TERMS & CONDITIONS – 2023/2024

All services provided by Solveryn AS (supplier) are provided to the customer on the following Terms & Conditions:

BOOKING

Booking can be made via email or telephone.
A booking is confirmed by Solveryn with an order confirmation sent by email, which includes our official order number.

PAYMENT

All rates are in US Dollars (USD) and include applicable Finnish VAT.

• A non-refundable deposit of 10% of the total order amount must be paid to confirm the booking.

• If the deposit is not paid by the specified due date, Solveryn reserves the right to cancel the booking without prior notice. A cancellation confirmation will be sent via email.

• Payment can be made via invoice or secure e-payment link (sent via email or SMS).

CANCELLATION BY CUSTOMER

Cancellation must be made in writing and must be confirmed by Solveryn with a written cancellation confirmation.

Cancellation Terms:

• The 10% deposit is non-refundable under all circumstances.

• 30 days or more before arrival: deposit is retained.

• 15–29 days before arrival: 40% of the total value will be charged, plus the 10% deposit already paid.

• 14 days or less before arrival: 90% of the total value will be charged, plus the 10% deposit.

CANCELLATION BY SUPPLIER

Cancellation by Solveryn may occur due to weather conditions or guest safety concerns.
When applicable, an alternative experience will be offered (optional to accept).
If part of a package, any refund will apply only to the cancelled activity or service.

QUALITY AND SAFETY

Customers must inform Solveryn of any special health conditions or needs that may impact the quality or safety of the product or experience.

DELAYS OR ITINERARY CHANGES

Solveryn AS, located in Rovaniemi, Finland, is not liable for accidents, damages, or delays resulting from guest tardiness or force majeure.

Solveryn reserves the right to alter programs due to:

• Extreme weather

• Government regulations

• Safety concerns

No refund will be provided for changes caused by force majeure.

FORCE MAJEURE

"Force majeure" refers to extraordinary and unavoidable events beyond our control, including but not limited to:

• War, terrorism, civil unrest

• Natural disasters (e.g., floods, snow shortages, earthquakes)

• Epidemics, pandemics, or serious health crises

• Government restrictions or border closures

• Industrial action, transport disruption

• Fire, technical failures, or acts of God

In such events (if cancellation is received within 30 days of arrival), Solveryn offers:

1. Cancellation with an invoice for 20% of the total booking value to cover administrative costs

2. Rebooking of the full reservation to a mutually agreed date within 12 months from original delivery date (no invoice sent at cancellation)

3. Invoice 100% of the original value, and provide a credit note equal to that amount for future bookings within 12 months

Note: Rebooking is only valid once a revised written confirmation from Solveryn AS is issued.

LEGAL DISPUTES

Any legal dispute must be settled under Finnish law, in a Finnish court of justice.
Rovaniemi District Court is the agreed venue for all legal matters.

PARTICIPANT RESPONSIBILITIES – SAFETY INSTRUCTIONS

Participants agree to comply with all safety instructions provided by Solveryn AS or its partners.
Participants also confirm they do not suffer from any medical condition that could be worsened by cold weather or physical activity.

Snowmobile Requirements:

• Must be at least 18 years old

• Must hold a valid driver’s license for car or snowmobile

• Zero alcohol tolerance applies

• Deductible for damage: $600 USD

ALCOHOL & SMOKING

• Only alcohol purchased from Solveryn may be consumed on premises

• Smoking is allowed only in designated areas

• Smoking is prohibited indoors, including the Ice Hotel

PETS & ANIMALS

Pets and animals are not allowed in the service building, Arctic Wilderness Lodge, or the Ice Hotel, unless explicitly approved in writing.