Icelandair Holidays booking conditions

Contract

Upon completion of the booking process, a binding contract exists. This contract is made on the terms of these booking conditions which are governed by English Law. Any disputes arising from the contract are subject to the jurisdiction of the courts of England or Wales, unless the customer chooses those of Scotland or Northern Ireland.

When a booking is made, the 'lead name' on the booking guarantees that he/she has the authority to accept on behalf of the party, the terms of the booking conditions. After we receive your booking, a confirmation will be sent via email, a separate email will be sent containing Icelandair e-tickets.   When you receive these details, please check the information is correct – in the event of any discrepancy, contact us immediately as it may not be possible to make changes later.

Price & payment

The advertised  price "from" is based on lowest available airfare and season. When the lowest airfare is sold out, the price changes according to next available airfare. Flight and seasonal supplements, upgrades or additional facilities can also change the final price.

Although we make every effort to ensure the accuracy of the website information and prices at the time of loading, regrettably errors or changes occasionally occur. You must therefore ensure you check the price and all other details of your chosen arrangements at the time of booking. Icelandair Holidays reserves the right to raise or lower its prices until the booking is concluded. We also reserve the right to correct errors in both advertised and confirmed prices before your confirmation has been issued. All bookings made online require full payment at the time of booking.

Passport & visas

It is your responsibility to ensure that all necessary passports are machine readable. You should also ensure that all necessary visas, international driving licences, vaccinations and other health documents are in order. All passports must have be valid for the duration of the intended stay.  Please check with the Icelandic Embassy website for visa requirements. You must read all documentation that is supplied to you and ensure that all information contained within is correct. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly. Please be advised that if you do not travel on your outbound flight, the system will automatically cancel your inbound and it will be necessary to purchase a ticket for the inbound flight at considerable cost.

Some countries and airlines now require additional passenger information (API). This information is compulsory and is required by authorities. It is essential that you provide the API prior to travelling. Failure to provide this information may result in you being denied boarding for your flight. No refund will be permitted and any additional costs will be borne by the named clients.  For passengers with European passports travelling to/from Iceland, API’sinformation can be completed at departures check-in desk.

USA - Travel Authorisation (ESTA)

For customers flying to the USA, it is mandatory for anyone travelling to or transferring through the US under the Visa Waiver Program, to obtain approval to travel no later than 72 hours prior to travel by completing an online process ESTA (Electronic System for Travel Authorisation) scheme. ESTA can be obtained by visiting https://esta.cbp.dhs.gov or the Visit USA Website at www.visitusa.org.uk where further information on the scheme and up to date fee can also be found. Once completed and approved, the ESTA application is valid for two years and allows multiple visits without the need to reapply. Travellers can apply for an ESTA even if they have no firm plans to travel to the US. Failure to obtain an ESTA could result in the passenger being denied boarding by the airline.

Insurance

We consider adequate travel insurance to be essential. Icelandair Holidays cannot accept responsibility for any cost to your party which may incur as a result of failing to take out insurance cover. Please read your policy and take it with you on holiday. It is your responsibility to ensure that the insurance policy is suitable and adequate for your particular needs. For those who participate in sports, water sports and winter sports whilst on holiday it is your responsibility to ensure that you obtain the relevant insurance cover.

Should any member of your party suffer illness, injury or death through misadventure arising out of activities that are not part of our packages or excursions, we will offer general assistance where appropriate. Should any member of your party wish to take legal action over this kind of misadventure, reference should first be made to your travel insurance cover. Please ensure the policy with your travel insurance company cover the activities that do not relate to our holiday package or excursions included. 

Changes or cancellations by customer

Should you wish to make a change to your holiday arrangements after confirmation has been issued, we will do our utmost to comply, but it may not always be possible. Please see detailed below the applicable change fees to amend your booking and reissue.  Furthermore, any additional airfare, airport tax increase, hotel or tour costs apply.  The amendment is subject to availability and validity of the package you have purchased.  Any change request should be received in writing no later than 7 working days prior to departure date.

Fee to change is based on per person;

AMENDMENT

Holiday to Iceland /
Greenland

Holidays to USA /
Stopover Holidays

 

 

 

NAME CORRECTION

£15.00

£15.00

NAME CHANGE

£110.00

£150.00

HOLIDAY DATE CHANGE

£110.00

£150.00

HOTEL CHANGE ONLY

£110.00

£150.00

FLIGHT TIME CHANGE ONLY (same day)

£110.00

£150.00

 

 

 

Changing from one package holiday to another package offer will not be treated as a change but as a cancellation.

Should you or any member of your party wish to cancel your booking  after confirmation has been issued, a written notification by mail, fax or email from the 'lead name' person who made and confirmed the booking or from your Travel Agent on your behalf, must be received at our office.   Any amendment fees, insurance premiums, airport taxes cannot be refunded.  We reserve the right to apply the following cancellation charges based on a proportion of the total cost of the holiday as shown on the confirmation invoice.

