1. Who We Are
Name: Sunny Safari Oy
Address: Tähtikuja 1, 96930 Rovaniemi
Telephone: +358 40 1895595
Email address: email@example.com
2. The Proposal We processing Personal Data
The grounds for processing personal data are based on contractual customer or partner relationship, or explicit consent of the customer. The main purpose for the register is to manage personal data required for cooperation between Sunny Safari and its customers and partners and to ensure smoothness of customer service and purchased services and goods.
Personal data are handled for the following purposes:
Products and accommodation service purchases and their implementation and verification
Products and accommodation services purchased through web shop, their implementation and verification
Business planning and products development
Marketing communication, newsletters, targeting advertising and other advertising
Improvement of website user experience
Market research and other researches and analysis
3. How We Collect the Personal Data
Personal data means any data that, either on its own or jointly with other data, can be used to identify a natural person. You directly provide us with such data when you use our websites, products, or services, or interact with us by, for example, contacting us for support or to book our products online. We may also obtain data by recording how you interact with our websites, products, or services. As permitted by law, we may also obtain data from public and commercial third-party sources, for example, gaining data from partners to support our services.
When ordering or registering on our site, as appropriate, you may be asked to enter your personal information to help you with your experience.
4. Content of Ordering & Registering
The Ordering & Registering may include the following details:
Contact details include name, phone number, email address, accommodation name and address in travel destination
Ages of children
Possible allergies and special diets, that substantially affect implementation of the service
Medical information, that substantially affects the implementation of the service
Credit card details when accommodating in accommodation facilities of Sunny Safari.
Information of the services and goods customer has purchased and their delivery and invoicing
Data subject’s inquiries, comments or other reactions in network
Material send by the data subject (for example a photo)
Customer feedback, permits, agreements and prohibitions
Business ID, contact person’s position in the company and invoicing details (corporate customer)
Sunny Safari requests adults to inform us about their under-aged children to secure a safe and smooth customer service. In addition, customers are required to inform us about possible allergies, special diets and medical information if they can substantially affect the safety and smoothness of the services booked.
Technically collected information of the use of network can be IP-address and country or city of location, use and timing of network, information of used device, type of operating system and software version, browser type and language settings, interaction of customer service in different service channels and external sites from where the user has arrived and where the user transfers from Sunny Safari’s network. Sunny Safari may collect information on the use of services with cookies.
You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser (like Internet Explorer) settings. Each browser is a little different, so look at your browser’s Help menu to learn the correct way to modify your cookies.
If you disable cookies off, some features will be disabled It will turn off some of the features that make your site experience more efficient and some of our services will not function properly.
6. Regular Destinations of Disclosed Data
Personal data is disclosed to suppliers and partners of Sunny Safari only when the owner of personal data (data subject) is participating in a purchased or offered service which is organized partially or wholly by the supplier or partner of Sunny Safari. In isolated cases, Sunny Safari discloses customer’s or stakeholder’s date to the addressed party, if the data subject requests Sunny Safari to do so or if the competent authority demands Sunny Safari to disclose separately identified information from the register of Sunny Safari based on current legislation.
7. Transfer of Personal Data to Third Countries Or International Organizations
The data are not transferred to third countries or international organizations. This does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or servicing you. In isolated cases, Sunny Safari discloses data to third parties or international organizations, if a customer or stakeholder has given a mandate for this purpose and Sunny Safari together with the Data Protection Officer and Finnish Data Protection Authority has concluded an assessment of risks and quality system of the third country’s actual security level.
8. Third Party Links
Occasionally, at our discretion, we may include or offer third party products or services on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
9. How We Protect and Retain Your Personal Data
The security of your personal data is important to us. We use appropriate physical, management, and technical measures to protect your personal data from unauthorized access, disclosure, use, modification, damage, or loss. For example, we use cryptographic technologies for data confidentiality, protection mechanisms to prevent attacks, and access control mechanisms to permit only authorized access to your personal data. We also provide training on security and privacy protection for employees to raise their awareness of personal data protection. Access to digital material has been restricted with personal usernames and passwords, and in addition, restricted according to each employees’ job description and its demands. Documents are stored in locked facilities, access to personal data has been restricted and personnel have a duty of secrecy. Sunny Safari is committed to protecting your personal data; however, please note that no security measure is perfect.
