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Terms & Conditions

Privacy Policy | Terms & Conditions

In an Ideal World everything works as planned and we would not even be required to put this section up! But given the little deviations from Ideal World, we put together some very simple Terms & Conditions about various things you should be aware of before proceeding to booking with us. Your payment to us either in full or parital deposit which ever happens first means you have read, understood or agreed all the Terms & Conditions listed below. Now, let us get ahead with some details of our Terms & Conditions.

Privacy Policy
This privacy policy sets out how Alaska Active Travel and/or its affiliates use and protect any information that you give to us when you use this website. We are fully committed to ensuring that your privacy is protected. All the information that is provided by you will only be used in accordance with this privacy statement. We reserve the right, which may change this policy from time to time by updating this page without further notice. You should check this page from time to time to ensure that you are happy with any changes.

What Information we collect


The following information may be collected from you depending on the nature of your contact with us:
Name and date of birth (tour specific)
Contact information including email address
Demographic information such as postcode, preferences and interests

And what we do with the collected information
We require this information to understand your needs so that we can provide a better and accurate service. Specifically we use the information for the following
To order the required services for your tour components
Internal Record keeping.
We may use the information to improve our products and services.
We do not send any Newsletters or Promotions..
Your email address and other information is not sold or redistributed to any other companies or outside parties.

Reservation & Cancellation Policy


This Reservation & Cancellation Policy describes terms & conditions of Alaska Active Travel related to your actual booking with us. Once we have the clarity on the kind or type of the tour that you are interested to book with us, we will send you an Invoice outlining all the components of the tour that you request to book with us. Please note that this Invoice does not bind your booking with us but only your first / partial payment binds your booking with us. The Invoice has complete details of our Reservation & Cancellation Policy as well as our payment terms which are also listed as below

Payment Terms
Once the Invoice is sent to you in written (e-mail), we require a deposit with in seven (7) days to guarantee the booking. Any delay in payment may end up in cancelling the original booking request. The payment can be made through personal checks, money orders, direct bank transfers / Wire payments as well as credit card payments via PayPal. At this moment, Credit cards are accepted only through PayPal and will incur a supplementary processing fee of 3 % based on the total invoice amount. The credit card service fee (if applicable) is non-refundable and will be added to your final invoice at the time of reservation. All invoices must be paid in full prior to arrival and as indicated on our invoice. Any booking requests made less than 45 days prior to the date of travel are subjected to an immediate full payment of total invoice amount. Service fees, any bank charges and/or processing and bank transfer fees are the responsibility of the peson who is sending the money to us. Any charges that are collected from us will be charged back to the sender. All or any of our services are provided only after full payment has been received by us on/or before the due date(s) indicated on our invoice.  

Refunds & Changes
We want you to have a great trip to Alaska and we do our best to ensure this, but sometimes due to unforeseen circumstances, there may be changes to your travel plans. Every effort will be made to ensure that your tour itinerary will be the same as planned. Having said that, we believe in safety first and so, we reserve the right to make amendments including altering, postponing and canceling tours due to weather, transportation, accommodation and other uncontrollable reasons under very rare and special circumstances. Furthermore, we also reserve the right to cancel any scheduled group - or tours based on full charter rates - if the number of customers is inadequate to form or operate the group tour. Any additional fees arising from the postponement or cancellation of tours as a result of uncontrollable reasons shall be solely borne by the customers. Unfortunately we do not offer any compensation. A vendor may cancel a tour due to inclement weather conditions or for any other reasons beyond his or our control. If a non-voluntary cancellation occurs we will refund the original tour price less a service charge of $50.00. No further claims are accepted. All refund requests are only honored in written and within fourteen (14) days after a cancellation occurs. Each request need to be accompanied by the appropriate documentation. Please give us a processing time of approximately four (4) weeks.

Important Fine Print on Services
All our Self Drive Tour Packages do not include gasoline, premium insurance, road tolls, additional driver fees, meals and child seats – unless otherwise stated. Specific room assignments are the sole discretion of the hotel management (owner) because we are unable to guarantee a specific type and/or location. For services of all other tours please refer to the appropriate online information/documentation.

