Terms and Conditions

All rates are quoted in Icelandic krona (ISK). Equivalent amounts in EUR or USD may be provided for guidance based on the prevailing exchange rate, however the ISK amount in your confirmation is the contractual price. Private Iceland is not responsible for fluctuations in the value of the krona between booking and payment, nor for foreign-transaction or conversion fees applied by your own bank or card provider.
Quoted prices include the services listed in your itinerary: guiding, vehicle, fuel, mileage, and any accommodation, activities, or meals that we have specifically committed to organise on your behalf. Unless otherwise stated, prices exclude international airfare, personal travel insurance, gratuities, alcoholic beverages, items of a personal nature, and any activity or service added to the itinerary after confirmation.
We reserve the right to correct manifest errors in pricing. If a price has been quoted in error and the correct price is materially higher, we will tell you before taking any further payment and you may withdraw your booking for a full refund of any sums already paid.

A 30% non-refundable deposit is due at booking. The final balance must be paid 30 to 60 days prior to arrival, depending on the size of your group and the booking terms of the hotels and suppliers included in your itinerary. The exact balance due date will be set out clearly in your booking confirmation.
For some itineraries our payment schedule may differ from the standard above where a supplier requires earlier settlement. Where this is the case, we will inform you of the applicable schedule before booking confirmation.
Payment is accepted by major credit card or by bank transfer. Bank transfer details are provided on request. Card payments are processed through a PCI-compliant payment provider and Private Iceland does not store full card details on its own systems. Bank, card, and currency-conversion fees levied by your own bank or card provider are outside our control and remain your responsibility.
If a balance is not received by the due date, we may treat the booking as cancelled by you and apply the cancellation policy set out below. We will attempt to reach you before doing so, but the responsibility for ensuring that payment clears on time rests with you.

Cancellation by the guest must be made in writing to info@privateiceland.is, by telephone, or by other means agreed with us in advance. The effective date of cancellation is the date we receive your notice. Once a cancellation has been received and acknowledged, any refund due will be processed promptly, net of any amendment fees and the cancellation charges set out below.
The following charges apply to cancellations of guided private trips:

• 30 days or more before arrival: 30% deposit is non-refundable. The remaining balance will be refunded, minus any non-refundable third-party costs already committed on the guest’s behalf and disclosed in writing.
• 15-30 days before arrival: 50% of the total trip price is non-refundable. Additional non-refundable third-party expenses already incurred on the guest’s behalf may also apply.
• Less than 15 days before arrival: 100% of the total trip price is non-refundable.

Where a guest is unable to travel due to a family emergency or other genuinely unforeseen event, Private Iceland will use reasonable efforts to recover what it can from partner hotels and activity operators and to apply any recovered amount as credit toward a future trip taken within twelve months of the original cancellation date. We make no guarantee that any amount will be recoverable.
Postponement: in place of a cancellation, you may request that we postpone your trip to a later date within twelve months. Where we can re-book guide time and suppliers without loss, the 30% deposit and any further payments will be carried over as credit toward the new dates. Any non-recoverable third-party costs incurred on the original dates will be retained from the credit balance.
Cancellation by one or more participants in a multi-guest booking may trigger a recalculation of the per-person price or a cancellation charge as set out above. Any resulting increase to the remaining guests will be communicated in writing before any additional charge is taken.
If you shorten a trip after it has started, change the itinerary, or leave early for any reason, no refund is due for the unused portion. We will, however, do our best to help you onward and to limit any additional cost.
Cancellation by Private Iceland is rare and is normally only the result of safety concerns, force majeure, or non-payment. If we cancel a confirmed trip for any reason that is not your fault and is not force majeure, you will receive a full refund of all monies paid to Private Iceland for that trip. We are not liable for any further loss, including non-refundable flights, separately booked services, or consequential expenses.

Iceland is a country shaped by weather, geology, and daylight. We routinely adjust itineraries on the day to keep guests safe and to make the most of conditions. Where a change is needed, your guide will discuss the alternative with you before it is made wherever circumstances allow.
Force majeure includes, but is not limited to, severe weather, road closures, volcanic activity, earthquakes, avalanche risk, flooding, sea conditions, wildfires, epidemic or pandemic, war or civil unrest, terrorism, strikes, government action, and any failure of third-party infrastructure outside our reasonable control.
Where force majeure prevents us from delivering part of a trip, we will work with you to substitute an experience of comparable value. Where the trip cannot continue at all, we will refund the unused, recoverable portion of the trip price after deducting committed third-party costs that we are unable to recover. We are not liable for additional travel, accommodation, or other costs that you incur as a result of force majeure.

Promotional codes are valid only for the dates, products, and conditions stated at the time of issue. They cannot be combined unless we have stated so in writing, cannot be redeemed for cash, and have no value once expired. We reserve the right to withdraw a promotional code if it is being used in a way that we consider abusive or contrary to its stated purpose.
Gift cards issued by Private Iceland are valid for the period stated on the card, are non-refundable, and cannot be exchanged for cash. A gift card may be used in part or in full toward any product we offer, subject to availability and to these terms.