10. Payments Processors
We provide paid products & services on our website. In that case, we use third-party services for payment processing (e.g. payment processors).
11. Right to Rectification And Erasure
As a data controller, Sunny Safari is entitled to fix incorrect data in the register pointed out by the data subject. We have an obligation to check the relevance and timeliness of the data by self-acting. The data subject may demand to remove all data concerning himself from the register.
12. Other Rights Pertaining to Personal Data Processing
The data subject has the right to demand to restrict the processing of personal data. Data subject also has the right to receive personal data of himself that he has originally sent to Sunny Safari, in organized, commonly used and machine-readable form and has the right to transfer that data to another data controller. In addition, the data subject has the right to resist data processing, automatic decision making, and profiling.
13. Erasure of Data And Time of Storage
Personal data are stored in the register at least one year after the contractual obligations have finished unless otherwise agreed or required by law. Sunny Safari removes customer personal data also when requested separately except in cases when the law says differently, or the competent authority has initiated a process which requires Sunny Safari to retain data or another party has applied from Finnish court a safety protection decision for the data.
Last updated: June 2021.
TERMS AND CONDITIONS
These booking terms and conditions are the basis of your contract with Sunny Safari Oy. In the following booking conditions ‘you’ means the party leader/individual requesting the booking and ‘we’ and ‘us’ means Sunny Safari Oy. By acknowledging these terms and conditions the client confirms he/she is authorized to make the booking on his/her own behalf and that of his/her party’s. On receipt of the fully completed booking process and full deposit, we will issue a confirmation of booking which sets out arrangements.
The programs can be booked in the following ways:
– Sending an email to us (firstname.lastname@example.org).
– Filling and sending the contact form (send us your request) which is on our website.
– Booking in our safari office: Tähtikuja 1, 96930 Rovaniemi
– Booking via our website or any other digital form (e.g. WhatsApp, etc).
When booking, please inform the number of participants, and their personal detail information (e.g. Full name, Date of birth, Gender, Nationality). Pregnancy or disabilities must be informed to Sunny Safari Oy in advance. Please inform us in advance also if you have any food allergy.
3. Confirmation, Payment and Taxes
3.1 Bookings will be confirmed once a partial payment is received by Sunny Safari Oy on time. If the payment is not received by the due date, we reserve the right to cancel reservations.
3.2 The amount of the partial payment is equal to at least 50% of the full price. Some programs might have a higher percentage, according to our providers’ requirements. The final payment must be received by Sunny Safari Oy at least 48 hours before the safari starts. Bookings can be paid online or in our office in cash or by card.
3.3 All booking fees are subject to and include 10% VAT according to the Taxation Laws and Regulation of Finland. Sunny Safari Oy reserves the right to change the prices in case of unforeseen costs increasing.
4. Rate Guarantee
Once the booking is completed and accepted, you’ll receive a confirmation to the email address you provided during the submission and the agreed price of the activity will be guaranteed by us and will not be subject to any surcharge. Please refer to clause 9. of these terms and conditions for exceptions to our rate guarantee. N.B. The rate guarantee does not apply to invoice errors or government action.
5. Cancellation, Amendments & Refunds
5.1 If a cancellation request has been submitted more than 15 days before the safari starts, 95% of the whole price will be refunded. If the cancellation has been submitted within 4 to 14 days before the safari starts, 50% of the whole price will be refunded. If the cancellation has been submitted 3 days or less before the safari starts, no refund will be provided.
N.B.: The terms and the conditions of some of our tour subcontractors are more strict, you can find information on the information resources of subcontractors. In this case, their terms would be followed. Regarding the cancellation due to illnesses or unexpected accident, 75% of the whole price will be refunded if a proof is provided at least 3 days before the tour departure time. A medical certificate corresponding to all standards in the European Union and translated in Finnish, Swedish or English with notarization if needed, has to be provided to us within two days from the cancellation date. All cancellations and associated documents must be sent via email to email@example.com during the office working hours in Finland (Mon-Fri at 10-17, GMT +2).
