1. Legal Information

Imagine Lapland is a sole proprietorship registered in Finland.

 

Business ID (Y-tunnus): 3530178-6

Registered address: Kanervatie 17, 99555, Luosto - FINLAND

Contact email: hello@imaginelapland.com

 

These Terms & Conditions apply to all guided activities, outdoor excursions, snowmobile tours, snowshoe hikes, and related services offered and/or operated by Imagine Lapland in Finnish Lapland.

 

The legal information regarding the company is available on the Legal Notice page of the website.

 

2. Services and Prices

Imagine Lapland offers private guided outdoor activities in Finnish Lapland, including but not limited to snowmobile tours, snowshoe hikes, and other Arctic outdoor experiences.

All activities are operated as private tours. Imagine Lapland does not combine separate bookings into shared group tours unless participants have booked together voluntarily.

 

Prices are indicated in euros (€) and include VAT in accordance with Finnish tax regulations.

 

Unless otherwise specified in the activity description, prices include:

• guiding services;

• traffic insurance required under Finnish legislation for snowmobile activities;

• fuel for snowmobile activities;

• winter equipment required for the activity, including thermal overall, boots, helmet, and balaclava depending on the tour. Gloves are not included.

 

Depending on the activity booked, hot drinks, snacks, or meals may also be included. Included services are always specified in the activity description.

Transfers to and from the meeting point are not included unless explicitly stated otherwise.

 

Imagine Lapland reserves the right to modify routes, itineraries, duration, or activity conditions when necessary due to weather conditions, snow conditions, safety considerations, participant abilities, or any circumstance beyond reasonable control.

 

Activities are operated by Imagine Lapland and may involve trusted subcontracted professional guides when necessary. Imagine Lapland remains the official operator and responsible service provider for all bookings.

 

For snowmobile activities, participants acknowledge that a maximum liability excess of €1500 per accident may apply in case of damage caused by negligence, reckless driving, misuse, or failure to follow instructions.

 

3. Reservations and Payments

Reservations made through the website, the Bokun platform, Imagine Lapland’s website, or any official booking channel are considered confirmed once the customer completes the booking process and receives the automatic confirmation email.

Certain optional extras, including but not limited to solo driving or passenger seat behind the guide, may require manual confirmation by Imagine Lapland. In such cases, an updated invoice or booking confirmation may be issued.

Payment is due on-site before the activity starts.
Accepted payment methods:

• Visa;

• Mastercard;

• cash payments in euros (€);

• contactless payments including Apple Pay and Google Pay.

American Express, holiday vouchers, restaurant vouchers, and similar payment methods are not accepted.

Bank transfer payment may be accepted upon request. In such cases, payment must be received no later than 7 days before the activity date. If the bank transfer is not received on time, payment may still be completed on-site before the activity starts.

Any bank fees, currency conversion fees, or transaction charges applied by the participant’s bank or payment provider remain the responsibility of the participant.

If participants arrive late, the duration of the activity may be shortened without refund.
Participants arriving more than one hour late may be considered as no-shows. In such cases, Imagine Lapland reserves the right to cancel the activity without refund.
No-show bookings are charged at 100% of the total booking amount. A separate invoice will be sent to the client for the amount due.

Requests to modify the date or time of an activity must be submitted in writing to hello@imaginelapland.com at least 15 days before the activity date and remain subject to availability.
Other modification requests may be accepted up to 48 hours before the activity, subject to availability and approval by Imagine Lapland.

Only adults aged 18 years or older may make a reservation.

Night activities offered by Imagine Lapland are designed as outdoor nighttime experiences and not as northern lights experiences. Northern lights sightings can never be guaranteed.

Participants will receive a full refund or credit in the event of cancellation by Imagine Lapland due to unsafe weather conditions, lack of snow, technical issues, or any other safety-related operational reason.

