Terms and conditions for Tour Operators, 2025-2026

1. Rates
Tour operator commission apply to rates in the cruise manual. Same rates are available by partner access.
Commissions do not apply to charter cruises and meals provided for charter cruise groups.
Commissions do not apply for business class services and cancellation fees.

2. Commissions and commissions pay out
Regular cruise rates are commissionable depending on sales volume separately per product per season:

*Pax numbers are counted from fully paid pax. Passengers who are free of charge (tour leaders, guests) don’t count.
Starting commission level is 12% for everyone, unless deposit for guaranteed higher sales volume is paid in advance. Commissions for sales are refunded according to the level achieved by the end of season. Commissions are discounted from the last invoices of the season or paid out by bank transfer to partner’s account.
For reservations made online via API integration commissions pay-out is made once a month in the beginning of the following month.
Credit card surcharge 4% is deducted from commissions.
For groups 15 pax and over, for reservations made less than 48 h before departure max commissions level is 12%.

3. Reservation and confirmation
Reservation can be done by email to info@icebreaker.fi (individuals), sales@icebreaker.fi (groups) or via partner access in the online booking system. Please request your access by email. Reservation is preliminary and is confirmed when the full payment is received.

4. Payment terms and methods
Payments can be made online by credit card or via bank transfer. No extra fees apply when payments are made by bank transfer, but the payer is responsible for any bank fees incurred on their side.

Credit card payments
A 4% surcharge applies to payments made by credit card. Polar Explorer reserves the right to charge credit card fees automatically if they were not included in the balance at the time of payment.

Invoicing
An invoice for bank transfer will be sent to the email address provided in the reservation unless otherwise agreed. The invoice is sent 45 days before the cruise, with a due date 30 days before the cruise.
For reservations made 30 days or less before the service date, payment must be made within 3 days or no later than 1 day before the service date.
For reservations made 21 days or less before the service date, Polar Explorer reserves the right to require immediate payment by credit card.
Polar Explorer reserves the right to cancel unpaid reservations without notice.
Charter cruise payment conditions:

• 20% is charged at the time of the booking.
• 80% is charged 30 days before service date.

5. Cancellation terms and conditions
No cancellation fees will be charged for cancellations made more than 30 days before the cruise departure. If the cancellation is made 30 days or less before the departure date, cancellation fees will apply.
Cancellation fees will be applied regardless of the reason for cancellation, including but not limited to medical issues, local government restrictions, flight cancellations, or other similar force majeure situations. We strongly recommend purchasing travel insurance to cover any losses arising from such circumstances.
All cancellations and changes must be submitted in writing and dated within Finnish office hours (08:00–16:00, GMT+3, Monday–Friday).
Cancellation applies to cruise and all other services included into the order.

Cancellation/ decrease fees

More than 30 days prior the cruise        no charge
30 – 15 days prior the cruise                     25 € per pax booking fees are charged
14 – 8 days prior the cruise                       75 € per pax booking fees are charged
7 days or less prior the cruise                 100% of the total amount will be charged

If the group size changes after the invoice has been issued, a credit note will not be provided until after the group has attended the cruise. This policy is in place to prevent misunderstandings and duplicate work. Credit notes will be issued and refunded (or transferred to your next booking) after the cruise date.

Cancelling a cruise or reducing the group size does not release the customer from payment obligations as per the cancellation terms and conditions.

6. Changes of date or time

FITs and small groups max 15 pax

Cruise date and time can be changed within the same season at latest 72 hours before the cruise departure at no charge. Changes made less than 72 hours prior cruise departure are at 50 €/person extra charge. New date must be within 5 days after original reservation date.
Changes are a matter of availability.

Groups 16 pax and over

Cruise date and time can be changed within the same season at latest 8 days before the cruise departure at no charge.
Changes made 7 days or less before service date 150 €/group extra charge.
No changes allowed 3 days or less before the service date.
If changes are made less than 8 days before cruise departure, no refund is paid in the event of full cancellation of this reservation at any later time.
Charter cruise cancellation conditions: paid deposits are non-refundable.

7. No Show

In case of being late for boarding or shuttle bus pick up resulting in missing the departure, 100% cancellation fees apply.
Rebooking cruise and accompanying services except lunch included into the order is a matter of availability and rebooking fees 50 €/pax apply. Should any service be unavailable the payment is non-refundable.
Lunch can not be rebooked and is fully lost in case of “no show”. New reservation can be made at full price if available.

8. Groups

Tour leader is free of charge in group of minimum 15 fully paying customers. Maximum 2 free persons in group.
Tour leader is at 50% discount in group of 10-14 fully paying customers.

9. Child rates

Infant 0-3 years: free of charge, child 4-12 (included) years: -15 %

10. Passenger information
All passengers must keep valid ID during the cruise.
For individuals: at least one name per reservation is required. Also, nationality of leading passenger and phone number.
For groups: group name or reference, tour leader name and phone number, nationality (according to majority).

11. Polar Explorer Oy withholds the right

– To change the timetables / content of the Icebreaker Cruises due to weather conditions or other similar force majeure situation. Polar Explorer Oy shall not be held liable for any compensation for loss of gratification in case of an unforeseeable adverse weather conditions.

– To cancel a cruise in case of lack of passengers or for safety reasons. In this case a rescheduling or full refund is offered.

– To run own online promotions and campaigns.

12. Early season cruises

Early season cruises are running normally in any ice conditions. Please note that Ice and it’s thickness is not guaranteed until end of December. By booking icebreaker cruise for November and early December, passenger accepts cruising at possible weak or “no ice” conditions. Walking on ice may not be available until early January.

13. Liability and liability insurance

Polar Explorer Oy 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.

Polar Explorer Oy, it’s employees or any third party acting on its behalf has a General Third-Party Liability Insurance for bodily injury and property damage according to the terms and conditions of Insurance Company limited up to EUR 1.000.000.

Other injuries

Polar Explorer Oy 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 Polar Explorer Oy or its employees or sub-contractors or by the provision of faulty equipment. Polar Explorer Oy is not liable for any accidental damage or injury which must be indemnified under the travel insurance of a customer. Personal travel insurance is always highly recommended. In case the Consumer is having any illnesses or disabilities 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.

14. Other

Polar Explorer OY shall not be liable or assumed responsible for any claims, losses, damages, costs, or other expenses arising out of inconvenience, loss of enjoyment, disappointment, distress or frustration, whether physical or mental.