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Terms and conditions

These terms and conditions govern all bookings that you make with Ice Tracks Limited a limited company incorporated in England and Wales with registration number 08485753 registered at Valley Farm Studios, Radway, Warwickshire, CV35 0UJ .

If you book an air holiday package  with us your contract will be with us subject to these Terms and Conditions and the terms and conditions of any cruise/ accommodation/flight/or other travel supplier  that we use. If we are acting as your booking agent for an individual travel service from one of our Suppliers then your contract will be directly with the Supplier subject to their terms and conditions. Details of any Supplier used will be notified on your booking invoice and copies of their terms and conditions are available on request.

No contract will come into existence between you and us until we receive your deposit or full payment in cleared funds and we accept your booking. We reserve the right to refuse any booking at our sole discretion.
When you make a booking, you confirm that you have the authority to accept and do accept these Terms and Conditions and if you are making a booking for more than one person, that you are responsible for all payments due from each and every party member for whom you are making the booking.

It is your responsibility to ensure that all of the details on your travel documents (including those of any of your party members) are correct and to bring to our attention any errors or discrepancies immediately. We reserve the right to charge you for amending any errors.

Pricing, Payment and Refunds

To make your booking the following payments are required:
Deposits:
1,500 per person for all expedition cruises voyages.
Full payment of all flights will be required in order to secure availability and price.
20% per person on all Package Expeditions and land arrangements except in cases where the Supplier requests a higher deposit or a full payment in order to secure the booking.

All deposits must be received with a booking form and are non-refundable. Payment of a deposit enables us to hold a booking for you but it does not guarantee the price. We will advise you of the date that full payment is required.
All final payments are due 14 weeks prior to departure, if not received on time we reserve the right to cancel your trip.

In view of the fact that our brochures and website are prepared some time in advance, the advertised details and price may change. In these circumstances we will notify you of such changes prior to confirmation of your booking. After full payment, if we are your booking agent, the conditions of the contract with the Supplier may permit them to increase the cost of your arrangements. We will pass on any such increase to you.
If you have booked a Package Expedition we guarantee that up until 4 weeks before your departure date the price of your holiday will not be subject to surcharges except for variations in transportation costs, including the cost of fuel; variations in dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports and a variation in the exchange rate.

Passport and visa fees, excess baggage charges, airport taxes, travel insurance, all gratuities, extra meals, and items of a personal nature such as laundry, drinks, medical expenses, optional activities and tours, and national parks entrance fees are not included in your price if they are not specified on your itinerary or invoice.

Financial protection

Ice Tracks Ltd. holds ATOL license #10791, issued by the Civil Aviation Authority (CAA). ATOL – which is short for ‘Air Travel Organisers Licensing’ – exists to protect you, the customer, from losing money or being stranded abroad because of the failure of air travel firms. In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking.

Not all holiday or travel services offered and sold by Ice Tracks Ltd. will be protected by the ATOL Scheme. Please ask us to confirm what protection may apply to your booking. For further information you can also visit the ATOL website at www.atol.org.uk

When you buy an ATOL protected air holiday package from Ice Tracks Ltd. you will receive an invoice from us confirming your arrangements and an ATOL certificate listing what services are financially protected under our Air Travel Organiser’s Licence number 10791.

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 an 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.

Age Limits, Health and Fitness

It is your responsibility to advise us of any pre-existing medical condition and/or disability that might reasonably be expected to increase the risk of you requiring medical attention, or that might affect the normal conduct of your trip and the enjoyment of other passengers. You are required to provide an assessment of your medical condition from a qualified medical practitioner. We reserve the right, at our reasonable discretion, to cancel your booking and refund the money paid by you, less any unrecoverable costs. We also reserve the right to cancel your participation in a Package Expedition and / or voyage at any time, including after the commencement of your trip, with no right of refund if your medical condition and/or disability could be reasonably expected to affect the normal conduct of the trip and the enjoyment of other passengers. If you are under the age of 18 years you must inquire before placing a booking with us and you must intend to travel with a parent or legal guardian. It is in our absolute discretion whether to allow you to travel on one of our Package Expeditions and/ or voyages if you are less than 18 years of age.

