Terms and Conditions

Terms and Conditions

Welcome to Arctic Tern Travels. By booking any tour, transportation service, excursion, or travel-related service through our website, email, social media channels, or travel consultants, you agree to the following Terms & Conditions. Please read them carefully before confirming your reservation.

1. Booking Confirmation

  • All bookings are subject to availability at the time of reservation.
  • A booking is considered confirmed only after receiving:
    • Completed booking details
    • Required travel documentation (if requested)
    • Deposit payment or full payment confirmation
  • Arctic Tern Travels reserves the right to decline bookings in exceptional circumstances.

2. Payment Policy

  • A deposit of 30%-50% of the total tour cost may be required to confirm bookings.
  • Full payment must be completed before the tour commencement date unless otherwise agreed in writing.
  • Payments can be made via:
    • Bank transfer
    • Secure online payment gateway
    • Credit/Debit card payments (if available)
  • Bank charges and international transaction fees are the responsibility of the customer.

3. Cancellation Policy

Cancellation charges apply based on the notice period prior to arrival:

  • More than 30 days before arrival – Full refund (excluding bank charges)
  • 15-30 days before arrival – 25% cancellation fee
  • 7-14 days before arrival – 50% cancellation fee
  • Less than 7 days before arrival – 100% cancellation fee
  • No-show guests – No refund applicable

Special cancellation rules may apply for luxury hotels, train tickets, flights, or peak season reservations.

4. Amendments to Bookings

  • Changes to confirmed bookings are subject to availability.
  • Additional charges may apply for:
    • Hotel upgrades
    • Date changes
    • Last-minute transport arrangements
    • Special requests

5. Travel Documents & Visa Requirements

Guests are responsible for ensuring they possess valid:

  • Passports
  • Entry visas
  • Travel permits
  • Vaccination certificates (if required)

Visitors can check official Sri Lanka visa information through Sri Lanka Electronic Travel Authorization (ETA).

Arctic Tern Travels is not responsible for denied entry due to incomplete documentation.

6. Travel Insurance

We strongly recommend all travelers obtain comprehensive travel insurance covering:

  • Medical emergencies
  • Trip cancellation
  • Personal accidents
  • Lost baggage
  • Emergency evacuation

7. Health & Medical Conditions

Travelers must inform Arctic Tern Travels of any:

  • Medical conditions
  • Dietary restrictions
  • Physical limitations
  • Allergies

Adventure activities may require reasonable physical fitness.

8. Hotel & Accommodation Policy

Hotels mentioned on itineraries are subject to availability. If unavailable, we reserve the right to provide similar-standard alternatives.

Official hotel partners may include:

  • Cinnamon Hotels & Resorts
  • Jetwing Hotels
  • Aitken Spence Hotels

Equivalent alternatives may be arranged when necessary.

9. Transportation Services

  • Vehicles are assigned based on group size.
  • Drivers operate according to Sri Lankan transportation regulations.
  • Delays caused by traffic, weather, road closures, or government restrictions are beyond our control.

10. Wildlife & Adventure Activities

Sri Lanka offers wildlife experiences at places such as:

  • Yala National Park
  • Udawalawe National Park
  • Sigiriya

Wildlife sightings cannot be guaranteed, and activities are conducted at the traveler’s own risk.

11. Force Majeure

Arctic Tern Travels shall not be held liable for disruptions caused by:

  • Natural disasters
  • Pandemics
  • Political unrest
  • Airline cancellations
  • Government restrictions
  • Weather events
  • Acts beyond reasonable control

12. Limitation of Liability

Arctic Tern Travels acts as an intermediary between clients and service providers such as hotels, airlines, transport operators, and activity providers.

We are not liable for:

  • Personal injury
  • Loss of personal belongings
  • Delays by third-party suppliers
  • Missed flights due to unforeseen circumstances

13. Website Content Accuracy

We strive to keep all website information accurate; however:

  • Prices may change without prior notice
  • Images may be for illustrative purposes only
  • Seasonal changes may affect availability

14. Privacy Policy

Customer information collected through our website will only be used for:

  • Booking management
  • Customer communication
  • Legal compliance

We do not sell personal data to third parties.

15. Governing Law

These Terms & Conditions are governed by the laws of Sri Lanka.

Any disputes shall be handled under Sri Lankan jurisdiction.

16. Acceptance of Terms

By making a booking with Arctic Tern Travels, you acknowledge that you have read, understood, and agreed to these Terms & Conditions.