4. Cancellation Policy and Weather Conditions

4.1 Cancellation by the customer

All cancellation requests must be submitted in writing to: hello@imaginelapland.com
Cancellation fees apply as follows:

• 16+ days → 10% of the total booking amount

• 8–15 days → 50% of the total booking amount

• 0–7 days → 100% of the total booking amount

The cancellation date is determined by the date the written cancellation request is received by Imagine Lapland.

Cancellation fees are invoiced to the customer and must be paid if no advance payment has been made.

Cancellations for personal reasons, including illness, travel disruptions, flight cancellations, or delays, remain subject to the above cancellation fees. Participants are strongly advised to have valid travel and cancellation insurance.

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4.2 Cancellation by Imagine Lapland

If Imagine Lapland cancels an activity, no fees will be charged. If payment has already been made, it will be refunded or cancelled, or a credit voucher will be offered at the participant’s choice.

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4.3 Weather conditions and safety

Activities operate in Arctic conditions and are subject to weather and safety considerations.
Snowfall, wind, cold temperatures, or cloudy conditions do not automatically constitute a reason for cancellation.

However, in case of unsafe conditions, Imagine Lapland will first assess whether the activity can be:

• rescheduled, or

• replaced with an alternative experience.

If neither option is possible, the activity may be cancelled.

The following safety thresholds apply:

• below -20°C: children are not allowed in passenger seats or sled seating areas;

• below -30°C: children are not allowed as snowmobile passengers;

• below -35°C: activities may be cancelled for all participants.

In case of cancellation for safety reasons, a full refund or credit will be offered if rescheduling or replacement is not possible.

Imagine Lapland reserves the right to refuse participation of any child, even at the last minute, if deemed necessary for safety. In such cases, a full refund will be issued for the affected child and one accompanying adult.

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4.4 Insufficient snow conditions

In case of insufficient snow, the activity will be assessed for:

• rescheduling, or

• replacement with an alternative experience.

If neither option is possible, the activity will be cancelled with a full or partial refund or credit depending on the situation.

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4.5 Force majeure

Imagine Lapland shall not be held responsible for cancellations or changes due to force majeure events, including but not limited to extreme weather conditions, natural disasters, technical failures, guide illness, strikes, government restrictions, or other circumstances beyond reasonable control.

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4.6 No-show policy

If a participant does not arrive at the agreed meeting point at the scheduled time and has not cancelled in advance, this is considered a no-show. No-shows are charged 100% of the total booking amount. A separate invoice will be sent to the client for the amount due.

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4.7 Interrupted or shortened activities

If an activity is shortened or interrupted due to safety reasons, weather conditions, or participant behavior, each case will be assessed individually. No refund or compensation is guaranteed.

 

5. Safety and Participation Rules

5.1 General safety rules

Participation in all activities offered by Imagine Lapland is at the participant’s own risk.

All participants must carefully follow all safety instructions provided by the guide before and during the activity.

Failure to follow safety instructions may result in exclusion from the activity without refund.

 

5.2 Health and physical condition

Participants must be in adequate physical condition to take part in the booked activity.

It is the participant’s responsibility to ensure that they do not have any medical condition that could affect their safety or the safety of others during the activity.

This includes, but is not limited to, cardiovascular conditions, back problems, pregnancy, or any other relevant health issue.

In case of doubt, participants are strongly advised to seek medical advice before participating.

 

5.3 Clothing and equipment

Participants must wear appropriate clothing suitable for Arctic weather conditions.

Where winter equipment is provided by Imagine Lapland (such as thermal suits, boots, helmets, or balaclavas), it must be used as instructed.

Participants remain responsible for ensuring they are adequately dressed for outdoor cold-weather activities.

 

5.4 Alcohol and substances

Zero tolerance: the consumption of alcohol or any substances that may impair judgment, alertness, or physical ability is strictly prohibited before and during all activities.

Imagine Lapland reserves the right to refuse participation to any person suspected of being under the influence of alcohol or drugs, without refund.

