Terms and Conditions

Except where otherwise specified, we, Arctic Travel Limited (trading as 'Swoop Arctic'), a company registered in England with company number 16453284 and registered office address of 15 Cornwallis Crescent, Bristol, BS8 4PJ  (“Swoop Arctic”, “we”, “us”, “our”) act only as a booking agent in respect of all bookings we take and/or make on your behalf. We accept no liability in relation to any contract you enter into or for any travel arrangements or other services you purchase (“Arrangements”) or for the acts or omissions of any supplier, local operator or other person(s) or party(ies) connected with any arrangements.  For all Arrangements, your contract will be with the supplier of the Arrangements in question (the “Supplier/Principal”).

By making a booking with us, the first named person on the booking agrees on behalf of all persons detailed on the booking that they:

a) have read these Agency Terms & Conditions and agree to be bound by them;
b) consent to our use of personal data in accordance with our Privacy Policy and they are authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable, special categories of data (such as information on health conditions or disabilities and dietary requirements); and 
c) are over 18 years of age and where placing an order for services with age restrictions they declare that they and all members of their party are of the appropriate age to purchase those services;
d) where a person detailed on the booking is under 18 years of age, the first named passenger guarantees the performance of these terms by any such persons and indemnifies Arctic Travel Limited against any losses, costs, claims, liabilities, damages, demands and expenses suffered or incurred by Arctic Travel Limited arising as a result of any breach of these terms by such persons under the age of 18 and/or any losses, costs, claims, liabilities, damages, demands and expenses suffered by Arctic Travel Limited which would not have been suffered or incurred had all passengers been over the age of 18 and bound by these terms;
e) accept financial responsibility for payment of the booking on behalf of all persons detailed on the booking.

1. Contract When making your booking we will arrange for you to enter into a contract with the applicable Supplier/Principal (e.g. local operator) of the Arrangements, as specified on your confirmation invoice. As agent we accept no responsibility for the acts or omissions of the Supplier/Principal or for the services provided by them. Your booking with us is subject to these Agency Terms and Conditions and the specific terms and conditions of the relevant Supplier/Principal(s) you contract with. We will provide you with a link to the Supplier/Principal's terms and conditions as soon as practicable after you have received your booking confirmation and you are advised to read them carefully. The Supplier/Principal's terms and conditions may limit and/or exclude the Supplier/Principal's liability to you.  If you have any questions relating to the Supplier/Principal's terms and conditions or wish to cancel your booking because you do not accept them, then you must notify us within 48 hours of receiving them and if you cancel you will be entitled to a refund of the monies you have paid to us. If we do not hear from you within 48 hours of receiving them, you will be deemed to have accepted the Supplier/Principal's terms and conditions.

Your booking is confirmed and a contract between you and the Supplier/Principal will exist when we send you confirmation on their behalf.

2. Booking Please check that all names, dates and timings are correct on receipt of all documents and advise us of any errors immediately. Any changes to these details will incur the charges stated below. Please ensure that the names given are the same as in the relevant passport. The booking information that you provide to us will be passed on only to the relevant Supplier/Principal of your Arrangements or other persons necessary for the provision of your Arrangements. The information may be provided to public authorities such as customs or immigration if required by them, or as required by law. This applies to any special category (sensitive) information that you give to us such as details of any disabilities, or dietary and religious requirements. In making this booking, you consent to this information being passed on to the relevant persons. Certain information may also be passed on to security or credit checking companies. If we cannot pass this information to the relevant suppliers, we will be unable to provide your booking. Full details of our data protection policy are available upon request.

3. Payment In order to book your chosen Arrangements, you must pay a deposit as required by the Supplier/Principal of the Arrangements (or full payment if booking within 130 days of departure or as requested by the Supplier/Principal). You must also pay all applicable booking fees. 

If you have paid a deposit, you must pay the full balance by the balance due date notified to you. If full payment is not received by the balance due date, we will notify the Supplier/Principal who may cancel your booking and charge the cancellation fees set out in their booking conditions.

Except where otherwise advised or stated in the booking conditions of the Supplier/Principal concerned, all monies you pay to us for Arrangements will be held on behalf of the Supplier/Principal and forwarded on to the Supplier/Principal in accordance with our agreement with the Supplier/Principal.

Some banks and credit card companies impose fees for international transactions. If you are making a booking from outside your country on your credit card, your bank may convert the payment amount to your local currency and charge you a conversion fee. This means the amount listed on your credit or bank card statement may be in your local currency and therefore a different figure from that shown on your documentation. In addition, a foreign transaction fee may be assessed if the bank that issued your credit card is located outside your country. Booking international travel may be considered to be an international transaction by the bank or card company, since Swoop Arctic may pass on your payment to an international travel supplier. The currency exchange rate and foreign transaction fee is determined solely by your bank on the day that they process the transaction. If you have any questions about these fees or the exchange rate applied to your booking, please contact your bank.

VISA or Mastercard payments to Swoop will show on your card statement as 'swoop-arctic.com'. 

4. Prices We reserve the right to amend advertised prices at any time.  We also reserve the right to correct errors in both advertised and confirmed prices. Special note: changes and errors sometimes occur.  You must check the price of your chosen Arrangements at the time of booking.

For the avoidance of doubt, neither Swoop nor our local partners will be held liable for any surcharges or any taxes, including VAT or its equivalent, that may be applied as a result of national or regional government policies or from other authorities. Please note that such charges can sometimes be modified at short notice and without prior notification.

5. Insurance We and our suppliers require that you take out a policy of insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; supplier insolvency/financial failure and other expenses. If you choose to travel without adequate insurance cover, we will not be liable for any of your losses howsoever arising, in respect of which insurance cover would otherwise have been available.

