General Terms and Conditions of Sale

Last updated: 5 November 2026

1. About Us

Frostbite Expeditions AS (“Frostbite Expeditions”, “we”, “us” or the “Operator”) is a tour operator based in Longyearbyen, Svalbard, offering guided activities, expeditions and related experiences. We operate www.frostbite-expeditions.com and provide the activities and services identified as our own in the relevant booking information.

Frostbite Expeditions AS is the service provider and contracting party for bookings of activities operated by us, whether booked through our website, our booking system, directly with us or through authorised sales outlets. We are responsible for providing and maintaining the information about our services and for delivering the activities purchased from us.

Questions regarding booking confirmations, activity content, amendments, cancellations or complaints concerning activities operated by Frostbite Expeditions AS should be addressed directly to us at info@frostbite-expeditions.com.

Company details: Frostbite Expeditions AS · Organisation no. 937 729 839 · Vei 232 11, H0101, 9170 Longyearbyen, Svalbard, Norway.

2. Agreement for the Purchase of Services

2.1 The agreement consists of these General Terms and Conditions of Sale, the information provided through the booking solution or booking confirmation, and any separately agreed terms between the Customer and Frostbite Expeditions AS, see section 3.

2.2 For activities and other services identified as operated by Frostbite Expeditions AS, Frostbite Expeditions AS is the sole provider of the service.

2.3 Bookings made through www.frostbite-expeditions.com, our booking system, directly with us or through authorised sales outlets are considered agreements entered into directly between the Customer and Frostbite Expeditions AS for the services we operate.

3. Special Conditions

3.1 Special conditions may apply to certain activities, including extended tours and tours involving overnight accommodation.

3.2 Frostbite Expeditions AS will provide information regarding any applicable special conditions. If additional information is required, please contact us directly.

4. The Parties

4.1 The Operator is Frostbite Expeditions AS, the company delivering the relevant service as identified in the booking confirmation.

4.2 The Customer is the person making the booking.

4.3 If the Customer books on behalf of other participants, the Customer is responsible for communicating all applicable terms and conditions to such participants. Each participant shall be bound by the agreement entered into by the Customer.

4.4 If a participant disputes liability for payment, the Customer shall remain jointly and severally liable for the relevant booking.

5. Booking and Conclusion of Agreement

5.1 Bookings may be made through www.frostbite-expeditions.com, directly with Frostbite Expeditions AS, or through authorised sales outlets, including hotel receptions, travel agencies or similar.

5.2 The agreement is considered concluded when the booking has been confirmed through the booking solution or by Frostbite Expeditions AS. You must be at least 18 years of age to make a booking.

6. Payment

6.1 All prices are displayed on www.frostbite-expeditions.com, directly by Frostbite Expeditions AS, or through authorised sales outlets, including hotel receptions, travel agencies or similar.

6.2 For day trips, payment in full is required at the time of booking.

7. Resale

7.1 The booking facilities on www.frostbite-expeditions.com are provided for personal and non-commercial use, unless otherwise agreed with Frostbite Expeditions AS.

7.2 The commercial resale of activities or other services offered by Frostbite Expeditions AS and governed by this agreement is prohibited under all circumstances without the prior consent of Frostbite Expeditions AS.

7.3 Frostbite Expeditions AS reserves the right to reject, cancel or refuse fulfilment of bookings that have been resold without such consent. Any costs or losses resulting from such rejection or cancellation shall be borne by the Customer.

8. Customer’s Right of Cancellation

8.1 Cancellation must be submitted in writing directly to Frostbite Expeditions AS at info@frostbite-expeditions.com.

8.2 Frostbite Expeditions AS is responsible for handling and confirming cancellations of bookings made directly with us. An authorised sales partner may handle cancellations only where agreed with Frostbite Expeditions AS; Customers booking through a sales partner should also follow any applicable booking-channel instructions.

8.3 Bookings will not be refunded as a result of cancelled or changed flights to Svalbard.

8.4 Frostbite Expeditions AS shall not be liable for losses resulting from currency exchange fluctuations or transaction costs incurred in connection with international refunds following cancellation.

8.5 The following cancellation fees apply:

• Up to 22 days prior to the activity: 5% of the amount paid
• 21–8 days prior to the activity: 50% of the amount paid
• 7–0 days prior to the activity: 100% of the amount paid

9. Operator’s Right to Amend or Cancel

9.1 Frostbite Expeditions AS reserves the right to change departure times or cancel activities up until the start of the activity if the minimum number of participants stated in the product description has not been reached.

9.2 Frostbite Expeditions AS may also cancel activities up until departure due to circumstances including, but not limited to, weather and snow conditions, technical breakdowns, labour disputes or other circumstances that make the activity unsafe or impossible to conduct.

9.3 If unforeseen circumstances make it necessary to change the route, programme or content of an activity, this shall not affect the agreed price of the activity.

10. Operator’s Liability

10.1 Frostbite Expeditions AS is solely responsible for the delivery of the services it operates in their entirety.

10.2 Frostbite Expeditions AS may only be held liable for accidents and injuries insofar as liability follows from applicable Norwegian rules of compensation law.

11. Customer’s Obligations and Liability

11.1 The Customer is responsible for familiarising themselves with the applicable terms, conditions and participation requirements for the relevant service.

11.2 The Customer must comply with all instructions issued by Frostbite Expeditions AS and its representatives.

11.3 The Customer is also responsible for ensuring compliance with all applicable travel and entry regulations for Norway and Svalbard.

11.4 The Customer is responsible for assessing their own physical and mental suitability for participation in the activity before booking.

11.5 Private weapons and pyrotechnic equipment are not permitted on booked activities.

11.6 Frostbite Expeditions AS may refuse participation if the Customer, or participants for whom the Customer is responsible, pose a safety risk or behave in a manner that causes significant inconvenience to other participants.

11.7 If an activity is delayed, altered or cancelled due to the Customer or participants for whom the Customer is responsible failing to follow the Operator’s instructions, the Customer may be held financially liable for any additional costs incurred.

12. Insurance

12.1 The Customer, and any participants for whom the Customer is responsible, are recommended to obtain personal travel insurance. The Customer is responsible for ensuring that the necessary insurance coverage is in place before participating in the activity.

12.2 Frostbite Expeditions AS is covered by liability insurance through its insurance provider. Frostbite Expeditions AS has also provided the guarantees required by the Governor of Svalbard. These guarantees include, among other things, costs associated with search and rescue operations.

13. Reservations

13.1 Frostbite Expeditions AS reserves the right for any typographical errors and for changes to published programmes and prices on www.frostbite-expeditions.com.