 

5.5 Guide authority and safety decisions

The guide is fully responsible for the safety of the group and has full authority to modify, interrupt, or stop an activity at any time if safety requires it.

Participants must comply immediately with any instruction given by the guide.

 

5.6 Behavior and exclusion

Imagine Lapland reserves the right to exclude any participant whose behavior is considered dangerous, disrespectful, or disruptive to the group or the activity.

In such cases, no refund will be issued.

 

5.7 Minors and responsibility

Minors must always be accompanied and supervised by a responsible adult.

The accompanying adult is fully responsible for the child’s behavior, safety, and compliance with instructions throughout the activity.

 

6. Snowmobile Specific Rules

6.1 Driving licence requirement

To operate a snowmobile, participants must be at least 18 years old and hold a valid Category B driving licence (car driving licence) recognised in Finland.

 

A valid driving licence must be presented before the activity begins.

 

6.2 Responsibility of the driver

The snowmobile driver is fully responsible for the vehicle and any damages caused during the activity.

The driver agrees to operate the snowmobile with care, respect instructions from the guide, and follow all safety regulations.

 

6.3 Shared snowmobile (if applicable)

Snowmobiles are generally shared between two participants (driver and passenger), unless otherwise specified.

Participants may switch roles during the activity only if permitted by the guide and under safe conditions.

Solo driving may be available upon request and may be subject to an additional fee.

 

6.4 Safety instructions

All participants must follow the guide’s instructions at all times.

Unsafe behavior, reckless driving, or failure to follow instructions may result in immediate termination of the activity without refund.

 

For safety reasons, the guide reserves the right to limit snowmobile speed and adjust riding conditions at any time depending on weather, terrain, snow conditions, group ability, or safety requirements. Snowmobiles may be speed-restricted when necessary to ensure the safety of participants and the overall smooth operation of the activity.

 

6.5 Alcohol and impairment

Driving a snowmobile under the influence of alcohol, drugs, or any substance affecting judgement or reaction time is strictly prohibited.

Imagine Lapland reserves the right to refuse participation without refund if impairment is suspected.

 

6.6 Liability and insurance excess

Snowmobiles are insured according to Finnish law.

In case of damage caused by negligence, reckless driving, misuse, or failure to follow instructions, the participant may be held liable.

A maximum insurance excess of €1500 per snowmobile per incident may be charged to the participant.

 

6.7 Equipment responsibility

Participants are responsible for the snowmobile assigned to them during the activity and must immediately report any technical issue or damage to the guide.

 

7. Insurance and Liability

7.1 Personal travel insurance

All participants are strongly advised to have their own comprehensive travel insurance before taking part in any activity offered by Imagine Lapland.

This insurance should cover, at minimum:

•     winter and snow-based activities, including snowmobile driving and passenger participation;

• medical expenses and emergency treatment;

• personal accidents;

• repatriation;

• trip cancellation or interruption;

• damage or injury caused to third parties.

It is the participant’s responsibility to ensure that their insurance policy adequately covers the activities booked.

 

7.2 Medical responsibility

Participants declare that they are physically and mentally fit to take part in the booked activities.

Imagine Lapland cannot be held responsible for any injury, illness, or medical condition occurring during or after the activity, unless caused by proven negligence of the company.

 

7.3 Liability limitation

Participation in all activities is at the participant’s own risk.

To the fullest extent permitted by Finnish law, Imagine Lapland shall not be held liable for:

• accidents resulting from failure to follow safety instructions;

• inappropriate behavior or misuse of equipment;

• personal health conditions;

• force majeure events;

• third-party actions or services.

 

7.4 Guide responsibility

The guide is responsible for supervising the activity and ensuring general safety conditions are maintained.

However, participants remain fully responsible for their own actions throughout the activity.

 

7.5 Insurance coverage of the company

Imagine Lapland holds valid professional liability insurance by Lahitapiola Oy in accordance with Finnish regulations.

