Booking Terms

These terms applies for Ruka Experiences Ltd.’ (Business ID: 3238982-3), later in these terms known as Ruka Safaris’ services. Ruka Experiences / Ruka Safaris is registered to Finnish Competition and Consumer Authority’s Travel Guarantee Register (register number 1227/21/Mj).

The price and services offered and delivered by Ruka Safaris under these Terms & Conditions for all services are set out in the descriptions of each accommodation and activities. The given prices includes VAT according to the taxation laws and regulations of Finland. Ruka Safaris reserves the right to change the prices in any unforeseen increases in costs (including but not limited to taxes, fuel prices etc.) beyond the control of Ruka Safaris.

1. Ruka Safaris Ltd. Accommodation booking terms

Following Ruka Safaris terms apply to all accommodation reservations. Client accepts these terms when confirming the reservation. Ruka Safaris reserves the right to alternations. Booker needs to be at least 18 yrs (in Luppolinna and Oivangin Lomakartano 22 yrs.). Minors travelling without guardians should have a written consent from the parent, which must be submitted to Ruka Safaris before the trip.

Reservation and payment: Client books the service(s) in Ruka Safaris online portal, email or by phone for the period he/she wants. When booking in online portal 100% of the booking value is to be paid with credit card. After the succeeded payment client will receive a confirmation. When booking is made by email or phone, deposit invoice of 30% will be sent. Booking will be confirmed when the deposit payment is paid. Final invoice will due when free cancellation time is due.

Booking terms for Iisakki Village accommodations Villa Rukan Huurre A&B, Alinan Tupa, Iisakin Portti A&B, Papin Talo Apartments, Wilderness Hotel Papin Talo, Iisakki Guest House, Iisakki Glass Village, Tonttula, Kesäaitta and Luhtiaitta. Deposit of 30 % will be charged upon booking (e-mail or phone bookings, on online bookings deposit is 100%). Booking will be confirmed when deposit is paid. Maximum number of clients in each accommodation can’t exceed the informed capacity of the accommodation. Final cleaning is included in the price (except Tonttula, Kesäaitta and Luhtiaitta), but you are expected to leave the accommodation to its standard order and tidiness: furniture and other equipment in their place and in one piece, garbage disposed, and dishes washed up. If the accommodation needs extra cleaning or anything has been damaged, an extra fee will be charged according to the true costs and the minimum charge is 200 €. Smoking is prohibited indoors. If smoked indoors extra fine will be charged according to the true cleaning costs and the minimum charge is 200 €. Pets are allowed only to Alinan Tupa, Luhtiaitta, Kesäaitta and Tonttula with extra fee. Pet fee in Alinan Tupa is 50 € / stay and in Luhtiaitta, Tonttula & Kesäaitta 10 € / stay. Tents and caravans or use of rental equipment (such as hot tub) are not permitted on the yard of cottage/apartment.

Booking terms Iisakki Village Luppolinna: Deposit of 30 % will be charged upon booking (e-mail or phone bookings, on online bookings deposit is 100%). Booking will be confirmed when deposit is paid. Final invoice will be sent when the free cancellation period is due. Client booking Luppolinna lodge needs to be at least 22-years old. Pets are not allowed in Luppolinna lodge. Maximum number of clients accommodating in Luppolinna is 24 + 10 persons. Please note that extra beds need to be booked as additional service. Final cleaning is included to the price, but you are expected to leave the accommodation to its standard order and tidiness: furniture and other equipment in their place and in one piece, garbage disposed, and dishes washed up (dishwasher can be left on). If the accommodation needs extra cleaning or anything has been damaged, an extra fee will be charged according to the true costs and the minimum charge is 300 €. Smoking is prohibited indoors. If smoked indoors extra fine will be charged according to the true cleaning costs and the minimum charge is 300 €.

