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Booking Terms and Conditions

Lapland Boutique Resorts

(Accommodation, Activities and Packages)

These booking terms and conditions apply to all reservations made for accommodation, activities, and packages at Lapland Boutique Resorts, including the following destinations:

  • Ruka Safaris
  • Iisakki Village
  • Hotelli Iso-Syöte
  • Oivanki Resort

These properties are collectively referred to as “Lapland Boutique Resorts” or “the Resort.”

These terms apply to all reservations made through:

  • the official online booking systems
  • the Resort’s websites
  • email or telephone reservations
  • other direct sales channels operated by Lapland Boutique Resorts.

By completing a reservation, the customer confirms that they have read, understood, and accepted these terms and conditions.

1. Reservation and Confirmation

Reservations may be made through the Resort’s online booking system, by email, or through the Resort’s sales service.

A reservation becomes binding once payment has been successfully received and a booking confirmation has been issued.

The booking confirmation contains the essential details of the reservation including:

  • accommodation type
  • travel dates
  • booked services and activities
  • total price
  • applicable payment and cancellation conditions.

Customers are responsible for reviewing the booking confirmation and notifying the Resort immediately of any discrepancies.

Lapland Boutique Resorts reserves the right to cancel a reservation if payment obligations are not fulfilled.

2. Prices

All prices are stated in euros (EUR) and include value added tax (VAT) in accordance with Finnish legislation unless otherwise stated.

Prices may vary depending on:

  • travel season
  • availability
  • accommodation category
  • included services and activities.

Lapland Boutique Resorts reserves the right to correct pricing errors caused by technical or administrative issues.

3. Payment Terms

The total booking amount will be charged after the free cancellation period has expired.

The reservation is confirmed once payment has been successfully processed and confirmation has been issued.

If payment cannot be processed, the reservation may be cancelled.

Payment Processing

Payments are processed via Mews, FareHarbor, or Profitroom, all powered by Stripe.

Card details are encrypted and processed securely through Stripe’s payment infrastructure. Card details are not stored by Lapland Boutique Resorts.

Depending on the service booked (accommodation, activities, or packages), the payment may be processed through one of the Resort’s booking platforms.

Any refunds issued according to the applicable cancellation policy will be returned to the original payment method used for the booking.

4. Cancellation Policy – Accommodation

Cancellation conditions vary depending on accommodation type and travel season.

All cancellations must be submitted in writing via email or through the booking system.

Suites at Hilltop Hotel Iso-Syöte

(Eagle View Suite, Bear Cave Suite, Phoenix Suite and Naava Suite)

Flexible 45-day cancellation policy applies.

  • Free cancellation up to 45 days before arrival
  • For cancellations made less than 45 days before arrival, changes, or no-shows, no refund will be provided

Rooms, Cottages and Aurora Suites at Hilltop Hotel Iso-Sytöte

Winter & Spring Season

(1 December – 1 May)

Flexible 45-day cancellation policy applies.

  • Free cancellation up to 45 days before arrival
  • For cancellations made less than 45 days before arrival, changes, or no-shows, no refund will be provided

Summer & Autumn Season

(1 June – 30 November)

Flexible 2-day cancellation policy applies.

  • Free cancellation up to 2 days before arrival
  • For cancellations made less than 2 days before arrival, changes, or no-shows, no refund will be provided

5. Changes to Reservations

Changes to reservations may be possible depending on availability.

Lapland Boutique Resorts reserves the right to:

  • charge a modification fee
  • apply updated pricing based on new dates or services.

Substantial changes close to arrival may be treated as cancellation and rebooking.

Name changes may only be accepted with prior written approval.

6. Activity and Safari Bookings

Lapland Boutique Resorts offer guided outdoor activities including safaris, nature excursions, and seasonal experiences.

All activities are subject to:

  • weather conditions
  • safety considerations
  • minimum participant numbers.