PERIOD BEFORE DEPARTURE

CANCELLATION CHARGE

 

 

MORE THAN 30 DAYS

10%

BETWEEN 29-15 DAYS

30%

BETWEEN 14-7 DAYS

50%

7 DAYS OR LESS

100%

PACKAGES AND DAYTOURS WHICH INCLUDE DOMESTIC FLIGHTS OR/AND FLIGHTS TO GREENLAND

In the event that you have booked a package which includes domestic flights, the following cancellation charges will be applicable;

PERIOD BEFORE ARRIVAL

CANCELLATION CHARGE

 

 

MORE THAN 56 DAYS

none

BETWEEN 55-42 DAYS

10%

BETWEEN 41-28 DAYS

40%

BETWEEN 27-14 DAYS

60%

BETWEEN 13-24 hours

80%

A no-show or less than 24 hours notice

100%

If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges from your insurance provider.

Please note it is not possible to cancel airport transfers or day excursions booked with the package, however these may be changed to alternative add-on products of similar or higher value subject to availability and administration fee. It is not possible to change/cancel an excursion included in the package offer. Cost differences to lower priced holidays will not be refunded. Package date/hotel change requests and package cancellation requests apply to the entire travel party only.

Changes or cancellation by Icelandair Holidays

It is unlikely that we will have to make any changes to your booking after it has been confirmed. However, occasionally, changes do occur but most are minor and you will be informed as soon as possible if there is time before your departure. If a holiday or tour is cancelled due to situations beyond our control or minimum numbers not being reached we will refund the money you have paid or offer a similar holiday/tour but no compensation will be paid and we shall have no further liability to you.

If major changes are necessary, we will do all we can to tell you before departure. When major change occurs (such as flight time alterations of more than 12 hours or reduction in accommodation standards) you have the choice of accepting the change of arrangements, or cancelling your holiday and receiving a full refund (excluding amendment fees). Compensation may be paid unless the reason for the cancellation or major change is for circumstances amounting to force majeure.  Circumstances amounting to force majeure include but are not limited to war, the threat of war, riot, civil strike, industrial dispute, terrorist activity, natural or nuclear disaster, fire or adverse weather conditions, epidemic or pandemic illnesses.

Our primary concern is to transport you to your destination safely and on time, but in the event of your flight being delayed or cancelled, or that you are denied boarding due to over booking, Icelandair is aware of and will comply with its obligations under the European legislation regarding your rights to compensation (Regulation (EC) 261/2004).

Any excursions, tours or car hire arrangements that you may choose to book separately whilst in Iceland, are not part of the package holiday provided by Icelandair Holidays. In these cases your contract will be with the excursion, tour or car hire provider.    Icelandair Holidays will not be responsible for the provision of the excursion, tour or car hire, or for anything that happens during the course of its provision by the operator. Please note that flight times and airlines may be subject to change for operational reasons. Final details are given on your tickets.

Special request/fitness to travel

Overseas services are not covered by the Equality Act 2010, and facilities that are expected and required in the UK are not available in many of our destinations. If you have a disability or any issue with mobility you should be aware that our hotels may not have lift access.  Our tours may involve significant distances, embarkations and disembarkations, visits to places that lack lifts or ramps, and areas of steep or rough terrain. Tours, or parts of tours, may be unsuitable for those with disabilities or restricted mobility. Should you or any of your party require a carer or assistance with mobility, then you accept responsibility for including a suitably qualified person in your booking.  If you or any member of your party has any medical condition or disability which may affect your holiday, please call us on +44 (0) 20 7874 1000 to discuss any special requirements before you confirm your booking.


Behaviour

When you book a Holiday with Icelandair Holidays you accept responsibility for the proper conduct for yourself and your party whilst on holiday. If we or any other person in authority, is of the reasonable opinion that you or any member of your party is behaving in such a way ,to cause or be likely to cause danger or upset to any other person or damage to property, we will be entitled to terminate the holiday of the person(s) concerned. The person(s) concerned will be required to leave the accommodation, flight or other service and we will have no further responsibility to them including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. This person will be responsible for making full payment for any damage or loss caused by you or any member of your party during your time away. Payment must be paid direct at the time to the service supplier concerned failing which, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party's full legal costs) as a result of your actions.

Climate - Iceland

Iceland's weather can be very changeable and travellers should expect different conditions at any time of the year.  Many tours, such as whale watching and northern lights, rely on weather conditions.  In the event of severe weather conditions, some tours may be cancelled or itineraries amended at very short notice.

