Terms & Conditions.

1. Acceptance

By booking an expedition or using the services of Black Ice Travel Iceland (hereinafter "the company"), you agree to be bound by these terms and conditions. If you disagree, please do not contract our services.

2. Confirmation and operational block deposit

To formally start the operation of a group, Black Ice Travel requests a "confirmation and operational block deposit", normally up to 10% of the total value of the service and, in no case, lower than 1,000 USD. This amount is negotiable upward depending on the scale of the operation, but the 1,000 USD minimum is non-negotiable: it guarantees the company’s presence on the tour and marks the start of the group’s operation.

This deposit covers, among others, the following operational commitments:

• Blocking of the vehicle (bus) and the dates agreed for the group.
• Start of the search, selection and coordination of hotels and lodging.
• Logistics work, route design and operation planning.
• Reservation of operational capacity: vehicles, drivers/guides and quotas for that service.
• Time and availability of the team committed from the moment of confirmation.

This deposit is not an advance or down payment on the tour price, but the consideration for the operational commitment the company assumes from the moment of confirmation. From that instant the work begins and resources, time and availability are committed for the group.

The confirmation and operational block deposit is non-refundable. If the client later decides not to continue with the trip, this does not eliminate the work already done nor the fact that resources and dates were blocked for them; for that reason, its reimbursement does not apply. The remaining balance of the tour price is governed by the cancellation policy below.

3. Bookings and payments

Bookings are confirmed after payment of the confirmation and operational block deposit described in the previous section. The remaining balance of the tour price must be settled before the start of the expedition according to the conditions communicated in the quote.

4. Cancellation policy

We work with customized experiences and advance planning in Iceland, including lodging, transport and specialized logistics. The confirmation and operational block deposit is non-refundable under any circumstance, as per section 2. For the remaining balance of the tour price, the following conditions apply:

• More than 60 days notice: refund of the paid balance minus administrative fees and non-refundable reservations already committed with suppliers.
• Between 30 and 60 days: partial refund of 50% of the paid balance.
• Less than 30 days: no refund of the balance applies due to operational commitments and confirmed reservations in Iceland.
• Extreme weather conditions: Black Ice Travel may modify itineraries, routes or activities, always prioritizing passenger safety. Northern lights and weather are unpredictable natural phenomena and cannot be guaranteed.

We recommend purchasing international travel insurance covering cancellations, weather, health and unexpected changes. By booking with Black Ice Travel, the client accepts these conditions.

5. Nature of the activity

Our expeditions take place in Arctic natural environments that involve extreme weather conditions and demanding terrain. The client declares to be in adequate physical condition and understands the inherent risks.

6. Liability

Black Ice Travel is not responsible for accidents, losses or damages resulting from non-compliance with guide instructions, as well as for circumstances beyond its control (weather, volcanic activity, road closures, etc.). Travel insurance is recommended.

7. Force majeure

The company shall not be liable for total or partial failure to fulfil its obligations when caused by force majeure or fortuitous events, including without limitation: volcanic eruptions, seismic activity, storms, blizzards, avalanches, glacial floods (jökulhlaup), road closures decreed by Vegagerðin or Civil Protection, strikes, health restrictions, flight cancellations or airspace closures.

In such cases the company will endeavour to offer equivalent alternatives or reschedule the service. Amounts already committed to suppliers (hotels, transport, activities) are non-refundable, and the confirmation and operational block deposit remains non-refundable in all cases.

8. Itinerary modifications

Itineraries are indicative. For reasons of safety, weather, road conditions or supplier availability, the company reserves the right to alter the order of visits, substitute destinations with others of equivalent value, or modify schedules, without this giving rise to any right of refund. The final decision on the viability and safety of any route rests exclusively with the guide or driver.

9. Lodging: hotel availability and substitution

Iceland has limited hotel capacity, particularly outside the Reykjavík metropolitan area (South Coast, Snæfellsnes Peninsula, Highlands, Westfjords and remote regions). This structural circumstance frequently causes overbookings and last-minute cancellations by the hotels themselves, which are beyond Black Ice Travel's control. The company blocks and confirms lodging as far in advance as possible, but cannot guarantee the final availability of a specific property, as this depends on third parties.