Most Important Fine Print on Travel Documents
Clients are responsible for obtaining any travel documents and/or verifying entry requirements necessary for each country of travel and/or transit on your selected tour itinerary. Entry laws differ with respect to travelers’ citizenship. We are not responsible to obtain or keep personal travel documents for customers or assume responsibility for notice of countries’ current requirements. Clients are responsible for any expenses incurred as a result of delays or itinerary changes related to your lack of appropriate travel documents. You should strictly abide by the laws and regulations promulgated by the government of the visiting country, including but not limited to immigration and Customs Laws and Regulations. We or our affiliates will not be responsible for any penalties due to your failure to abide by any regulations of the government of the visiting country

Website Rates
The rate that you receive in your invoice is final and binding where as all published rates, descriptions, information and reservation terms are subject to change without further notice and may be used as a guideline only. We cannot assume responsibility for any of these information.

Indemnification
Alaska Active Travel, its employees or agents and / or affiliated companies are acting only as agents - and therefore none of them shall be liable for any injury, damage, loss, loss claims, accident or delay which may be generated by reason of any company or person who engaged in conveying the travelers, or otherwise in connection therewith, or of any hotel owner, manager or employee. Therefore, we accept no responsibility for losses or additional expenses due to delay or changes in train, bus, ship, airplane, spaceship or other services, sickness, weather, war, quarantine, government action or other causes

Cancellation Terms
This is a very important section so please ensure that it is fully understood before you go ahead. The following cancellation (No-Show) charges are applicable to every confirmed reservation and/or voluntarily or involuntarily cancellation due to non-payment - without any exceptions.

  • Package Tours (Motorcoach Tours / Self Drive Tours / Rail Tours / Northern Lights Tours)
    Up to 90 days in advance - 15 % of the entire invoice amount
    81 - 60 days in advance - 20 % of the entire invoice amount
    59 - 45 days in advance - 25 % of the entire invoice amount
    44 - 30 days in advance - 50 % of the entire invoice amount
    Less than 30 days in advance - 100 % of the entire invoice amount
  • Iditarod Packages
    Up to 90 days in advance - 25 % of the entire invoice amount
    81 - 60 days in advance - 50 % of the entire invoice amount
    59 - 45 days in advance - 75 % of the entire invoice amount
    Less than 45 days in advance - 100 % of the entire invoice amount
    No shows - 100 % of the entire invoice amount
  • Adventure Tours (examples include Canoe, Kayak, Rafting & Wildlife Viewing Tours)
    Until 60 days in advance - 50 % of the entire invoice amount
    Less than 60 days in advance – 100 % of the entire invoice amount
  • Bettles Lodge Packages 
    After confirmation - No Refunds
  • Group Tours 
    Please refer to the individual arrangements

 

Tour Changes

Once confirmed and invoiced, any changes to existing reservations are subject to an administrative fee, plus any applicable cancellation fees charged by service providers. This applies to changes of dates, names or services. All requests for changes must be received in writing.
The following administrative fees will be charged every time a change is made.  Changes within 30 days will be processed on an individual basis considering availability and penalties.

  • One Day Tours (per-occurrence): $10 per person / per tour
  • Tour packages of 3 nights or less: $45 per person
  • Tour packages of 4-7 nights: $60 per person
  • Tour packages of 8-14 nights: $95 per person
  • Tour packages of more than 14 nights: $145 per person

Iditarod Packages
We are using ski planes for most checkpoint flights. Ski planes are providing a very limited load capacity. For your own safety, we do carry any overweight beyond the officially FAA established plane load limits. Clients who are on day trips may carry a small 15-20 liter backpack. Additional luggage may not be accepted. Our advertised individual or package rates for overnight and day tours - including any ski plane flights - are based and calculated on a FAA standardized or average passenger weight of 185 lb (85 kg) per person. It is mandatory to confirm and log the weight of each passenger at the time of reservation in order to calculate and/or balance the maximum weight for each flight destination and the particular plane type used e.g. Cessna (3/4 Clients), Beaver (6 Clients) or Otter (10 Clients). A out-of-line weight difference at the time of departure may result in the use of a different ski plane type, transportation surcharges for the particular client(s), or even denial or cancellation of services. Our fly outs are also based on full charter rates and/or on a minimum number of participating clients. All clients are solely responsible to pay for any additional expenses in conjunction with ski plane transportation. No refund will be made for any denial of service cancellations.