Supplier descriptions

Descriptions of suppliers and their services have been compiled following inspection by our staff or representatives and checked to ensure they are correct. However, some details may have changed since publication.

In Iceland, single rooms and twin-bedded rooms are available in most hotels. Single rooms are sometimes inferior in both size and location. Some hotels have twin or double-bedded rooms where a third or fourth bed may be added. A double bed cannot be guaranteed. The majority of hotels with en-suite facilities will have a shower. A room with bath may be available on request but cannot be guaranteed. Most hotels in Iceland do not provide tea and coffee making facilities in the room. Breakfast is not included at hotels unless otherwise advised. Please refer to each holiday description for exact meal arrangements.

Overbooking by hotels - occasionally a situation arises where hotels do not have room for all customers that have a confirmed reservation. Hotels are then responsible to accommodate them at a similar or better hotel.

Safety standards and regulations are not necessarily the same as equivalent standards in the UK. The monitoring, enforcement and compliance with local regulations is carried out by the appropriate authorities in the country. Icelandair Holidays advise you to take all reasonable precautions while on holiday.

Driving & car hire

Laws, licensing requirements and age limits vary throughout the world. Minimum age for renting a standard car in Iceland is 20 years (23 years for 4-wheel drive vehicles). Icelandair Holidays is a supplier of car hire companies, but is not responsible for mistakes made by such companies that do not relate directly to Icelandair Holidays. We recommend you contact car rental companies for information on up-to-date rules and restrictions regarding driving in Iceland. Please notice that the driver will need to have a valid credit card and drivers licence. It is not possible to confirm a specific car type but instead a car group. Car types within each group can change with little notice. Icelandair Holidays is not responsible if a certain car group is not available, it is the responsibility of the car rental company to provide a car of similar or higher standard without the passenger paying extra. It is important to check what is included in the fees paid and what kind of insurance is covered. It is also important for the client to check the car thoroughly when receiving it and report of any damage seen. We recommend that someone from the car rental company examines the car when returned.

Complaints

If you have a problem during your holiday, please inform the relevant supplier (e.g. hotel) immediately so that they can endeavour to put things right. If your complaint cannot be resolved locally, you must lodge a written complaint to us within 28 days of your return. Please include your original booking reference and all relevant information to: uk@icelandairholidays.com or by post to Icelandair Holidays, Adam House, 2nd Floor, 1 Fitzroy Square, London, W1T 5HE.

It is a condition of this contract that you inform suppliers of any problems encountered abroad and obtain a written report. If this procedure is not followed, we may have been deprived of the opportunity to investigate and rectify your complaint which can affect your rights under this contract.

Conditions of carriage

Travel by aircraft is subject to the relevant ‘conditions of carriage’ and are governed by the European Parliament and the Council of the European Union.    You are bound by these conditions when booking your holiday and you should refer to the conditions printed on your ticket. By its contract with you, Icelandair Holidays does not enter into an air carriage agreement but only undertakes to reserve seats on board aircraft operated by Icelandair, or such other airlines as may be substituted. For Icelandair's baggage policy and conditions of carriage, click here.

Data protection & privacy

In order to process your booking and meet your requirements, we must pass your personal details on to the relevant suppliers of your travel arrangements. For full details of our data protection and privacy policy, please refer to Icelandair's Privacy Statement.

Your financial protection

Your contract is with Iceland Tour Ltd, trading as Icelandair Holidays.

When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions.   A contract will exist as soon as we issue our confirmation and e-tickets.   This contract is made on the terms of these booking conditions, which are governed by English Law, and the jurisdiction of the English Courts.  You may however, choose the law and jurisdiction of Scotland or Northern Ireland.

For holidays from/to the UK you are protected by Air Travel Organisers Licence (ATOL) 4560 issued by the Civil Aviation Authority (CAA).  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. We provide full financial protection for our package holidays. When you buy an ATOL protected flight or flight inclusive holiday from us, you will receive an ATOL certificate from us confirming your arrangements and your protection under our Air Travel Organiser’s Licence number (4560). The ATOL certificate lists the flight, accommodation,  and/or other services that are financially protected, where you can get information on what this means for you and who to contact if things go wrong. 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.

We, or the suppliers identified on your ATOL certificate, will provide you with the services listed on the ATOL certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).

If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable).You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

For further information, visit the ATOL website at www.atol.org.uk

Contact us

If bookings are made through travel agents, all communication should be directed through your travel agent.   For direct bookings through Icelandair Holidays, kindly contact Icelandair Holidays; uk@icelandairholidays.com or by phone +44 (0) 20 7874 1000.

Please quote package confirmation number in any communication.                                                   

Icelandair Holidays is the trading name of Iceland Tours. This is a subsidiary company of Icelandair.

ICELANDAIR

Adam House 2nd Floor

1 Fitzroy Square

London

W1T 5HE