews or other content to Ice Guardians for promotional purposes. Any such use will be subject to applicable law and the circumstances in which the content was provided.
The food, equipment and other inclusions applicable to an activity are stated at booking or in the relevant product information.
Participants are responsible for bringing any items specifically identified as their responsibility and for using Ice Guardians’ equipment appropriately.
Any extraordinary dietary requirements, restrictions or other accommodations must be disclosed in writing before the booking is confirmed. Ice Guardians will determine whether such requirements can reasonably be accommodated.
Where applicable package-travel law gives participants mandatory rights concerning special requirements that have been accepted as part of the booking, those rights will apply.
Ice Guardians may use third-party providers for services including accommodation, transport, equipment, guiding or other arrangements.
Such services are subject to availability and the terms and conditions of the relevant provider. Where reasonably necessary, Ice Guardians may make a suitable substitution or change to the arrangement.
Where applicable package-travel law applies, Ice Guardians’ statutory responsibilities as organiser are not excluded merely because a travel service is provided by a third party.
Participants should raise any issue or concern with their guide as soon as reasonably practicable during the activity, where possible, so that Ice Guardians has an opportunity to address it.
For package travel, participants should notify Ice Guardians of any failure in the performance of included travel services without undue delay, so that Ice Guardians has an opportunity to remedy the issue where reasonably possible.
If an issue cannot be resolved during the activity, participants should contact Ice Guardians in writing with details of the complaint and sufficient information for the matter to be reviewed.
Ice Guardians will review complaints and seek to resolve them reasonably.
Nothing in this section limits any statutory rights or remedies available to consumers.
Participants acknowledge that Ice Guardians’ activities take place in natural, remote and potentially hazardous environments and involve inherent risks that cannot be completely eliminated.
To the fullest extent permitted by applicable law, Ice Guardians is not responsible for loss, injury, damage, delay, expense or other loss arising from inherent risks of the activity, circumstances beyond our reasonable control, or the acts or omissions of participants.
Where applicable package-travel law applies, Ice Guardians’ statutory responsibilities as organiser remain unaffected.
Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability that cannot legally be excluded or limited.
Participants are responsible for ensuring that they have appropriate insurance for the activities they undertake.
Ice Guardians processes personal information in accordance with its Privacy Policy and applicable data-protection legislation.
Our Privacy Policy explains how personal information is collected, used, stored and handled.
These Terms are governed by the laws of Iceland.
Any dispute will be subject to the applicable laws and jurisdiction of Iceland, without limiting any mandatory rights or protections available to consumers under applicable law.
Ice Guardians may update these Terms from time to time. The Terms applicable to a booking are those in effect when the booking is confirmed, unless otherwise required by law.
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.
These Terms, together with the applicable booking confirmation, product-specific conditions and information expressly incorporated into the booking, constitute the agreement between Ice Guardians and the participant in relation to the booking.
Unless otherwise required by applicable law, any refund provided by Ice Guardians will be limited to amounts actually paid by the participant to Ice Guardians in respect of the affected booking. Ice Guardians will not be required to refund amounts that have not been paid.
For any further clarifications please don’t hesitate to get in contact with us at info@ice-guardians.com