ICELANDAIR HOLIDAYS BOOKING CONDITIONS
Your contract is with Iceland Tours Ltd, trading as Icelandair Holidays. We are a member of ABTA and our membership number is V8923. ABTA and ABTA Members help holidaymakers to get the most from their travel and assist them when things do not go according to plan. We are obliged to maintain a high standard of service to you by ABTA's Code of Conduct.
All information written below is to the best of our knowledge, correct at time of publication (January 2011). Terms and conditions specified on the package information site overrule below terms and conditions should they not comply.
1. Your Contract
Upon completion of the booking process, a binding contract exists which will be filed by us. 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 or she has the authority to accept and does accept on behalf of the party the terms of these booking conditions. After we receive your booking we will issue a confirmation invoice sent via email as well as Icelandair e-tickets. Please check all details on your confirmation when received to ensure they are exactly as you requested. In the event of discrepancy, please contact us immediately as it may not be possible to make changes later.
2. Prices and Payment Details
The information and prices shown on this website may have changed by the time you come to book your arrangements. Advertised package prices "from" are based on lowest available airfare and season. When the lowest airfare is sold out, package price changes according to next available airfare. Peak season 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 at any time. We also reserve the right to correct errors in both advertised and confirmed prices (both before and after your confirmation has been issued). All bookings made online require full payment at the time of booking.
Credit Card Fraud Contingency:
If you do not supply the correct credit or debit card billing address and/or cardholder information, the issue of your tickets may be delayed and the overall cost may increase. We reserve the right to cancel your holiday if payment is declined or if you have supplied incorrect credit card information. We also reserve the right to do random checks (including the electoral roll) in order to minimise credit card fraud. As a result of this, before issuing tickets we may require you to provide us with a fax or postal copy of proof of address, a copy of your credit card and a recent statement.
3. Passports, Visas, Health Requirements and Travel Documents
British citizens do not need a visa for Iceland - Other nationalities should check with The Icelandic Embassy at 2A Hans Street, London SW1X OJE. Iceland is a part of the Schengen agreement. For details on general visa, passport requirements and health information view the Home Office website, www.homeoffice.gov.uk.
It is the passengers responsibility to ensure that they are in possession of all necessary travel and health documents before departure, including a passport valid at least three months after return travel date. We cannot accept liability if you are refused entry onto any transport or into any country due to failure on your part to carry contact documentation. 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. In the event we are asked to reissue tickets that have been lost, destroyed or stolen and we agree to do so, any charges incurred as a result of this will be payable by you.
At the time of publication, no compulsory vaccinations or other health precautions were required for British Citizens visiting Iceland. You can check recommended precautions with your GP, practice nurse, pharmacist or travel health clinic. Further travel health advice can be found on http://www.fitfortravel.scot.nhs.uk and information on how to get medical treatment abroad, and how to get reduced-cost and sometimes free medical treatment in the EEA, including Iceland, can be found in the NHS leaflet ‘Health Advice for Travellers'. See www.dh.gov.uk. Passengers suffering from any known or suspected medical condition, or women more than 28 weeks pregnant, must notify us at least 30 days before departure. They must also produce a medical certificate confirming fitness to travel. We reserve the right to refuse or cancel bookings if relevant certificates are not produced and we will not be liable for any operator's refusal to carry any person who has not notified us of their condition.
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.
4. Consumer Protection (ATOL)
The air holidays and flights are ATOL Protected, since we hold an Air Travel Organiser's license granted by the Civil Aviation Authority. Our ATOL number is ATOL 4560. 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. For further information, visit the ATOL website at www.atol.org.uk.
5. Insurance
We consider adequate travel insurance to be essential. Icelandair Holidays cannot accept responsibility for any cost any of your party 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 cover you purchase 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.