Where we arrange activities, accommodation, restaurants, helicopter transfers, or other services delivered by third-party suppliers, those services are provided to you on the supplier’s own terms. We will only engage suppliers that we believe meet a quality and safety standard appropriate to a premium private experience, but we are acting as a coordinator and not as the principal supplier of those services.
Optional equipment provided or arranged by us, including clothing, helmets, crampons, harnesses, and similar gear, is supplied for the duration of the relevant activity and remains the property of Private Iceland or the supplier. You are responsible for using the equipment as briefed and for the reasonable cost of replacing items that are lost or damaged through misuse.

Comprehensive travel insurance is a condition of travelling with Private Iceland. Your policy must cover, at a minimum, trip cancellation and curtailment, medical expenses and repatriation, personal liability, and the activities included in your itinerary. Some activities in Iceland, including glacier travel and helicopter excursions, require specific cover that not every standard policy provides.
We strongly recommend that you take out insurance at the time of booking so that you are covered for cancellation events that occur before departure. Private Iceland is not an insurance broker and does not give advice on the suitability of any specific policy. The responsibility for arranging appropriate cover rests with you.

Weather in Iceland changes quickly and significantly across short distances. Strong wind, heavy snow, ice, and limited visibility can close roads, suspend ferry services, cancel flights, and make certain activities unsafe at short notice. We monitor official forecasts and road conditions continuously and follow the guidance of the Icelandic Meteorological Office and the Icelandic Road Administration.
Your safety, and the safety of our guides, is the only criterion we apply when deciding whether to proceed, postpone, or substitute an activity. A decision to alter the plan for safety reasons is final and is not subject to negotiation in the moment.

Travel in Iceland involves inherent risks that cannot be eliminated, including but not limited to: uneven terrain, slippery surfaces, crevassed glaciers, river crossings, rockfall, sudden weather, geothermal hazards, cold-water immersion, exposure, and remote-area access where emergency response times are longer than in urban environments.
By participating in a trip with Private Iceland, you accept that these risks exist, you confirm that you are physically and medically fit for the activities in your itinerary, and you agree to follow the reasonable instructions of your guide. You must disclose any medical condition, medication, pregnancy, or recent injury that could affect your ability to participate safely. We may decline participation in a specific activity if, in our reasonable judgement, it is not safe for you to take part.

Guests are expected to behave with reasonable consideration for their guide, fellow travellers, the public, and the natural environment. The consumption of alcohol during travel days is at the discretion of your guide and is not permitted before or during any activity with a safety-critical element.
The possession or use of illegal drugs is grounds for immediate termination of the trip with no refund. We reserve the right to refuse or discontinue service to any guest whose behaviour endangers others, materially disrupts the trip, or damages property. In such cases no refund will be issued and the guest will be responsible for the cost of onward travel and any damage caused.

We sometimes photograph trips for our portfolio, website, and social channels. If you do not wish to be identifiable in any image used by Private Iceland, please tell your guide at the start of the trip and we will respect that without further discussion. We will never share material that identifies a guest who has asked not to appear in our content.

We welcome honest feedback, both during and after your trip. If something is not working for you while you are with us, please tell your guide first so that we have the opportunity to fix it on the spot. Public reviews left after the trip should reflect your own experience and may be quoted by Private Iceland on our website and marketing channels with attribution to the platform on which they were originally published.

Private Iceland accepts liability for direct loss caused by our own negligence, the negligence of our employees acting in the course of their duties, or our material breach of these terms, subject to the limits set out below.
We do not accept liability for loss or damage that is caused by force majeure, by the act of a third party we have not engaged on your behalf, by your own act or omission, by your failure to disclose relevant medical or fitness information, or by your failure to follow the reasonable instructions of your guide.
To the maximum extent permitted by Icelandic law, our total liability arising out of or in connection with a booking is limited to the total amount paid by you to Private Iceland for that booking. We do not accept liability for indirect or consequential loss, including loss of enjoyment, missed connections, separately booked services, or business loss.
Nothing in these terms limits our liability for death or personal injury caused by our negligence, nor any statutory right that cannot be limited or excluded under Icelandic law.

Private Iceland collects only the personal data that you provide to us, and uses it solely to deliver your trip, to comply with our legal obligations, and to communicate with you about your booking. We do not sell or trade your data. Card details are processed by an authorised payment provider and are not retained on our own systems. Our full Privacy Notice is available on our website and sets out your rights under Icelandic and European data protection law.

If something goes wrong, we want to know about it while we can still do something about it. Please raise any concern with your guide at the time, so that we have the opportunity to address it during the trip. If the matter is not resolved to your satisfaction in the field, please put your complaint in writing to info@privateiceland.is within 30 days of the trip end date. We will acknowledge written complaints within 5 working days and respond substantively within 30 days.
We expect guests to engage with us in good faith and to give us a fair opportunity to put right anything that has gone wrong before raising the matter publicly or escalating to a third party.

These terms, and any non-contractual dispute arising out of or in connection with them, are governed by Icelandic law. The courts of Iceland, with the District Court of Reykjavik as the court of first instance, have exclusive jurisdiction over any dispute that the parties cannot resolve directly.