 

8. Damage and Equipment Liability

8.1 Participant responsibility

Participants are responsible for all equipment provided to them during the activity, including but not limited to snowmobiles, helmets, thermal equipment, and any other rented or loaned material. All equipment must be used with care and strictly according to the guide’s instructions.

 

8.2 Damage to equipment

The participant shall be held liable for any loss, damage, breakage, or misuse of equipment caused by negligence, reckless behavior, or failure to follow instructions.

Normal wear and tear resulting from proper use is excluded.

 

8.3 Snowmobile damage liability

For snowmobile activities, participants acknowledge that they are financially responsible for any damage caused to the snowmobile during the activity.

A maximum liability excess of up to €1500 per snowmobile per incident may be charged in case of damage caused by negligence, reckless driving, misuse, or failure to comply with safety instructions. The applicable amount will be assessed based on the extent of the damage.

 

8.4 Loss or theft

Participants are fully responsible for any loss or theft of equipment during the activity if caused by negligence or failure to follow instructions.

 

8.5 Reporting obligation

Any incident, damage, malfunction, or accident must be reported immediately to the guide.

Failure to report an incident may result in additional liability for the participant.

 

9. Image Rights and Marketing Content

9.1 Photography and video during activities

During activities, Imagine Lapland may take photographs and/or video recordings for safety, documentation, and marketing purposes.

Participants may appear in such content as part of the natural environment of the activity.

 

9.2 Use of image for marketing purposes

Unless otherwise stated by the participant, Imagine Lapland is entitled to use photos and videos taken during activities for promotional and marketing purposes, including but not limited to:

• website content;

• social media platforms;

• advertising materials;

• promotional campaigns.

No personal data beyond visual content will be used without consent.

 

9.3 Right to refuse use of image

Participants may refuse the use of their image for marketing purposes.

Any refusal must be communicated in writing before the start of the activity.

In such cases, Imagine Lapland will make reasonable efforts to avoid identifiable use of the participant in marketing materials.

 

9.4 No commercial resale

Image and video content produced by Imagine Lapland will never be sold or transferred to third parties for commercial purposes unrelated to Imagine Lapland’s own services.

 

10. Third-Party Suppliers,  Subcontracting and service language

10.1 Use of subcontractors

Imagine Lapland may, when necessary, use trusted professional subcontractors to deliver certain activities or parts of an activity.

All subcontractors are selected based on their experience, qualifications, and knowledge of Arctic conditions.

 

10.2 Responsibility of the operator

Imagine Lapland remains the official contracting party and the main service provider for all bookings made under its name, regardless of whether a subcontractor is involved in the delivery of the activity, including when services are delivered by subcontractors acting on behalf of Imagine Lapland

 

10.3 Service continuity

In case of operational need, illness, or availability constraints, a qualified subcontractor may replace or assist the main guide in order to ensure the continuity of the service.

Such changes do not entitle the participant to cancellation or refund as long as the activity is delivered as described.

 

10.4 Third-party services

Some services (including but not limited to external activity providers) may be operated by independent third-party suppliers. In such cases, the terms and conditions of the respective third-party supplier may also apply. Imagine Lapland acts as an intermediary or organiser but is not responsible for the direct execution of services provided exclusively by third parties.

 

Bokun is used as a booking management system and may process reservations without online payment.

 

10.5 Service language

English is the main language used for all activities and guiding services.

Upon request and subject to availability, services may also be provided in French or Dutch.

This option is offered free of charge and cannot be guaranteed in all circumstances.

 

11. Applicable Law and Dispute Resolution

These Terms and Conditions are governed by and construed in accordance with Finnish law.

In the event of any dispute, the parties shall first seek an amicable settlement.

If an amicable solution cannot be reached, the dispute shall be submitted to the competent courts of Finland.

The District Court of Lapland (Rovaniemi / Lapin käräjäoikeus) shall have jurisdiction as the court of first instance.