6. Amending or Cancelling Your Booking
If you wish to make any changes to your holiday arrangements after confirmation has been issued, we will do our utmost to comply, but it may not always be possible. An amendment fee of £75 per person plus any applicable fare difference and/or difference in supplier prices subject to availability will be levied and must be paid at the time the amendment is made. You should be aware that these costs could increase the closer to the departure date that changes are made. These must be paid in addition to our amendment fee at the time the amendment is made. Alterations cannot normally be made within two weeks of departure. In accordance with the Package Travel Regulations, a passenger who is prevented from travelling may transfer their booking to another person, provided that this other person fulfils the conditions of the booking. The original client and the new one are jointly liable for paying all costs arising, including an administration fee of £75 per person. Reasonable notice must be given of a wish to transfer (generally a minimum of two working days).
You, or any member of your party, may cancel your travel arrangements at any time. Written notification by mail, fax or email from the 'lead name' on the booking or your Travel Agent on your behalf, must be received at our offices. Icelandair Holidays bookings are non refundable should they be cancelled by customer or Travel agent. 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 company.
Please note that special offers generally do not allow changes on names, dates, tours and hotels. Cancellations and cost differences to lower priced holidays will not be refunded..
7. Changes or Cancellations 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, taking another holiday from us (and receiving a refund of the difference if the alternative is lower in price), 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 (see below).
In accordance with EU Regulation 2111/ 2005 we are required to advise you of the actual carrier operating your flight / connecting flight / transfer. We do this by listing carriers to be used or likely to be used as follows:
Icelandair
Any changes to the actual airline after you have received your tickets will be notified to you as soon as possible and in all cases at check- in or at the boarding gate. Such a change is deemed to be a minor change.
In your interest, we reserve the right to cancel itineraries, or to substitute alternative accommodation, if the holiday would then in our opinion suffer, or be in some way impracticable. In no case will we cancel your holiday less than eight weeks before the scheduled departure date except for reasons of force majeure. In circumstances where we are unable to provide the holiday booked, we will return to you all monies paid (excluding amendment fees), or offer an alternative holiday of comparable standard. Circumstances amounting to force majeure include but are not limited to war, the threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire or adverse weather conditions, epidemic or pandemic illnesses.
Any excursions, tours or car hire arrangements that you may chose to book and pay for whilst you are 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 and 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.
8. Special Requests
If you wish to make a special request, such as dietary requirements or wheelchair assistance, you must do so at the time of booking. We will try to pass any reasonable requests on to the relevant supplier but we cannot guarantee that requests will be met and cannot make them part of our contractual agreement. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed.
We are happy to advise and assist you in choosing a suitable holiday. As some of the accommodation and resorts featured may lack even the simplest facilities, such as ramps for wheelchairs, lifts etc, it is important that, when booking, you advise us of any disabilities and special requirements to make sure the holiday meets your specific needs. If we reasonably feel unable to properly accommodate the particular needs of the person(s) concerned, we will not confirm the booking or, if full details are not given at the time of booking, cancel when we become aware of these details. Hotel Leifur Eiriksson is a 3 storey building without a lift.
9. 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 as 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. You 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.
10. Holiday Information
Climate - Iceland
Iceland's weather can be very changeable and travellers should expect different conditions at any time of the year. Further guidance can be obtained from our reservations staff. Many tours in this brochure, such as whale watching and Northern Lights, rely on weather conditions. This means that tours may be cancelled or itineraries amended at 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 can not 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 stated . Please refer to each tour description for exact meal arrangements.
Overbooking by hotels: Accommodations are allowed to overbook their premises. 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 21 (25 for jeeps). 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. Get information from sales offices 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 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.
11. 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 with us within 28 days of your return. Please include your original booking reference and all relevant information to: icelandairholidays@icelandair.is or by post to Icelandair Holidays, Adam House, 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.
We are a member of ABTA. We are obliged to maintain a high standard of service to you by ABTA's Code of Cunduct. Any disputed complaints arising out of, or in connection with this contract may, if you wish, be referred to arbitration under a special scheme. This has been devised by arrangement with ABTA and is administered independently by the Chartered Institute of Arbitrators.
