Terms & Conditions and Privacy Policy

Last updated: September 4, 2025

1. General

These Terms and Conditions (“Terms”) apply to all tours and services organized and provided by HeiTromsø AS (“the Company”). HeiTromsø AS is a Norwegian company registered in the Norwegian Companies Registry (org. nr. 935830680), with business address Solstrandvegen 157b, 9020 Tromsdalen, Norway.

By booking with the Company, the customer (“Client”) acknowledges and agrees to be bound by these Terms (as amended from time to time). Tour descriptions published by the Company form an integral part of these Terms unless otherwise stated.

From time to time the Company may act as an agent for partner providers. In such cases the contract is between the Client and the partner, and the Company is not a party to those terms.

2. Booking & Payment

  • A booking is confirmed only upon full payment via the Company’s booking system or an agreed payment method.
  • The Client is responsible for supplying accurate details (name, email, phone). An email address is required to receive tour information and post-tour photos.
  • All prices are in NOK and include VAT where applicable.

3. Cancellations & Refunds

  • 48 hours or more before the scheduled start time: Full refund.
  • Less than 48 hours before the scheduled start time, late arrivals, no-shows, or unused portions: Non-refundable.
  • If the Company cancels due to safety, weather, or unforeseen circumstances, the Client may choose a full refund or reschedule (subject to availability).

4. Minimum Participants (Group Tours)

Group tours require a minimum of two (2) participants (unless it´s a private tour). If the minimum is not met, the Company may cancel, reschedule, or merge groups. A full refund will be offered if cancellation is necessary.

5. Health, Fitness & Safety

  • The Client is responsible for ensuring they are physically and mentally fit for the chosen activity. Any condition that may affect participation must be disclosed in advance.
  • Run & Relax requires basic running fitness. Distance and pace are adapted to the group, but participants must be comfortable with light jogging.
  • Clients must dress for the weather and bring required personal items (e.g., water for runs; swimwear and towel for Tromsøbadet).
  • The Company may refuse participation if a Client is deemed unfit or poses a safety risk.

6. Photos & Media

  • The guide may take photos during tours (photography is not permitted inside Tromsøbadet).
  • Photos are normally delivered within ~48 hours via a Dropbox link sent to the Client’s email.
  • Copyright: All rights remain with HeiTromsø AS. Photos are provided for personal, non-commercial use only and may not be resold, licensed, or commercially distributed without written permission.
  • Marketing use: Unless the Client notifies the Company in writing before the tour, HeiTromsø AS may use photos taken during activities for promotional purposes (website, social media, advertising).
  • If you have not received your photos within 7 days, please contact us at post@heitromso.no.

7. Acknowledgement of Risk & Liability Waiver

Participation in outdoor activities involves inherent risks, including but not limited to: uneven terrain, changing weather, wildlife encounters, slips, trips, falls, muscle injuries, traffic, and other environmental hazards.

By booking and participating, the Client acknowledges these risks and accepts that participation is voluntary and at their own risk.

Except in cases of proven gross negligence by the Company, HeiTromsø AS, its owners, employees, contractors, and partners shall not be liable for any injury, illness, loss, damage, accident, delay, or expenses arising from participation in the tour.

The Company makes no guarantees regarding weather conditions, wildlife sightings, or other outcomes beyond its control.

8. Indemnification

The Client agrees to indemnify and hold harmless the Company, its owners, employees, and agents from any claims, damages, liabilities, costs, and expenses (including reasonable legal fees) arising out of the Client’s participation, actions, or breach of these Terms.

9. Personal Property

The Company accepts no responsibility for loss of or damage to Clients’ personal belongings during the tour. Clients are encouraged to carry appropriate travel and health insurance covering outdoor activities in Norway.

10. Force Majeure

The Company shall not be liable for any delay, alteration, or cancellation due to events beyond its reasonable control, including but not limited to severe weather, natural disasters, strikes, transport disruptions, government restrictions, epidemics/pandemics, or other extraordinary circumstances.

11. Severability

If any provision of these Terms is found invalid or unenforceable, the remaining provisions shall remain in full force and effect.

12. Changes to Terms

The Company may update these Terms from time to time. The version published on the website at the time of booking applies to that booking.

13. Governing Law & Jurisdiction

These Terms are governed by Norwegian law. Any dispute shall be brought before the courts of Norway, with venue in Tromsø where applicable.

14. Company Details

HeiTromsø AS
Solstrandvegen 157b, 9020 Tromsdalen, Norway
Org. nr: 935830680
Email: post@heitromso.no
Phone: +47 920 81 283

15. Privacy Policy

15.1 General

HeiTromsø AS (“the Company”) is committed to protecting your privacy and handling your personal data in accordance with applicable laws, including the EU General Data Protection Regulation (GDPR). By booking a tour, you consent to the collection and use of your data as described below.

15.2 What we collect

  • Name, email address, and phone number.
  • Booking details (tour type, date, number of participants).
  • Health-related information you voluntarily provide (to assess suitability for an activity).
  • Photographs taken during tours (excluding inside Tromsøbadet).

15.3 How we use your data

  • Managing your booking and delivering the service.
  • Sending confirmations, reminders, and post-tour photos.
  • Contacting you about changes or cancellations.
  • Marketing purposes, if you have given your explicit consent.

15.4 Photos and media

Photos taken by the guide are normally delivered within 48 hours via Dropbox link sent to your email.

  • All photos remain the property of HeiTromsø AS. They are for personal use only and may not be resold or used commercially without permission.
  • Unless you notify us in writing before the tour, HeiTromsø AS may use photos taken during the activity for marketing and promotional purposes.

15.5 Data processors & third parties

We use reputable third-party providers to process and store data securely, including Squarespace/Acuity (booking system), Stripe/PayPal (payments), and Dropbox (photo delivery). These providers act as data processors under GDPR and do not use your data for their own purposes.

15.6 Data retention

  • Booking records are stored for up to 5 years in compliance with Norwegian accounting regulations.
  • Emails and correspondence are retained as long as necessary to provide service and support.
  • Photos are typically kept only for as long as reasonably necessary to deliver them and handle potential re-requests.

15.7 Your rights

Under GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Request correction or deletion of your data.
  • Restrict or object to certain processing.
  • Withdraw consent for marketing at any time.
  • Lodge a complaint with the Norwegian Data Protection Authority (Datatilsynet).

15.8 Security

We take appropriate technical and organizational measures to protect your data against unauthorized access, loss, or misuse.

15.9 Contact

For questions or requests regarding your data, please contact:
HeiTromsø AS
Solstrandvegen 157b, 9020 Tromsdalen, Norway
Org. nr: 935830680
Email: post@heitromso.no
Phone: +47 920 81 283