These Terms of Service ("Terms") govern your use of hdarctic.com and any services booked through HD Arctic, operated by Havellen & Dahl AS ("HD Arctic", "we", "us", or "our"). By using our website or booking any service, you agree to these Terms.

About These Terms.

This document is a legal agreement between you and Havellen & Dahl AS. It applies to everyone who visits hdarctic.com or books a package, concierge service, group experience, incentive trip, or Match Day booking through us.

If you don't agree with these Terms, please don't make a booking. If you have questions before booking, write to us at hello@hdarctic.com — we'd rather have the conversation up front than after the fact.

Who We Are.

HD Arctic is the consumer brand of:

We arrange accommodation, activities, transfers, and concierge services for guests visiting Tromsø, Norway. Our exclusive activity partner is Best Arctic, and our default accommodation partner is Radisson Blu Hotel Tromsø.

Booking & Confirmation.

When a booking becomes binding

A booking is binding when:

• Pre-designed packages — payment has been successfully processed and you have received a booking confirmation email with a confirmation number.
• Concierge bookings — you have accepted a written proposal and the payment link issued for the agreed amount has been completed.

Age and accuracy

You must be at least 18 years old to make a booking. By booking, you confirm that all information provided is accurate and that you are authorised to make the booking on behalf of all named travellers.

Special requirements

If anyone in your party has dietary, mobility, medical, or accessibility requirements, please tell us at the time of booking. We'll do our best to accommodate, but cannot guarantee availability of every adaptation if notified close to arrival.

Pricing & Payment.

Currency and what's included

All prices are listed in Norwegian Kroner (NOK) and include applicable Norwegian VAT. Each package page details exactly what's included — usually accommodation, scheduled activities, all transfers, and concierge support throughout your stay. Flights are not included.

Payment method

Pre-designed packages: Full payment is required at the time of booking via Stripe (credit or debit card).

Concierge bookings: Once we have agreed on the itinerary, we send you a secure Stripe payment link for the full agreed amount. The booking is confirmed only when this payment is completed.

Pricing errors

We reserve the right to correct pricing errors. If a confirmed price contains an obvious error, we will contact you to either confirm at the corrected price or cancel with a full refund.

Cancellation & Changes.

For pre-designed packages we offer two booking rates. You choose which one suits you when you book. Concierge bookings have their own terms specified in your proposal.

Concierge bookings

Concierge itineraries are custom-built around your dates, party, and preferences. Because each itinerary involves bespoke reservations across multiple suppliers, cancellation terms are specified individually in your written proposal and may be stricter than the rates above due to non-refundable third-party reservations (private accommodations, charter boats, helicopter transfers, exclusive bookings). The applicable terms are clearly stated before you confirm.

No-show

Failure to arrive without prior notice is treated as a same-day cancellation. No refund is issued, regardless of the rate booked.

Cancellation by HD Arctic

If we cancel a booking due to circumstances within our control, you will receive a full refund regardless of the rate booked. We are not liable for additional costs (flights, insurance) you may have already incurred.

Force majeure

If a booking cannot be delivered due to events outside our reasonable control — extreme weather, natural disasters, government action, pandemic restrictions, transport strikes, supplier insolvency — we will offer either a refund (less unrecoverable costs paid to suppliers) or a rebooking to a future date, at our discretion.

Activities & Itinerary Changes.

Arctic conditions are not always predictable. Some flexibility is built into how we operate:

• Northern lights are a natural phenomenon — we cannot guarantee a sighting. Our guides chase the best weather windows for you, but the aurora makes its own schedule.
• Activity availability — outdoor activities (snowmobile, dog sled, hiking, boat excursions) may be modified, rescheduled, or cancelled by the operator due to weather or safety concerns. In such cases, an equivalent alternative will be offered where possible.
• Whale season — humpback and orca presence in the Tromsø fjords is seasonal. We position whale-watching activities within the season window, but cannot guarantee sightings on any single trip.
• Substitutions — if a partner can't deliver as planned, we'll arrange a comparable or better alternative. If no alternative exists, you'll receive a partial refund proportionate to the missed activity.

No refunds are issued for missed natural phenomena (aurora, whales, midnight sun) or activities cancelled due to weather, unless the activity is rescheduled and you cannot attend.

Travel Insurance.

We strongly recommend you take out comprehensive travel insurance before travelling. Your policy should cover at minimum:

• Medical care, including emergency evacuation
• Trip cancellation and trip interruption
• Lost, stolen, or damaged personal belongings
• Adventure activities (some basic policies exclude these — check the small print, especially for snowmobile, dog sledding, and similar)

HD Arctic does not provide insurance and is not liable for losses that would otherwise have been covered.

Liability & Force Majeure.

Limitation of liability

Our total liability for any booking is limited to the amount you paid for that booking, except where Norwegian consumer law provides otherwise.

What we're not liable for

We're not liable for:

• Delays or cancellations of flights, ferries, or other transport not booked through us
• Loss or damage to personal belongings
• Injury or illness, except where directly caused by our negligence
• Force majeure events outside our reasonable control
• Consequential losses (e.g. lost wages, hotel costs caused by missed flights)

Activity partners

Our activity partners (primarily Best Arctic) operate under their own safety standards and insurance. By participating in any activity, you accept the inherent risks of that activity. Our partners are world-class — but Arctic activities involve elements (cold, water, animals, terrain) that no operator can fully control.

Guest Conduct.

To take part safely and respectfully in our activities, you agree to:

• Follow the safety briefings and instructions given by guides
• Disclose any medical conditions, allergies, or physical limitations relevant to a given activity
• Treat partners, guides, fellow guests, and the Arctic environment with respect
• Refrain from intoxication during scheduled activities, particularly those involving water, snowmobiles, or wildlife

We may, at our discretion or that of the activity operator, refuse participation in any activity if your fitness, conduct, or condition presents a safety risk to yourself or others. No refund will be issued in such cases.

Termination of booking

We reserve the right to terminate any booking, without refund, in cases of:

• Threats, violence, or harassment toward our team, partners, or other guests
• Damage to property of HD Arctic, our partners, or our accommodation
• Behaviour that endangers the safety of any participant
• Behaviour that grossly disrupts the experience of other guests

Data & Privacy.

How we collect, use, and protect your personal data is covered in detail in our Privacy Policy. By making a booking, you agree to the practices described there. Cookies are covered separately in our Cookie Policy.

Disputes & Governing Law.

Resolving issues

If something goes wrong, tell us as soon as possible — ideally during your trip, so we have a chance to fix it. Most issues are resolved on the spot. Where they're not, write to hello@hdarctic.com within 30 days of return and we'll respond within 5 working days.

Norwegian Consumer Disputes Commission

Norwegian consumers who are dissatisfied with our response may submit the matter to the Norwegian Consumer Council (Forbrukerrådet) or the Consumer Disputes Commission (Forbrukerklageutvalget) in line with Norwegian consumer protection law.

Governing law and jurisdiction

These Terms are governed by Norwegian law. Any disputes that cannot be resolved out of court fall under the jurisdiction of Norwegian courts, with Oslo District Court (Oslo tingrett) as the venue.

Changes to These Terms.

We may update these Terms from time to time — to reflect changes in our services, law, or best practice. The "Last updated" date at the top of this page tells you when the policy was most recently revised.

Material changes affecting existing bookings (such as cancellation policy revisions) will be communicated to existing customers by email and will not apply retroactively to confirmed bookings.

Contact Us.

Any question about these Terms — general booking, cancellation, force majeure, anything — write directly to us. We respond within 24 hours.