Terms & Conditions

Last updated: 31 July 2026

1. Who we are

These terms and conditions govern all bookings of guided tours and activities offered by Frostbite Expeditions AS, org. no. 937 729 839, Vei 232-9, 9170 Longyearbyen, Svalbard, Norway (“we”, “us”, “the Provider”), made through this website or agreed by e-mail at info@frostbite-expeditions.com.

2. Booking and payment

You book a tour by selecting a date on the tour page, filling in the booking form and paying online by card. Payments are processed by SumUp Payments Limited on a secure payment page; we never see or store your card details.

The contract between you and us is concluded once your payment is confirmed. You will receive a confirmation e-mail with a booking reference and a link to your booking summary. If you do not receive it within a few minutes, please check your spam folder and then contact us.

3. Prices

All prices are stated in Norwegian kroner (NOK) per person and include the services listed in the tour description – typically a certified local guide, the equipment specified, safety gear and pickup at the listed meeting points in Longyearbyen.

Prices do not include personal travel insurance, meals or drinks unless the tour description says otherwise.

4. Cancellation by you

Plans change – especially in the Arctic. The following rules apply to cancellations made by e-mail to info@frostbite-expeditions.com:

• Cancellation 48 hours or more before the tour starts: full refund.
• Cancellation less than 48 hours before the start, or failure to show up at the meeting point: no refund.
• Instead of cancelling, you may ask to move your booking to another available date free of charge, no later than 48 hours before the start.

Refunds are returned to the card used for payment, normally within 5–10 business days.

5. Right of withdrawal

Under the Norwegian Cancellation Act (angrerettloven § 22 m) and corresponding EU consumer rules, the statutory 14-day right of withdrawal does not apply to leisure activities booked for a specific date or period. Our cancellation rules in section 4 apply instead.

6. Changes and cancellation by us

Svalbard is a polar environment and safety always comes first. Weather, sea ice, polar bear activity or other safety concerns may force us to change the route, the programme, the departure time or the equipment used, or to cancel a tour entirely.

If we cancel a tour, you can choose between a new date or a full refund. We are not liable for indirect costs such as flights, accommodation or other arrangements – we strongly recommend travel insurance that covers trip changes.

7. Your responsibilities

Arctic tours place real demands on participants. By booking you confirm that every participant:

• meets the minimum age and fitness requirements stated in the tour description,
• has truthfully disclosed any health conditions that could affect safe participation,
• arrives at the agreed meeting point on time (the tour cannot wait for late arrivals – a missed departure counts as a no-show),
• follows the guide’s instructions at all times – Svalbard is polar bear country and the guide’s decisions on safety are final,
• does not participate under the influence of alcohol or drugs.

The guide may exclude a participant who endangers themselves or the group. In that case there is no right to a refund.

8. Risks, liability and insurance

Outdoor activities in the Arctic carry inherent risks – challenging terrain, cold, glaciers, sudden weather changes and wildlife. We minimise these risks with experienced certified guides, appropriate safety equipment and conservative decision-making, but they can never be eliminated entirely.

We are liable in accordance with mandatory Norwegian law. We are not liable for loss of or damage to personal belongings during tours.

We strongly recommend that all participants have travel insurance valid for Svalbard that covers the booked activities, including search, rescue and medical evacuation.

9. Equipment and clothing

Equipment listed in the tour description is included in the price. You are responsible for suitable personal clothing – see “What to bring” on each tour page. The guide may refuse participation to anyone whose clothing or footwear is clearly unsafe for the conditions; section 4 then applies as a late cancellation.

10. Complaints

If something is wrong during the tour, tell the guide right away – most issues can be solved on the spot. Complaints after the tour should be sent to info@frostbite-expeditions.com without undue delay. As a consumer you may also contact the Norwegian Consumer Authority (Forbrukertilsynet) or use the EU online dispute resolution platform.

11. Personal data

We process the personal data you provide when booking (name, e-mail, phone, pickup point) solely to deliver the booked tour and to meet our legal obligations. Payment data is handled by SumUp. See our Privacy Policy for details.

12. Governing law

These terms are governed by Norwegian law. Disputes will be resolved by the ordinary Norwegian courts, unless mandatory consumer protection rules of your country of residence provide otherwise.

We may update these terms from time to time; the version published on this website at the time of your booking applies to your booking.