These Terms and Conditions apply to accommodation reservations and related services provided by Afra Arctic Oy in Sodankylä, Finnish Lapland. They apply to reservations made directly through our website, our Hostaway booking system or by direct agreement with Afra Arctic Oy.
Company: Afra Arctic Oy
Business ID: 3603984-7
VAT ID: FI36039847
Address: Isojängäntie 71, 99560 Sodankylä, Finland
Email: info@afra-arctic.com
Website: afra-arctic.com
Reservations made through third-party booking platforms may be subject to additional or different terms agreed upon during the booking process.
2. Booking and Payment
A booking becomes binding when Afra Arctic Oy has confirmed the reservation to the guest. Reservations may be made through our website, the Hostaway booking engine, authorised booking platforms or directly with Afra Arctic Oy.
Payment may be processed online through our authorised payment service provider, Stripe, by invoice issued by Afra Arctic Oy or through another payment method expressly agreed upon when the booking is confirmed.
The applicable payment method, payment schedule and any payment due date will be communicated before the reservation is completed and confirmed in the booking confirmation.
Guests are responsible for providing accurate booking and contact information.
3. Prices
All prices shown to consumers include applicable VAT unless otherwise stated in accordance with applicable law. The total price of accommodation and any mandatory additional charges will be communicated before the booking is confirmed.
Bed linen, towels and final cleaning are included in the accommodation price unless explicitly stated otherwise during booking. Optional additional services, including snowmobile rentals, guided tours and other activities, are charged separately where applicable.
4. Cancellation Policy
The cancellation conditions applicable to a booking are those stated for the selected rate at the time of booking and confirmed in the booking confirmation. Different rates may be subject to different cancellation conditions.
Certain rates may be non-refundable, while others may provide flexible cancellation periods or different cancellation charges.
Unless different cancellation conditions have been expressly stated for the selected rate or agreed as part of the booking, a reservation may be cancelled free of charge until six weeks (42 days) before the scheduled arrival date. If no different cancellation conditions apply and a reservation is cancelled less than 42 days before arrival, Afra Arctic Oy reserves the right to charge up to the full price of the reservation, subject to applicable consumer protection legislation.
If a guest does not arrive on the scheduled arrival date without cancelling the reservation in accordance with the applicable conditions, Afra Arctic Oy reserves the right to charge up to the full reservation price, subject to applicable law.
If payment has already been made and the reservation is cancelled within an applicable free cancellation period, the refundable amount will be returned in accordance with the agreed cancellation conditions.
In exceptional circumstances, such as sudden serious illness or an accident preventing the guest from using the accommodation, cancellation charges may be waived or reduced at the discretion of Afra Arctic Oy.
Any mandatory consumer rights remain unaffected.
Accommodation services booked for a specific date or period are generally not subject to the statutory 14-day right of withdrawal applicable to many other distance contracts.
5. Changes to Reservations
Requests to change reservation dates, the number of guests or other booking details must be communicated to Afra Arctic Oy as early as possible. Changes are subject to availability and may result in additional charges. Any changes must be confirmed by Afra Arctic Oy.
6. Check-In and Check-Out
Check-in is available from 16:00 on the scheduled arrival date.
Check-out must be completed by 11:00 on the departure date.
Different arrival or departure times may be agreed separately in advance.
Guests will receive detailed arrival instructions before their stay.
Depending on the arrangements communicated before arrival, guests may collect their keys at the designated reception location or use a secure key box.
Upon departure, guests should leave the key in the cabin door as instructed.
7. Accommodation and Facilities
Afra Arctic provides private Aurora Cabins designed to offer comfortable accommodation in the natural surroundings of Finnish Lapland. The cabins feature heated panoramic glass roofs, kitchen facilities and private outdoor saunas.
Guests may use the facilities included in their reservation in accordance with the provided instructions.
The accommodation and its equipment must be used carefully and for their intended purposes.
8. Guest Responsibilities
Guests are expected to use the accommodation, furnishings, equipment and surrounding property with reasonable care. Guests are responsible for the conduct of persons included in their reservation and must follow the instructions provided for the accommodation.
Only the number of guests confirmed in the reservation may stay overnight unless otherwise agreed.
Any damage, breakage or other problem should be reported to Afra Arctic Oy as soon as reasonably possible.
Guests must respect the surrounding natural environment, wildlife and other visitors.
9. Damage and Additional Costs
Guests may be charged for damage caused intentionally or through negligence by themselves or persons included in their reservation. Any additional charge will be based on the actual and reasonable cost of repairing or replacing the damaged property. Normal wear and tear is excluded.
Excessive cleaning required because of unusual soiling or misuse may result in additional reasonable charges.
Any such charges must comply with applicable consumer protection legislation.
10. House Rules
Guests must follow the house rules and safety instructions provided at the accommodation.
Activities that cause unreasonable disturbance, danger or damage to the accommodation, surrounding property or other persons are not permitted.
Smoking is permitted only outside the buildings. Smoking is not permitted in the forests.
Parties and events are not permitted without prior approval.