Accordingly, the company reserves the right to substitute the originally planned hotel or guesthouse with another of equivalent or higher category, in the same locality or a nearby one, when the supplier cancels, reduces availability or modifies the agreed conditions. Every effort will be made to maintain what was agreed and to communicate any change to the client as far in advance as possible. Substitution with a property of equivalent or higher category does not constitute a breach and gives no right to a refund.

If, for causes attributable to the company and not to third parties, the substitution is made with a property of lower category than confirmed, the company shall refund only the price difference corresponding to the affected leg or nights. The company acts as an intermediary towards the hotels and is not liable for their cancellations, overbookings, closures for renovation, operational problems or unilateral decisions; in such cases the provisions of section 7 (Force majeure) shall apply and the company will endeavour to offer the best available alternative.

10. Mandatory travel insurance

Each passenger must hold valid travel insurance covering, at minimum, medical expenses, rescue and evacuation in Iceland, trip cancellation and interruption, and baggage loss. The company may request proof of insurance before the service begins. Lack of insurance is the client's sole responsibility and does not give rise to any refund or additional assistance.

11. Conduct and right of admission

The client must follow the guide's or driver's instructions at all times. The company reserves the right to exclude from the service, without any refund, any passenger who endangers their own safety or that of the group, who is under the influence of alcohol or substances, or who engages in violent or discriminatory behaviour or otherwise prevents the normal course of the activity.

12. Damage to vehicles and lodging

The client is liable for any damage caused, wilfully or negligently, to vehicles, lodging, equipment or materials belonging to the company or its suppliers. Smoking and alcohol consumption inside vehicles are prohibited. Costs for special cleaning, repair or vehicle downtime will be invoiced directly to the responsible party.

13. Prices, taxes and payment

Prices are stated in US dollars (USD) unless otherwise indicated and are net to the operator, excluding bank fees and transfer charges, which are borne by the client. Quoted amounts are based on supplier rates and the ISK/USD exchange rate in force at the quotation date; variations above 5%, new tourism taxes or official Icelandic VAT increases may be passed on to the final price with prior written notice before the service begins.

14. Minors and special needs

Minors under 18 must be accompanied by a responsible adult, who assumes full responsibility for them throughout the activity. The client must notify in writing and in advance any medical condition, allergy, reduced mobility or special requirement; the company will do its best to accommodate them but cannot guarantee the suitability of all services nor accept liability for undisclosed information.

15. Complaints and claim period

Any incident must be reported to the guide or the company at the time it occurs, so that an immediate solution can be sought. Subsequent claims must be submitted in writing to info@blackicetraveliceland.com within 30 calendar days of the end of the service; after that period no claims will be accepted. The company's maximum financial liability is limited, in all cases, to the amount actually paid for the affected service, excluding indirect damages, loss of profit or consequential costs.

16. Image use and personal data

Photographs and video may be taken during expeditions for promotional purposes. The client may object in writing before or during the trip and the request will be respected. Processing of personal data is governed by our privacy policy, available at /privacy, in accordance with GDPR and Icelandic data protection law.

17. Amendment of these terms

The company may update these terms at any time. The version applicable to each booking is the one published on this page on the date the deposit is confirmed, and it shall be deemed accepted by the client.

18. Intellectual property

All site content (texts, photographs, video) is the property of Black Ice Travel Iceland and is protected by copyright. Its use requires express authorization.

19. Governing law and jurisdiction

Icecube ehf., commercially known as Black Ice Travel Iceland, is a company legally registered in Iceland. Since the entirety of the operation —transport, guides, lodging, logistics and service execution— takes place on Icelandic territory, any commercial disagreement, claim, dispute or controversy arising from the hiring, execution or interpretation of these terms and conditions shall be governed and construed in accordance with the laws of the Republic of Iceland.

The parties agree to submit any dispute to the exclusive jurisdiction of the Icelandic courts, expressly waiving any other forum or jurisdiction that may correspond to them. In particular, the client's country of origin, residence or contracting does not constitute grounds for litigation outside Iceland, since the service is rendered entirely within this country.

21. Contact

Any inquiry about these terms can be directed through the site's contact form or to info@blackicetraveliceland.com. These terms constitute the entire agreement between the parties and prevail over any prior verbal communication. If any clause is declared void, the remainder shall retain full validity.