Terms & Conditions
Hrafnar leiðsögn ehf. (Hrafnar Guides ehf)
Kennitala: 561025-0370
Address: Þórsgötu 19,101 Reykjavík
Email: hello@hrafnarguides.is | Tel: +354 7933692
Website: www.hrafnarguides.is
These Terms & Conditions apply to all tours and services provided by Hrafnar leiðsögn ehf.
1. PRICES
1.1. All prices for services provided by Hrafnar Guides ehf. are quoted in Icelandic Krona (ISK). Hrafnar Guides bears no responsibility for currency fluctuations or additional charges beyond our control, such as bank transfer fees, foreign exchange differences, or credit card charges.
1.2. The prices displayed on our website include value-added tax (VAT) and are based on current rates. Hrafnar Guides reserves the right to adjust published prices without prior notice due to changes in currency rates, government taxes, or unforeseen cost increases beyond our control.
2. PAYMENT, CANCELLATION & REFUND POLICY
We understand that travel plans can change, and we aim to be fair and transparent while ensuring smooth operations. Please review the following terms carefully before booking your tour.
Booking & Payment Terms
- All prices are listed in Icelandic Krona (ISK).
- Full payment is required at the time of booking to confirm your reservation, unless otherwise agreed in writing.
- Prices are guaranteed after full payment has been made.
- All refunds are issued in ISK. If the exchange rate has changed between the time of purchase and the refund, the amount returned in your local currency may differ.
Cancellation & Refund Policy
- Cancellations made more than 7 days before the tour date:
Eligible for a 100 % refund of the total amount paid. Alternatively, the full amount can be converted into credit valid for 12 months, which may be transferred to another person upon request. - Cancellations made between 7 days and 48 hours before the tour date:
Eligible for a 50 % refund. - Cancellations made less than 48 hours before the tour date:
Non-refundable. - No-shows:
Guests who do not arrive at the designated meeting point at the scheduled time without prior notice are considered a no-show and are not eligible for any refund.
Changing Your Tour Date
- Tour date changes are allowed
up to 7 days before the tour, subject to availability.
- Within 7 days, date changes may be possible but are
not guaranteed.
Credit Validity
- If you choose credit instead of a refund, it will remain valid for 12 months from the original tour date.
- Credit can be transferred to another person upon written request.
Cancellations by Hrafnar Guides
- In rare cases where weather, safety concerns, or other unforeseen circumstances force us to cancel your tour, you will receive a
full refund or the option to
reschedule at no extra cost.
- Tour itineraries, departure times, or routes may be adjusted to ensure your safety without prior notice. Icelandic weather is unpredictable, and our guides’ decisions regarding safety are final.
Travel Insurance
- We strongly recommend that all participants purchase
comprehensive travel insurance, including trip cancellation, medical, and personal coverage. This protects against unforeseen events such as illness, delays, or emergencies beyond our control.
How to Cancel or Modify a Booking
- All cancellations or modification requests must be
submitted in writing via email to hello@hrafnarguides.is.
- The
date and time of the received email will be used to determine the applicable refund policy.
3. SERVICE DELIVERY AND NO-SHIPPING POLICY
3.1. Nature of the Service (Non-Shippable Goods) Hrafnar Guides ehf. specializes in providing guided services and experiential activities (tours, glacier walks, etc.). Our services are non-physical and are delivered in the form of reserved experiences, not physical goods.
3.2. Method of Service Delivery
- Booking Confirmation: Successful booking and payment result in the electronic delivery of a confirmation and voucher, including all necessary details (meeting point, time, and safety instructions). This is delivered via email.
- Service Fulfillment: The service itself (the tour or activity) is delivered in person by our guide at a pre-arranged meeting point on the date and time specified on the voucher.
- No Goods Shipped: Hrafnar Guides ehf. does not ship or deliver any physical goods, packages, or tangible products to the customer's physical address. Any items purchased or utilized during the tour (e.g., rentals, souvenirs) are subject to in-person collection/delivery and are not shipped by postal service.
3.3. Delivery Timeframe
- The electronic booking confirmation/voucher is delivered instantly upon successful payment completion.
- The physical fulfillment of the service (the tour) occurs on the date and at the time specified in the booking confirmation.
4. SPECIAL OFFERS & PROMOTIONAL CODES
4.1. Promotional codes and special offers must be entered at the time of booking on the payment page to be valid. They cannot be applied retroactively to existing bookings or refunded after purchase.