Travel Insurance

It is a condition that you must have adequate and valid travel insurance for your booking. Your travel insurance must cover accidents, injury, illness and death, medical expenses, including any related to pre-existing medical conditions, emergency and medical evacuation from remote areas, repatriation (including helicopter), cancellation, delay and personal liability. We also recommend that it covers curtailment and loss of luggage and personal effects. Proof of travel and medical insurance must be sent to us 4 weeks prior your departure. You must carry proof of insurance with you and produce it if reasonably requested by us or by a Supplier.

We reserve the right to cancel or suspend your booking at anytime, including after the commencement of your trip with no right of refund, if you are unable to provide proof of insurance when requested.

Passports and Visas

It is your sole responsibility to obtain and carry correct visas, passports and other travel documents. Passports should be valid for at least 6 months beyond the date of your return and hold sufficient pages for any visas, entry and exit stamps.
Visa and health requirements frequently change and it is advisable to recheck all requirements, close to your departure. It is your responsibility to ensure that you satisfy all applicable requirements in respect of passport, visa and health matters. We cannot be held liable if you fail to ensure this.

Travel Advisories / Warnings

It is your responsibility to be informed about the most current travel advisories and warnings by referring to your government website or other related documentation. It is entirely your decision to travel.

Special Requests

Any special requests such as adjacent rooms/cabins, allergies, special dietary needs, special assistance whilst travelling, etc. should be advised at the time of booking. Please note that while special requests cannot always be guaranteed, every effort will be made to secure them.

Your Assumption of Risk

We operate Package Expeditions and our Supplier’s voyages operate in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, not be of the standard that you are used to at home.
By booking with us, you acknowledge and accept that we and our Supplier’s operate their services in remote regions of the world involves inherent risks.

Limitation of Liability

We have taken all reasonable care to make sure that all our Supplier’s are efficient and reputable businesses. The Suppliers should follow the local and national laws and regulations of the country where they are provided. However, please be aware that overseas safety standards may be lower than in your country of residence.

We will not be liable where any failure in the performance of the contract is due to: you; or a third party unconnected with the provision of the travel arrangements and where the failure is unforeseeable or unavoidable; or unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we, even with all due care, could not foresee or forestall.
Our liability will also be limited as permitted by law in accordance with and/or in an identical manner to:

I. The contractual terms of the Supplier. These terms are incorporated into this contract;
II. Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of compensation contained in these or any conventions.

You can ask for copies of the international conventions from us.
If we make any payment to your or any member of your party for death, personal injury or illness, you must give us or our insurers the rights you may have to take action against the person or organisation responsible for causing the death, personal injury or illness and you must co-operate fully with us in seeking recovery of any payment we make.

Cancellation and Changes by Us

We reserve the right to cancel your booking. If we have to cancel your booking you can either have a refund or accept replacement travel arrangements from us of equivalent or closely similar standard and price. Any compensation made for a significant change to your booking, will be made within our discretion.

Important note - changes beyond our control

Compensation will not apply and we will not be held responsible if a significant change is made for reasons beyond our control. These include: war, threat of war, riots, civil disturbances, terrorist activity, industrial disputes, natural and nuclear disasters, fire, epidemics, health risks, changes due to rescheduling or cancellation of flights by an airline or alteration of the airline or aircraft type; closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions, and any other similar event.
If you have booked a flight and we are alerted to a significant schedule change by your airline before you leave your country of residence, we will contact you by telephone and/or by email to advise you of this. Please ensure that you have given us your correct contact details and that you regularly check for messages before you leave. We have no control over airline schedule changes and we accept no liability for costs that may arise as a result of such changes. After you have left your country of residence, it is your responsibility to check with the airline that any onward flights you have confirmed are operating as booked. We strongly recommend that you contact your airline at least 72 hours before the scheduled departure of each flight to do this. Please note that for some airlines it is mandatory to confirm with them your intention to fly.