Booking terms Oivangin Lomakartano Aurora, Saaga 1&2, Singer, Junga and Pikku-Junga: Deposit of 30 % will be charged upon booking (e-mail or phone bookings, on online bookings deposit is 100%). Booking will be confirmed when deposit is paid. Final invoice will be sent when the free cancellation period is due. Client booking Oivangin Lomakartano lodges needs to be at least 22-years old. Pets are not allowed in Oivangin Lomakartano lodges. Maximum number of clients in each accommodation can’t exceed the informed capacity of the accommodation. Final cleaning is included in the price, but you are expected to leave the accommodation to its standard order and tidiness: furniture and other equipment in their place and in one piece, garbage disposed, and dishes washed up (dishwasher can be left on). If the accommodation needs extra cleaning or anything has been damaged, an extra fee will be charged according to the true costs and the minimum charge is 300 €. Smoking is prohibited indoors. If smoked indoors extra fine will be charged according to the true cleaning costs and the minimum charge is 300 €.

Cancellations: All cancellations must be done in writing (e-mail). Leaving the invoice unpaid will not be considered as a cancellation. Cancellation takes effect when the information arrives to Ruka Safaris. If the client changes the reservation to another cottage/apartment or to another period, this will be considered as a cancellation and a new reservation. Client is obliged to take care of necessary travel documents, such as visa if needed, in time. If the reservation is cancelled due to inappropriate documents cancellation terms will take place in all cases. Cancellation terms for different Ruka Experiences Ltd.’s (Ruka Safaris’) accommodations are following:

Ruka Safaris right to cancel or change a reservation: Ruka Safaris can cancel the reservation without notice if the reservation is not paid by the due date. In case that the deposit and office fees are paid but not the total rent we have right to keep the deposit and office fees. In force majeure cases Ruka Safaris can cancel the reservation. In this case all payments will be refunded to the client.

Check-in, check-out, keys and stay at the cottage: Iisakki Village has reception, and client will receive keys upon check-in at the reception. If client arrives outside of our opening hours, client needs to contact reception upon opening hours to agree about the check-in and keys. Please note that sometimes also SMS about key box codes can be sent to client prior to arrival.  In winter time at Oivangin Lomakartano Ruka Safaris will check-in clients at agreed arrival time. Please inform us your arrival time. In summer time at Oivangin Lomakartano Ruka Safaris will inform the client few days before arrival about the key. If client loses the key(s) we will charge the costs of changing the locks. When client locks themselves out of the room (leave the key inside) there is charge starting from 120 € per opening. Check-in time is 4 p.m. at the arrival day and check–out time is at 11 a.m. on the day of departure. Cabins/Apartments have a set of dishes for number of a capacity of the accommodation place. During the stay client cleans by him/herself. All cottages/apartments are non-smoking. If there appears extra cleaning or laundry which are not included to the normal final cleaning in the apartment/cottage Ruka Safaris keeps the right to charge min 200 € of extra cleaning. Pets are allowed in Alinan Tupa with extra fee of 50 € / stay and Kesäaitta, Luhtiaitta and Tonttula fee of 10 € / stay. Ruka Safaris will need the information of pets beforehand. Pets which are not informed beforehand we charge 100 €. If there are fireplace in the cottage / apartment a set of firewood is included. Extra firewood will be sold at our reception. Please notice that fireplace is not the heating system in the cottage. More people than informed to Ruka Safaris and the max capacity of the cottage / apartment cannot stay in the accommodation destination. Tents and caravans or use of rental equipment (such as hot tub) are not permitted on the yard of cottage/apartment. Ruka Safaris has many saunas and hot tubs to rent and also camping area for caravans / tents.

Damage and complaints: Client is obliged to cover all damages caused to the cottage/apartment during the rental period. Complaints regarding the cottage/apartment must be addressed to Ruka Safaris right after they are noticed so that we can fix them soon as possible. Complaints informed after visit are not justified to any refunds.

2. Ruka Experiences Ltd (Ruka Safaris). Activity programs’ booking terms

The following terms and conditions shall be applied for Weekly Safaris offered and delivered during all seasons by Ruka Experiences Ltd (Brand name: Ruka Safaris) thru its Weekly Safari Programmes in Ruka – Kuusamo and its surroundings.