5. PICK-UP & DROP-OFF SERVICES
4.1. Hrafnar Guides does not routinely offer pick-up and drop-off services. Unless explicitly stated otherwise in the tour description, participants are expected to meet us at the designated meeting point.
4.2. If pick-up services are provided for a specific tour, it is the traveler’s responsibility to supply their pick-up location in a timely manner and to be ready at the designated time.
4.3. Failure to be present at the agreed pick-up point at the scheduled time does not entitle the traveler to a refund.
6. MEETING US ON LOCATION
6.1. Most of our tours require guests to meet at the designated meeting point, which will be clearly stated on the booking confirmation and voucher.
6.2. You are responsible for arriving at the correct location at the scheduled time. If you have any doubts about the meeting point or timing, please contact us in advance.
6.3. Failure to arrive on time at the meeting point does not warrant a refund.
7. TRAVEL INSURANCE
7.1. We strongly recommend purchasing comprehensive travel insurance in your home country to cover unforeseen circumstances, such as cancellations, medical expenses, or delays. Travel insurance is the responsibility of the traveler and is not included in our tours.
8. ICELANDIC WEATHER AND CONDITIONS
8.1. All tours are subject to weather and general conditions. Hrafnar Guides reserves the right to adjust routes, itineraries, or departure times, or to cancel tours at short notice, should conditions make this necessary for safety reasons.
8.2. Icelandic weather is highly unpredictable, and conditions can change rapidly. Our guides are trained to assess and respond to these situations. Their decisions regarding route changes or tour adjustments are final and made with your safety as the highest priority.
8.3. Hrafnar Guides reserves the right to cancel or modify tours if guides assess that conditions make the activity unsafe for participants or staff. Decisions regarding cancellations due to safety concerns are final.
8.4. Hrafnar Guides cannot be held liable for any loss, damage, accidents, injuries, illnesses, delays, or other impacts caused by weather conditions, strikes, natural disasters, or other unforeseeable events beyond our control.
8.5. In the event of flight or travel disruptions (domestic or international), participants are responsible for any additional expenses incurred (e.g., extra hotel nights, meals, transfers). We strongly advise securing comprehensive travel insurance.
9. CLOTHING REQUIREMENTS
9.1. Proper outdoor clothing and sturdy footwear are mandatory for participation in glacier walks and other outdoor activities. We reserve the right to deny participation to guests who are inadequately dressed or equipped, as this may compromise their safety. In such cases, no refund will be provided.
10. PARTICIPANT RESPONSIBILITY & ASSUMED RISK
10.1. Participation in glacier walks and outdoor activities carries inherent risks. By booking a tour with Hrafnar Guides, you acknowledge these risks and agree to follow the instructions and safety guidelines provided by our guides at all times.
10.2. Hrafnar Guides cannot be held responsible for accidents resulting from participant actions, disregard of safety instructions, or natural conditions beyond human control.
10.3. Our guides reserve the right to refuse participation to anyone deemed physically unfit, injured, or ill in a way that could endanger themselves or others. In such cases, the full cancellation fee applies.
10.4. We reserve the right to deny participation to any guest displaying abusive, threatening, or unsafe behavior. No refunds will be issued in such circumstances.
11. ALCOHOL AND DRUGS
11.1. Participation may be denied to guests suspected of being under the influence of alcohol or drugs. No refunds will be provided in such cases. Our guides have full authority to refuse participation if they believe someone’s behavior may pose a risk to themselves or others.
12. PHOTOGRAPHY AND PROMOTIONS
12.1. Hrafnar Guides may take photographs and videos during tours for promotional purposes. By joining a tour, participants consent to the use of such materials in our marketing unless they notify us otherwise in writing before the tour.
13. LIMITATION OF LIABILITY
13.1. Hrafnar Guides is not liable for any indirect, incidental, special, or consequential damages, including loss of enjoyment or opportunities, resulting from participation in our tours.
13.2. Liability is limited to the amount paid for the service in question.
14. DATA PROTECTION
14.1. Hrafnar Guides collects and processes personal information in accordance with Icelandic and EU data protection laws (GDPR). We only collect data necessary for booking and tour operations and do not share it with third parties without consent.
14.2. For more details, please refer to our Privacy Policy.
15. GOVERNING LAW
15.1. As Hrafnar Guides ehf. is registered and operates in Iceland, all legal matters shall be governed and interpreted in accordance with Icelandic law. Any disputes shall be settled in Icelandic courts.