If local weather conditions are preventing or delaying a safe departure from a wilderness lodge, a checkpoint or any other departure destination on the day that a client is scheduled to fly out or fly back we can not assume responsibility for any additional costs that may be incurred by such delays due to weather - or other conditions - beyond our control.

No refund will be made for delays or cancellations of flights due to weather conditions. To prevent yourself from financial losses we highly recommend to obtain a sufficient cancellation travel insurance.

No refund will be made for early returns or departures prior to the actual tour ending date for any reason e.g.: illness, injury, incoming bad weather fronts or other circumstances. If any potentially bad weather systems are heading towards the checkpoint and/or wilderness lodge we are providing our clients with a chance to make an informed individual decision on whether to stay and finish the tour or to depart earlier to avoid being weathered into the destination for a unknown amount of time.

Nikolai Checkpoint Flight: A minimum number of four adults is required for the checkpoint flight to take place. If this minimum number is not reached and a full refund will be granted.

Glacier Bay Tour Packages
The weather in southeast Alaska can be more unpredictable in comparison to the rest of Alaska. We strongly recommend obtaining travel insurance to cover delays or cancellations that affect you getting to your destination which is Gustavus in Glacier Bay National Park. Since we do not get any refunds, we are not responsible for the weather and airline decisions. Flights may get cancelled and rescheduling may be a possible option based on all service providers availability. Travel insurance can cover expenses affected by delays or cancellations, including affected flights, any additional nights of lodging, missed boat tours, and other out-of-pocket expenses. We reiterate that a travel insurance is the best way forward to address these unpredictable situations.

Privacy Policy
This privacy policy sets out how Alaska Active Travel and/or it’s affiliates use and protect any information that you give to us when you use this website. We are fully committed to ensuring that your privacy is protected. All the information that is provided by you will only be used in accordance with this privacy statement. We reserve the right, which may change this policy from time to time by updating this page without further notice. You should check this page from time to time to ensure that you are happy with any changes.

What Information we collect
The following information may be collected from you depending on the nature of your contact with us:
Name and date of birth (tour specific)
Contact information including email address
Demographic information such as postcode, preferences and interests

And what we do with the collected information
We require this information to understand your needs so that we can provide a better and accurate service. Specifically we use the information for the following
To order the required services for your tour components
Internal Record keeping.
We may use the information to improve our products and services.
We do not send any Newsletters or Promotions..
Your email address and other information is not sold or redistributed to any other companies or outside parties.

Security
In this data intensive world, we are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. This includes but not limited to having a secure https layer for the entire website, data through forms is collected via a super secure third party provider, all our computer facilities are encrypted – to name a few.

How we use cookies on our website
Our website uses the cookies like any other websites that you have been used to. A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of the website which helps us to provide you with a good experience when you browse our website and allows us to improve our site.

Browser Settings
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit allaboutcookies.org.

Removing cookies
You can withdraw your consent and remove or block cookies at any time using the settings in your browser, but in some cases, this may impact your ability to use our website.

Linking to other Websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over the website that you will be navigating to. So, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling Personal Information
You may choose to restrict the collection or use of your personal information. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by notifying us via email

We will NOT sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. You may request details of personal information, which we hold about you under the Data Protection Act 1998. A small fee will be applicable. If you believe that any information we are holding on you is incorrect or incomplete, please send us an email as soon as possible. We will promptly correct any information found to be incorrect.

Any contact to us through any modes of communication means you agree with our Privacy Policy.