Reservation for weekly programs can be made by email, by phone or by Ruka Safaris’ webstore. Booking is considered as confirmed when reservation confirmation from Ruka Safaris’ has been received. Payment options will be presented in our webstore, or in case of reservations made by phone/email or on spot, during the booking process.

Weekly programs: Weekly programs are open departures and are implemented when there are at least four people registered.

Group programs: Group programs are private programs for groups more than 4 adults. Please note different pricing. Private programs are not online bookable (except private river rafting experience). 

Programs and prices: Programs and prices are presented in product descriptions in our web shop/brochures. All our prices include VAT. Safaris are operated subject to prevailing weather conditions which are beyond our control. We keep the right to change the duration and program without advance notification for clients best. Ruka Safaris also reserves the right to interrupt the program for an individual if he/she is estimated to be a danger to themselves or others.

Weekly program cancellation terms (online bookable activities): In all cancellation’s office fee 50 € will be withheld. You may cancel the weekly program booking free of charge until 21 days before the date of the program (except office fee). In cancellations 20-14 days before the start of the safari we keep the right to charge 50 % of the value of the booking. If you cancel the program 13 days or less to the start of the program we will charge 100% from the value of the order.

Private Group program cancellation terms: In all cancellation’s office fee 50 € will be withheld. You may cancel the group program booking free of charge until 31 days before the date of the program (except office fee). In cancellations 30-22 days before the start of the safari we keep the right to charge 50 % of the value of the booking. If you cancel the program 21 days or less to the start of the program we will charge 100% from the value of the order.

Liability: Ruka Safaris shall exercise pro-activity, contingency, due diligence and appropriate health and safety measures in accordance with the laws and regulations of Finland and Finnish standards of recommended practices of program services at all times when delivering offered services under these terms and conditions.

Liability Insurance: Ruka Safaris and their partners has a valid liability insurance required by law. Ruka Safaris recommends that you also have personal travel insurance and the coverage of it has been checked before the travel.

Motor Liability Insurance: All the coaches or other motorized transport vehicles used in traffic in Finland must have valid Motor Liability Insurance. Compensation for damages or injury resulting from a road accident shall be covered by the valid Motor Liability Insurance of the vehicle that caused the accident. Under the provisions, any person suffering bodily injuries is entitled to receive compensation for the cost of medical treatment, pain and suffering, and handicap, in accordance with the terms and conditions of Motor Liability Insurance and laws and regulations of Finland. Compensations are based on tariffs in accordance with laws and regulations of Finland and orders of the Finnish authorities. Damages for property are by law limited up to EUR 3.300.000. But if an injured party has willfully or out of gross negligence caused his/her own injury, the injured party is not entitled to compensation.

Snowmobile programs: All snowmobiles used in safaris are insured as required by Finnish law and the coverage is subject to the above mentioned Motor Liability Insurance terms and conditions. Safari participants are held liable for damages caused to snowmobiles. The amount of the compulsory deductible expense is at most 1000 € per driver per snowmobile per incident. Payment is to be paid at the spot in Ruka Safaris safari house by cash or credit card. Snowmobile drivers must be at least 18 years old and have a valid car driving license which is valid in Finland (remember to carry the license with you). Finnish law prohibits driving a snowmobile under the influence of alcohol and drugs. As the responsible safari organizer, Ruka Safaris reserves the right to change the routing, schedules and duration of the excursions if necessary, due to prevailing weather conditions, or if deemed advisable due to safety reasons and the comfort of the participants. Ruka Safaris also reserves the right to discontinue the safari if a participant is seen as a potential danger to him/herself or to others, or is in poor health. If the weather is very cold (-20C or below), the children will be transferred to venues by car in our snowmobile safaris.