Any specific rules concerning pets, fireplaces, outdoor equipment or other facilities will be communicated to guests where applicable.
11. Private Sauna
Each Aurora Cabin includes access to a private outdoor sauna. Guests must follow the operating instructions and safety guidelines provided.
Children must be supervised by a responsible adult when using the sauna.
Guests must use the sauna responsibly and must not misuse heating equipment or other facilities.
Afra Arctic Oy remains responsible for its statutory obligations concerning the safety and condition of the accommodation and its facilities.
12. Northern Lights and Natural Conditions
Afra Arctic is located in an area with very low light pollution, offering excellent conditions for observing the Northern Lights. However, the Aurora Borealis is a natural phenomenon influenced by weather conditions, solar activity and other environmental factors.
Afra Arctic Oy cannot guarantee that the Northern Lights will be visible during a guest’s stay. The absence of Northern Lights does not, by itself, entitle guests to a refund or compensation.
Weather conditions, snowfall, temperatures and wildlife sightings may vary throughout the year.
13. Additional Activities and Snowmobile Rentals
Afra Arctic may offer additional tourism services, including snowmobile rentals, guided tours and other outdoor activities.
These services may be subject to separate booking conditions, cancellation policies, safety requirements and eligibility restrictions.
Guests participating in snowmobile activities must comply with applicable Finnish laws and safety instructions. A valid driving licence may be required for certain snowmobile activities.
Specific requirements, insurance arrangements, liability conditions and applicable deductibles will be communicated before the activity is booked.
Activities provided by external partners may also be subject to the partner’s terms and conditions.
14. Safety and Arctic Environment
Finnish Lapland experiences extreme weather conditions, particularly during winter. Low temperatures, snow, ice and limited daylight may create additional risks.
Guests should wear appropriate clothing and exercise reasonable care when participating in outdoor activities.
Guests must follow safety instructions and respect the surrounding natural environment.
Afra Arctic Oy takes reasonable measures to maintain the safety of its accommodation and facilities.
Nothing in these Terms and Conditions excludes or restricts liability where such exclusion or restriction is prohibited by law.
15. Problems During the Stay
Guests should notify Afra Arctic Oy as soon as reasonably possible if they experience problems with the accommodation. This allows us to investigate the situation and, where possible, correct the problem during the stay.
If the accommodation does not meet the agreed specifications or has a significant defect, guests may be entitled to remedies under applicable consumer protection legislation.
These remedies may include correction of the defect, an appropriate price reduction, termination of the contract or compensation where legally required.
16. Cancellation by Afra Arctic Oy
In exceptional circumstances, Afra Arctic Oy may be unable to provide the reserved accommodation. Such circumstances may include serious technical problems, property damage, safety risks or events beyond our reasonable control.
If the reserved accommodation cannot be provided, Afra Arctic Oy will inform the guest as soon as reasonably possible.
Where feasible, comparable alternative accommodation may be offered.
If suitable alternative accommodation cannot be provided or is not accepted, payments relating to accommodation that cannot be provided will be refunded.
Any additional statutory rights of the guest remain unaffected.
17. Force Majeure
Afra Arctic Oy is not responsible for failure or delay in providing accommodation where this is caused by circumstances beyond its reasonable control, to the extent permitted by applicable law. Such circumstances may include severe weather, natural disasters, major interruptions to transport or infrastructure, decisions by public authorities or other comparable exceptional events.
If Afra Arctic Oy is unable to provide the booked accommodation, any remedies required under applicable mandatory consumer law will be provided.
18. Liability
Afra Arctic Oy is responsible for providing accommodation and services in accordance with the reservation agreement and applicable law.
Guests are responsible for damage caused by their intentional or negligent actions, subject to applicable law.
Nothing in these Terms and Conditions limits liability for personal injury, negligence, breach of statutory obligations or other matters where such limitation is prohibited by applicable law.
19. Personal Data and Privacy
Afra Arctic Oy processes personal data in accordance with applicable data protection legislation. Information about the collection, use and protection of personal data is provided in our Privacy Policy.
Guests are encouraged to review the Privacy Policy before completing a reservation.
20. Applicable Law
These Terms and Conditions and bookings made directly with Afra Arctic Oy are governed by Finnish law.
Mandatory consumer protection rights applicable to the guest are not affected by these terms.
21. Consumer Disputes
If a disagreement concerning a booking cannot be resolved directly between the guest and Afra Arctic Oy, the consumer may contact the Finnish Consumer Advisory Services for guidance.
If the matter cannot be resolved, the consumer may refer an eligible dispute to the Finnish Consumer Disputes Board (Kuluttajariitalautakunta).
Consumers residing in other EU or EEA countries may also contact their local European Consumer Centre.
Nothing in these Terms and Conditions restricts mandatory rights to bring proceedings before a competent court.
22. Changes to Terms and Conditions
Afra Arctic Oy may update these Terms and Conditions from time to time. The version applicable to a reservation is generally the version accepted when the reservation was confirmed, unless changes are subsequently agreed or required by law.Updated Terms and Conditions will be published on our website.