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 dispatch 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 3% of the transaction cost.

A selection of excursions offered on the website https://www.icelandprotravel.co.uk/ can be booked online without a prior booking request. Kortaþjónustan HF. on behalf of Island ProTravel Island EHF (Ármuli 15, IS-108 Reykjavik, a subsidiary of Iceland ProTravel Group) processes payments for the directly bookable excursions.

3. Surcharges

Changes in transportation costs, including the cost of fuel,  taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports and exchange rates, mean that the price of your travel arrangements may change after you have booked. However there will be no change within 30 days of your departure. We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which  excludes insurance premiums and any amendment charges. You will be charged for the amount over and above that, plus an administration charge of £1.00 per person together with an amount to cover agents’ commission. If this means that you have to pay an increase of more than 10% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (if this is of equivalent or higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid, except for any amendment charges. Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

The price of your holiday was calculated using exchange rates quoted in the Financial Times Guide to World Currencies on 2nd of September 2016  in relation to the following currencies: ISK, EUR, GBP.

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. 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.

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;
  • 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.

10. ATOL Protection

Iceland ProTravel ltd. ATOL no. 7434
"Your Financial Protection When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong."
 “We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).”

 “If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.”

The above is valid for the products of Iceland ProTravel Ltd UK. As of October  2016.
No text may be copied from this website for any use, without permission from Iceland ProTravel.

Iceland ProTravel Ltd.
Enterprise House
Beeson's Yard, Bury Lane
Rickmansworth, Hertfordshire, WD3 1DS
Tel. +44 (0) 20 3630 1340