Other Injuries: Ruka Safaris may only be held liable for personal injuries or material damage arising from accidents that have happened during the delivery of the offered services and which are caused by negligence of the Ruka Safaris or its employees or sub-contractors or by the provision of faulty equipment. Ruka Safaris is not liable for any accidental damage or injury which has to be indemnified under the travel insurance of a customer. Personal travel insurance is always highly recommended. Program services e.g. snowmobile and husky safaris can be physically demanding and the participants may be exposed to different kinds of physical strain. In case the Consumer is having any illnesses or disabilities (for instance heart disease, asthma, diabetes, epilepsy, back or hip problems) that could affect his/her ability to take part in the services, or if she is pregnant, she/he should prior to participating any services consult medical experts about her/his ability to participate in the service in question. Should the consumer have an illnesses or disability of this nature, he/she acknowledges that he/she participates in the Service at his/her own risk.

Pregnant women: Pregnant women should not use the snowmobile or the sledge pulled by the snowmobile as the vibrations and exhaust fumes may be harmful. If the program requires special organization (e.g. additional transport), Ruka Safaris shall not be responsible for the possible extra costs.

Child Policy: For children of age 3-11 years Ruka Safaris will apply special child rates. Please note that minimum age for snowmobiling is 5 years. There are also age limitations for certain longer snowmobile tours and other activities. In snowmobile programs children are to a seat in a sled pulled by a snowmobile driven by the guide. Small children must be accompanied by adult in the sledge. Children over 140 cm in height are allowed to sit on the snowmobile. Please note that different terms and prices apply to husky and reindeer safaris. Ruka Safaris’ keeps the right to change program duration and/or rules regarding children according to weather and other conditions for children safety.

Service languages: Language used for guiding and during all services is English if not otherwise agreed or stated. 

Animals: All animals used in the activities (reindeer rides, horse rides and husky rides) are trained as far it is possible for the activity and animal wellfare. However, behavior of animals can never be fully predicted and therefore, in order to reduce risks, given safety and other instructions have to be obeyed. Ruka Safaris keeps the right to change program duration/routing if necessary for client and animal safety and wellbeing. 

Force Majeure: Neither Party shall be held liable for any default, damage or loss due to a condition force majeure or to unreasonable impairment of the Party’s operations due to a similar cause (including but not limited to war, strike, weather, lack of snow, or other natural condition etc.). If encountered a force majeure condition, the Party shall immediately notify the other Party in writing thereof, and shall keep the other Party fully informed of the continuance of the force majeure condition and of any relevant change of circumstances whilst such force majeure continues. When encountered a force majeure conditions Parties shall also take all reasonable steps available to it to minimize the effects of the force majeure on the performance of their obligations under this contractual relationship.

Booking terms for package tours (including accommodation & other services)

Ruka Experiences / Ruka Safaris is registered to Finnish Competition and Consumer Authority’s Travel Guarantee Register (register number 1227/21/Mj).

Booking of Ruka Safaris’ package tours (e.g. winter/summer adventure week, Iisakki glass village winter adventure week/short stays). Package tours including accommodation, activities and meals can be booked from Ruka Safaris’ sales office by email or by phone. Payment terms for the package tours varies depending of the season and package.

Cancellations: Same cancellation terms that accommodations applies for the package tours (see above).

General

Governing Law: These terms and conditions are governed by and construed in accordance with the Finnish law. Any disputes to be solved primarily through negotiation, but if no agreement is reached then the dispute settled by the District Court of Oulu.

Payment by credit card: Payments are implemented by a payment service provider Paytrail Corporation (2122839-7) in co-operation with Finnish banks and credit institutions. In a Visa, Visa Electron or MasterCard payments Paytrail Corporation will be seen as a payee in a card invoice and they forward the payments to the seller. Paytrail Corporation has a payment institution license. Paytrail Oyj, Business-ID: 2122839-7 Innova 2 Lutakonaukio 7 40100 Jyväskylä Telephone: +358 207 181830 Paytrail Oyj (FI2122839) provides netbank related payment transfer services in co-operation with Finnish banks and credit institutions. For consumer the service works exactly the same way as traditional web payments.