Activities booked in advance must be paid in full at the time of booking, unless otherwise specified.

7. Cancellation Policy – Activities

Activities may be cancelled free of charge up to 21 days before arrival.

For cancellations made less than 21 days before arrival, changes, or no-shows, no refund will be provided.

If Lapland Boutique Resorts cancels an activity due to safety reasons or operational circumstances, guests will be offered:

  • an alternative activity, or
  • a refund for the cancelled activity.

8. Weather, Snow and Natural Conditions

Many activities offered by Lapland Boutique Resorts depend on natural conditions, including:

  • snow cover
  • ice conditions
  • weather and temperature.

The Resort cannot guarantee specific natural phenomena, including:

  • snowfall
  • frozen lakes
  • Northern Lights visibility.

If natural conditions prevent the safe operation of an activity, Lapland Boutique Resorts reserves the right to:

  • modify the activity program
  • replace the activity with an alternative program
  • adjust schedules or routes.

Such changes do not entitle guests to compensation.

9. Participant Responsibilities and Safety

Participants must follow the instructions provided by guides and staff.

The Resort reserves the right to refuse participation if a guest:

  • appears to be under the influence of alcohol or drugs
  • behaves in a way that may endanger themselves or others
  • does not meet safety requirements.

Certain activities may have restrictions related to:

  • age
  • height or weight
  • physical condition.

Guests are responsible for ensuring they meet the requirements before booking.

10. Snowmobile Safaris – Driver Responsibility and Liability

Participants driving a snowmobile must hold a valid driver’s license accepted in Finland and must present it upon request.

Drivers must follow all instructions provided by the guide and operate the snowmobile responsibly.

Snowmobiles are insured according to Finnish law. However, the driver is responsible for damages caused by negligence or misuse.

The driver’s maximum personal liability (self-liability / excess) for damage to a snowmobile is up to €1,000 per accident, unless otherwise stated in the activity description.

Lapland Boutique Resorts reserves the right to refuse participation if safety requirements are not met.

Children generally travel as passengers in a sled pulled by the guide’s snowmobile unless otherwise specified.

11. Accommodation Stay

Unless otherwise specified:

Check-in: from 16:00
Check-out: by 12:00

Early check-in and late check-out may be available upon request and may incur additional charges.

Guests may be required to present valid identification upon arrival.

12. Guest Conduct and Liability for Damages

Guests must behave respectfully toward other guests, staff, property, and the surrounding environment.

Lapland Boutique Resorts reserves the right to remove guests behaving inappropriately or causing disturbance without refund.

Guests are financially responsible for any damage caused to:

  • accommodation units
  • equipment
  • vehicles
  • facilities.

Repair or replacement costs may be charged to the guest.

13. Travel Insurance

Guests are strongly recommended to obtain comprehensive travel insurance covering:

  • trip cancellations
  • personal injury
  • outdoor activity participation
  • loss of personal belongings.

Lapland Boutique Resorts are not responsible for financial losses resulting from cancellations or disruptions beyond the Resort’s control.

14. Force Majeure

Lapland Boutique Resorts shall not be held liable for failure or delay in fulfilling obligations due to circumstances beyond its control, including but not limited to:

  • extreme weather conditions
  • lack of snow or ice conditions
  • natural disasters
  • fires
  • strikes or labour disputes
  • epidemics or pandemics
  • government restrictions
  • transportation disruptions.

In such situations the Resort may modify or cancel services without liability.

15. Personal Data and Privacy

Customer personal data is processed in accordance with:

  • the Resort’s Privacy Policy
  • applicable European Union data protection legislation (GDPR).

Personal information is used solely for reservation management and service delivery.

16. Applicable Law and Dispute Resolution

These terms and conditions are governed by Finnish law.

Any disputes arising from these terms shall first be resolved through negotiation between the customer and Lapland Boutique Resorts.

If no agreement cannot be reached, disputes shall be settled in the District Court of Oulu, Finland.