6. Special requests If you have any special requests (for example dietary requirements), please let us know at the time of booking. We will pass on all such requests to the Supplier/Principal, but we cannot guarantee that they will be fulfilled and we will have no liability to you if they are not. 

7. Changes and Cancellations by you Any cancellation or amendment request must be sent to us in writing, by email, and will take effect at the time we receive it. Please ensure that you have received written confirmation of any changes to your booking prior to travel. While we will try to assist, we cannot guarantee that the Supplier/Principal will meet such requests.

Unless you are cancelling your booking because you have notified us that you do not accept the Supplier/Principal’s terms and conditions within 48 hours of receiving them, all amendments and cancellations can only be accepted in accordance with the terms and conditions of the Supplier/Principal of your Arrangements. The Supplier/Principal may charge the cancellation or amendment charges shown in their booking conditions (which may be as much as 100% of the cost of the Arrangements and will normally increase closer to the date of departure).

In addition, you must also pay us an administration fee of $100.00 per person per change or cancellation.
Please note: some Supplier/Principals do not allow changes and therefore full cancellation charges will apply.

8. Changes and Cancellations by the Supplier/Principal We will inform you as soon as reasonably possible if the Supplier/Principal needs to make a significant change to your confirmed Arrangements or to cancel them. We will also liaise between you and the Supplier/Principal in relation to any alternative arrangements offered by the supplier but we will have no further liability to you.

9. Our responsibility for your booking Your contract is with the Supplier/Principal and its booking conditions apply. We are an independent contractor and are not an employee, agent, or representative of any of these suppliers in respect of the performance of your contract by the suppliers. We do not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel or restaurants, or any other entity that supplies services related to your trip. We are not affiliated with any other tour operator. All suppliers are independent contractors, and are not agents or employees or representatives of Swoop Arctic. All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all customers agree that neither Swoop , nor its employees, agents, or representatives are or may be liable for any loss, injury, or damage to any trip participant or their belongings, or otherwise, in connection with any service supplied or not supplied resulting directly or indirectly from any occurrence beyond the control of Swoop Arctic. We assume no responsibility or liability for any delay, change in schedule, loss, injury or damage or loss of any participant that may result from any act or omission on the part of others; and we shall be relieved of any obligations under these terms and conditions in the event of any strike, labor dispute, act of God, or of government, fire, war, whether declared or not, terrorism, insurrection, riot, theft, pilferage, epidemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation. We accept no responsibility for lost or stolen items. We reserve the right to refuse any participant or potential participant at our sole discretion. As booking agent, we accept no responsibility for the actual provision of the Arrangements. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the Arrangements that we pass on to you in good faith.

10. International Travel, Visa, passport and health requirements By offering bookings for travel in particular international destinations, we do not represent or warrant that travel to such areas is advisable or without risk. We will not be liable for damages or losses that result from travel to such destinations.

It is your responsibility to check and fulfill the passport, visa, health and immigration requirements applicable to your itinerary. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.  We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities.

11. Complaints Because the contract for your Arrangements is between you and the Supplier/Principal, any queries or concerns about your Arrangements should be addressed to them. If you have a problem with your Arrangements while using them, these problems must be reported to the Supplier/Principal immediately. If you fail to follow this procedure there will be less opportunity for the Supplier/Principal to investigate and rectify your complaint.

If you wish to complain when you return home, write to the Supplier/Principal. You will see their name and contact details in any confirmation documents we send you.

If you wish to complain about any service we have provided to you (i.e. our booking service) then please contact us directly. Participant claims not submitted and received within sixty (60) days shall be deemed waived and barred.

12. Indemnification  Subject to these Agency Terms & Conditions, you will defend, indemnify and hold us and each of our officers, directors, employees and agents harmless from and against any claim, cause of action, liability, expense, loss or demand, including—without limitation—reasonable legal and accounting fees, arising out of, or in any way connected with your breach of these Agency Terms & Conditions or the agreements made part of these Agency Terms & Conditions by reference or your breach of any applicable law.

13. Law and Jurisdiction These Agency Terms & Conditions are governed by the substantive federal law of the United States of America  and, as we are an English registered company, we both agree that the courts of England and Wales have exclusive jurisdiction over any dispute, claim or other matter which arises between us.  

14. Accommodation Ratings and Standards All ratings are as provided by the relevant Supplier/Principal. These are intended to give a guide to the services and facilities you should expect from your accommodation. Standards and ratings may vary between countries, as well as between suppliers. We cannot guarantee the accuracy of any ratings given.

15. Documentation & Information  All descriptions and content on our website or otherwise issued by us are provided on behalf of the Supplier/Principal in question and are intended to present a general idea of the services provided by the Supplier/Principal. Not all details of the relevant services can be included on our website. All services shown are subject to availability. If you require any further details in respect of any Arrangements or any other services please contact us.

Welcome to Swoop Arctic's website. If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern Swoop Arctic's relationship with you in relation to this website.

The term 'Arctic Travel Ltd' or 'Swoop Arctic' or 'us' or 'we' refers to the owner of the website whose office is at 1st Floor, 15 Cornwallis Crescent, Bristol, BS8 4PJ. The term 'you' refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

• The content of the pages of this website is for your general information and use only. It is subject to change without notice.
• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
• All trade marks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.
• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
• From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Scotland and Wales.

This website and its content is copyright of Arctic Travel Ltd, 2025-26. All rights reserved.

Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:

• you may print or download to a local hard disk extracts for your personal and non-commercial use only
• you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material

You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.