Cancellation and Changes by You

If you wish to change any item – other than increasing the number of persons in your party – and providing we can accommodate the change, you may have to pay a fee per person that will be notified at the time of change.
If withdrawal or cancellation is due to events which are the fault or wilful decision of you, we shall be entitled to retain as much payment as is needed to cover our reasonable costs and losses caused by withdrawal. We shall take all reasonable steps to keep our costs and losses to a minimum.
Airline tickets are paid for in full at the time of booking and in case of cancellation or changes, unless otherwise stated, they are non-refundable, non-changeable and non-re-routable.
Numerous Suppliers, due the nature of their operations, insist on upfront deposits at the time of booking to secure availability. These deposits are often non-negotiable and are non-refundable if a booking is cancelled
Some hotels have restrictive cancellation conditions especially during high season and we will to pass these charges on to you where relevant.
If the cancellation is not for the entire booking (e.g. just one party member) those cancelling may be liable for any single occupancy costs applied to the other members of the original booking.
You must have suitable travel insurance cover in order to provide cover for these charges in the event of cancellation or delay.
Authority of the Leader
The decisions of us or our Supplier or representative will be final on all matters likely to affect your safety and well-being. This includes any decision that we and/ or the Supplier makes about your on-going participation or certain activities that comprise part of your travel arrangements. If you fail to comply with a decision made by us or the Supplier that interferes with the well-being of the group, then we reserve the right to terminate this contract and order you to leave the Package Expedition immediately, with no right of refund.

Complaints

If we cannot remedy your problem during your trip you should contact our UK office within 28 days of returning home. In the event that you do not tell us within that period this may affect our ability to investigate your complaint and may impact on the way that your complaint is dealt with.

Privacy and Confidentiality

You agree that we or the Supplier may use images of you taken during your trip without recourse to you and without compensation to you, for publicity and promotion purposes only through whatever medium it chooses.
In order to be able to supply a service to you we will need to collect certain information from you, some of which may be of a personal nature. The information may be disclosed to, or collected on our behalf by our Suppliers to enable the services to be provided, but will not be used by them for any other purpose.

Severability

If any of these terms and conditions are determined by any competent authority to be invalid, unlawful or unenforceable to any extent, such term, condition or provision will to that extent be severed from the remaining terms, conditions and provisions which will continue to be valid to the fullest extent permitted by law.

Jurisdiction

This agreement shall be governed by and construed in accordance with the laws of England and Wales. Any dispute between us and you relating to this agreement shall fall within the exclusive jurisdiction of the courts of England and Wales.

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GDPR

  • Privacy Policy

Privacy Policy

Ice Tracks Limited is committed to protecting your privacy. This policy sets out how we collect, use and store your personal information. This policy applies to our website and to our processing activities in general.

This policy covers our commitment to comply with the EU General Data Protection Regulation (GDPR) and other relevant data protection legislation. When we refer to “we”, “our” or “us” this means Ice Tracks Ltd.

  • Registered address:
    Valley Farm Studios, Radway, Warwickshire, CV35 0UJ
  • Company Registration Number: 08485753
  • ATOL Number 10791
  • VAT Number GB 160327633

When we refer to ‘personal information’ within this policy we mean ‘personal data’ as defined under the GDPR. (‘Personal data’ means any information which relates to a living individual who can be identified either directly or indirectly such as a name, an email address, or other personal details).

We collect your personal information to ensure we operate effectively and provide you with the best experiences with our products and services. The aim of this policy is to inform you about how we use your personal information and your choices, including how to access and update your personal information.

We may make changes to this policy from time to time by updating this page, so encourage you to refer back to this policy. If we make any significant changes we will endeavour to notify you.

How to contact us

If you have any questions about this policy or wish to exercise any of your privacy rights, please use the following contact information:

  • Write to us: Ice Tracks Expeditions, Valley Farm Studios, Radway, Warwickshire, CV35 0UJ
  • Email us: info@ice-tracks.com
  • Call us: +44 (0) 1926 641938

The personal information we collect

When you express an interest or book a holiday with us you may provide us with personal information relating to yourself or others (travelling with you) this may include:

  • Your contact details i.e. your name, address, email address and phone number
  • Passenger information, passport details and other ID documents
  • Relevant medical data and special dietary requirements
  • Credit/bank account details
  • Travel insurance details
  • Emergency contacts/next of kin.

