Terms & conditions

All information provided in this brochure and on the websites www.icelandprotravel.com and www.icelandprotravel.co.uk is to the best of our knowledge or belief, correct at the time of publication. We will advise you of any changes that are fundamental to the contract or which we believe will affect your enjoyment of your holiday. Please advise us if there is any aspects which you believe to be fundamental to your holiday so that we can give you the latest information at the time of booking.

1. Booking

When you make your booking request we require you to pay us a deposit and to confirm your request in writing. This should be done by e-mail, fax or letter. The person who makes the booking accepts responsibility for the whole party, and in particular for payment for all persons travelling. You must be at least 18 years old to make a booking. We will confirm your booking with a written confirmation/invoice. It is our intention to send a written confirmation of your reservation within 48 hours, stating which services are to be included and the price of your holiday. This applies to both individual bookings and organised tours. We require a deposit of 20% per person to confirm a reservation. Having received full payment we will despatch your travel documents and vouchers.For bookings made less than 8 weeks before departure, full payment is required at the time of booking. If we cannot accept the booking due to non-availability of services, any money paid to Iceland ProTravel Ltd. will be promptly refunded.

2. Payment

We hold your deposit towards the full cost of the holiday. The balance must be received by us no later than 8 weeks prior to departure. If you do not pay the full cost within the time specified we reserve the right to cancel all arrangements made on your behalf and retain anything previously paid.

2.a. Payment methods

We accept Visa, Mastercard, debit card or cheque. A bank transfer is our preferred payment method. Credit card transactions will incur an additional charge of 2% of the transaction cost.

3. Surcharges

We reserve the right to notify you of any increase in advertised prices before accepting your booking. After a confirmation and invoice has been issued, the price of your holiday is subject to change due to currency variations of more than 2%. Should this lead to an increase in the cost of your holiday, we will absorb any increase up to 2% of the holiday price, excluding insurance premiums, and any amendment charges. Only amounts in excess of 2% will be added to the cost of your holiday. We undertake not to make any changes to the cost of your holiday within 1 month of your departure date. The rate of exchange used for pricing our holidays is based on the currency exchange rate on 20th January 2012 (1 GBP = ISK 190).

4. Cancellation

4.a. Cancellations by customers

If you need to cancel your holiday, you must advise us in writing as soon as possible. The following cancellation fees will then be applied:

• Time of cancellation - cancellation fee
• up to 56 days prior to departure – Deposit
• 56-22 days prior to departure – 40% of total amount
• 21-15 days prior to departure – 60% of total amount
• 14-5 days prior to departure – 90% of total amount
• 4-0 days prior to departure – 100% of total amount

4.b. Cancellation by us

We reserve the right to cancel a coach tour if the minimum of passengers required is not reached. The cancellation will not be later than 1 month prior to the departure date of the tour. Where cancellation occurs because of unusual and unforeseeable circumstances beyond our control (e.g. force majeure) or because of a lack of participants, no compensation will be paid and we shall have no further liability to the customer. In such instances we will promptly refund all monies paid. Force Majeure: These can include, for example, war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions.

5. Variation by the customer

The customer may alter their booking (e.g. change of passenger's name or change of services). An administration fee of min. £25.00 per person will be charged. This sum may vary depending on fees levied by suppliers. Additional services can be booked and all related costs will be invoiced to the customer and no further amendment charges will be made.

6. Passport

The customer making the reservation must ensure that all members of their party have a valid passport. Customers are responsible for obtaining any necessary visas and for any associated costs. Non UK passport holders should check current visa regulations with the appropriate consulate. All passports must be valid for at least six months following your arrival at the overseas destination.

7. Insurance

Fully comprehensive travel insurance covering cancellation charges, medical and repatriation costs and personal effects etc. is essential. We will provide you with cover (premiums are dependant on age and holiday duration) unless you provide us with details of alternative insurance cover. You will need to provide us with the name of your insurer, your policy number and the provider of your 24 hour emergency/repatriation service and their UK telephone number. Please ask for details on our premium and cover.

8. Liability

We will make the reservations of the booked services according to the contract between the customer and Iceland ProTravel Ltd. We have taken reasonable care to ensure that our suppliers are reputable, safe and efficient businesses. If our suppliers are able to exclude or limit liability by virtue of any international convention we will claim the benefit of that exclusion or limitation. We will accept liability for claims for personal injury arising as a result of our staff and suppliers being negligent while in the course of their employment or contract. We cannot accept liability in the following circumstances:

• a) If any member of your party is negligent or at fault. e.g.for dangerous occurrences resulting in loss, injury or death.
• b) if the failure is the fault of someone else connected with the provision of events, travel or itinerary which you or third parties unconnected with us have arranged;
• c) liability arising out of the use of our services for special projects or research whether in connection with study, employment or otherwise;
• d) liability for any loss or damage that has special financial consequences;
  or
• e) any unusual or unforeseeable circumstances beyond our reasonable control.

Please note that in any event when compensation is payable by us to you such compensation will not exceed twice the cost of your holiday. Nothing in this agreement shall exclude or limit in any way our liability for fraud or for death or personal injury caused by our negligence or the negligence of our employees, agents, contractors or suppliers. For further information please read the insurance liability statement from our insurance company Zurich Versicherung on our website www.icelanprotravel.co.uk.

9. Data protection

Personal data supplied by you as part of your booking is for the purposes of fulfilling the contract between us, and will be retained by us. We will never pass on your information to third parties, other than to fulfil the contract between us. We can use the information to keep you informed of our services and any special offers or deals which we think may be of interest to you. Please inform us at the time of booking if you do not wish us to use your information for this purpose.

The above is valid for the products of Iceland ProTravel Ltd UK., March 2012.
No text may be copied from this website for any use, without permission from Iceland ProTravel.

Iceland ProTravel Ltd.
P.O. Box 145
Princess Risborough
HP27 7AU
Tel. +44 (0) 845 6066686  
www.icelandprotravel.co.uk