The arbitration scheme is arranged by ABTA and administered independently by IDRS, part of the Chartered Institute of Arbitrators. It provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on you in respect of costs. Full details will be provided on request or can be obtained from the ABTA website. The scheme does not apply to claims for an amount greater than £5,000 per person. There is also a limit of £25,000 per booking form. Neither does it apply to claims which are solely in respect of physical injury or illness or their consequences. The scheme can however deal with compensation claims which include an element of minor injury or illness subject to a limit of £1,000 on the amount the arbitrator can award per person in respect of this element.
The application for arbitration and Statement of Claim must be received by the IDRS within twelve months of the date of return from the holiday. Outside this time limit arbitration under the Scheme may still be available if we agree, but the ABTA Code does not require such agreement.
For injury and illness claims, you may like to use the ABTA/Chartered Institute of Arbitrators Mediation Procedure. This is a voluntary scheme and requires us to agree for mediation to go ahead. The aim is to help you resolve your dispute in a quick and cost effective way. Details on request or from www.abta.com.
It is strongly suggested that you communicate any complaint to the supplier of the services in question without delay and, confirm this in writing to them, whilst you are in Iceland.
12. Our Liability to You
Icelandair Holidays accepts full responsibility for ensuring that all parts of your booked holiday are provided as described. If any part of your travel arrangements are not provided as promised due to the fault of our employees, agents or suppliers, we will pay you appropriate compensation if this has affected the enjoyment of your travel arrangement. Except in cases of death, personal injury or illness, Icelandair Holidays' liability to you is limited to twice the cost of the holiday (excluding insurance premiums and amendment charges) of the affected persons. Where services are provided by air or sea carriers, Icelandair Holidays' liability and compensation is limited by the Montreal and Athens and all other relevant international conventions.
Most accommodation and transport is provided by independent suppliers, for whom Icelandair Holidays will accept responsibility on the terms set out in these booking conditions. We accept responsibility for death, injury or illness caused by the negligent acts and/or omissions of our employees or agents, our suppliers and sub-contractors whilst acting within the scope of, or in the course of their employment in the provision of your travel arrangements. We will accordingly pay to you such damages as might have been awarded in such circumstances under English Law.
We will not be liable where any failure was due to: your own acts and/ or omissions; those of a third party not connected with your holiday provision and which were unforeseeable or unavoidable; or an event which neither Icelandair Holidays nor its suppliers could have foreseen or prevented even with all due care.
Should Icelandair Holidays make any payment to any member of your party in any of the circumstances referred to in this section, we reserve the right to claim in your place against the person or organisation responsible for causing the illness, injury or death. This means agreement to transfer those rights to Icelandair Holidays. You must also assist Icelandair Holidays and its insurers in pursuing any such claim. All claims must be notified immediately to Icelandair Holidays and confirmed in writing within 28 days.
Problems not connected to the Icelandair Holidays package
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. If your policy does not provide such cover, Icelandair Holidays will provide advice and assistance up to a value of £5,000 per person. This service is granted subject to our reasonable discretion and provided we are notified within 90 days of the incident occurring.
Conditions of Carriage
Travel by aircraft, coach, or ship is subject to the relevant companies' conditions of carriage, some of which limit or exclude liability. These are governed by the Montreal Convention, Hague Protocol or Athens Convention, copies of the relevant conditions are available on request. 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 one or other of the airlines in this brochure, or such other airlines as may be substituted. For Icelandair's conditions of carriage, click here.
Baggage
Liability for baggage in the care of an air or sea carrier is governed by the Montreal and Athens Conventions and subject to the carriers' Conditions of Carriage. Icelandair Holidays accepts liability for luggage in its possession, subject to a maximum value of £500. No liability is accepted for items of high value (over £500) e.g., money, jewellery, photographic or electronic equipment, which should be adequately insured.
13. Data Protection and 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.
14. Correspondence
If bookings are made through travel agents, all communication should be directed through your travel agent. For direct bookings, all correspondence will be by email Icelandair Holidays ( icelandairholidays@icelandair.is or by phone 0844 811 1191). Please quote package confirmation number in any communication.
Icelandair Holidays is the trading name of Iceland Tours. This is a subsidiary company of Icelandair. Our UK address is:
Adam House,
1 Fitzroy Square,
London, W1T 5HE