We collect this information in order to fulfil your request for our products and services or to provide your travel arrangements.

When using our website, we will also collect information about how you use our site.

How we use personal information

We use your personal information for the following purposes;

  • General administration
  • To respond to your enquiries
  • To process your booking and provide you with our travel services
  • We conduct these activities at your request.
  • To send you future marketing communications regarding our products and services.

We will only send you marketing communications where you have actively opted-in to receive them. You can opt-out at any point in the future. We will only send you such messages about our own products and services and will not share your personal information with other organisations for their own marketing purposes.

In order to ensure our marketing communications are relevant to you, we may use details such as your purchasing history, geographical location, gender and age to send messages which we feel will be of specific interest to you.

We use MailChimp as our marketing automation platform. By sharing your email address with us and opting in to receive our Newsletter, you acknowledge that the information you provide will be transferred to MailChimp for processing in accordance with their Privacy Policy and Terms.

In order to maximise the performance of our website and to improve individual user experience we collect data on how you use our site.

Your choices regarding your personal information

How to stop direct marketing communications

You can update or stop receiving marketing communications from us at any time in the following ways:

You can click on the unsubscribe link on any of our promotional emails, tell us during a call or by writing to us using our contact details.

How to access your personal information

You have the right to request that we provide you with the personal information we hold for you and what we are using it for. This is known as a ‘Subject Access Request’. Upon receipt of such a request we may ask you to provide proof of your identity. We will respond to your request at least within one calendar month. To exercise this right please contact us.

How to amend or request that your information is erased

Please let us know if the personal information we hold for you is incorrect or needs updating and we will amend our records.

You also have the right to request that we erase your personal information, we will respond to such a request within one calendar month. To exercise either of these rights please contact us.

If you have any questions about how we have handled your personal information or are unhappy in anyway, please contact us.

You also have the right to raise any complaint you may have with a supervisory authority. In the UK this is the Information Commissioner’s Office.

Do we share your personal information?

We will share your personal information with airlines and our suppliers in order for us and them to fulfil your booking requirements.

Additionally where your holiday is outside the European Economic Area (EEA), controls on data protection in your destination may not be as strong as the legal requirements in this country. We will not however, pass any information on to any person not responsible for part of your travel arrangements. This applies to any sensitive information that you give to us for example medical or dietary information. (If we cannot pass this information to the relevant suppliers, whether in the EEA or not, we cannot provide your booking. In making this booking, you consent to this information being passed on to the relevant persons).

How we keep personal information secure

We are committed to protecting the security of your personal information. The personal information we collect is held on our UK servers and we have measures in place to prevent any unauthorised access. We limit access to personal data, especially where this may be sensitive information. We use secure methods to ensure personal information is protected when we transmit it to other organisations, for the purposes of fulfilling a request and or a holiday booking.

How long we keep personal information

We only keep your personal data for as long as necessary to fulfil the requests and booking you have made with us. Many of our customers return to book future holidays, we do therefore store a minimal amount of information for longer, so we can provide a good customer service for you. We may also keep personal information for essential purposes such as complying with our legal obligations or resolving disputes. As our requirements can vary, our retention periods reflect this.

Using external links

Our website may contain links to other websites. Please remember that when you use a link to go from our website to another website our Privacy Policy no longer applies. If you follow links to other sites from our website your data will be subject to the privacy policies of those sites. You should refer to these policies before providing your personal information.

Lawful basis for data processing

We rely on the following lawful bases to collect and process personal data:

  • Article 6.1(a) – Consent
    For all our marketing communications, including information on our products and services, news, offers and special events.
    Where you supply us with special category data, such as medical conditions, for the purpose of arranging your holiday.
  • Article 6.1(b) – Performance of Contract
    To fulfil enquiries and provide holiday arrangements to our customers.
    To respond to customer requests for specific information or action – for example, a brochure request, competition entry or holiday enquiry.
  • Article 6.1(f) – Legitimate Interest
    To use information you have provided to us to ensure we send you marketing communications that are more likely to be relevant and of interest to you.
    To gather information about how our website is used to enhance the user experience and to improve performance.

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