5.2 Sunny Safari Oy has the right to cancel a safari programme due to general safety or limitation of weather conditions. In this case, a full refund will be issued to customers. In activities involving animals, our priority is their wellbeing. Should their physical condition not be suitable for the activity, we reserve the right to modify, delay or cancel the activity. In this case, a full refund will be issued.
5.3 We will, whenever possible, try to accommodate any amendments you may request after the contract is formed. Amendment requests must be issued in writing form to us by the party leader.
If the details of the booking are incorrect (e.g. date, time, number of people…), we cannot guarantee that we will be able to make amendments after the booking has been completed. Cancellations due to booking errors are subject to our cancellation policy.
Any changes related to the pick-up address must be confirmed in advance and in a written form.
5.4 We reserve the right to make changes on contents, routing and timing of the safari program due to safety, weather conditions or other unpredictable factors. If we make a major change to a booking, we will inform you as soon as reasonably possible. You will be able to choose whether to accept the changes or cancel the booking and receive a full refund. Please refer to clause 9 for exceptions.
5.5 In the event that the number of the participants changes, we reserve the right to recalculate the prices for safari. To make amendments, please email us at firstname.lastname@example.org. Sunny Safari Oy will charge the original offered price if no email is received.
5.6 No employee or representative of Sunny Safari Oy has the authority to verbally vary these terms and conditions or to enter into verbal agreements with clients. No variation in these conditions or otherwise in the terms upon which a booking is made, and no promise to refund money previously paid to us, shall be valid unless in writing and approved by the sales office.
5.7 The Northern Lights is an unpredictable natural phenomenon and no one can guarantee the chances to see it. Sunny Safari does not guarantee the level of the activity, vibrancy or colour of the northern lights. Failure to see aurora will not be considered as a ground for refunds.
5.8 Any claims, damages, losses and other expenses incurred as a result of circumstances beyond the company’s control, as well as disappointment, loss of enjoyment, distress or suffering shall not constitute grounds for indemnification and imposition of liability by Sunny Safari Oy.
5.9 Meeting point and time will be confirmed upon the reservation. Meeting time of our safari is always before the starting time of the safari if customers opt for the pick-up service. The customers will receive the meeting point & time upon final confirmation or via email. Failure to participate in the safari due to missed meeting point or meeting time will not be refunded.
6. Acknowledgement of Risk
6.1 Activities such as reindeer and husky sleigh rides, snowmobile driving, snowshoeing, ice fishing and skiing may be hazardous and present risks to personal safety. All reasonable steps will be taken by us to constrain any risk to a minimum. The level or real risk is generally remote and similar to the one of a normal individual experiencing a normal recreational activity. Whilst the chances of serious injury are slim, the chances of minor injuries must be considered as possible outcomes.
6.2 All participants must sign an agreement stating that they understand the self-liability when they participate in snowmobile safaris. Participants must carefully follow all the safety instructions given by the guide, participating in all our safaris under their own risks. Note: the ground may be highly slippery, especially when temperatures are close to zero degrees Celsius.
6.3 The company strongly advises against pregnant women taking part in activities involving snowmobiling or sledging, due to the jolting and fumes hazards or any other activities that pose a health risk. If said person wishes to use our services anyway, a document must be signed stating that the company is not responsible for possible consequences and accepting all risks.
6.4 The company strongly advises against people with health conditions taking part in our tours as their condition may be worsened by said activities. If said person wishes to use our services anyway, a document must be signed stating that the company is not responsible for possible consequences and accepting all risks. In this case, we will not be held responsible for any health consequences that may arise.
6.5 Those who refuse to disclose the conditions mentioned in the points 6.3 and 6.4 are not entitled to raise any claim against us nor a compensation request.
6.6 We do not accept liability or responsibility for personal injury to, or the death of any participants however caused, unless by the proven negligence of us. We do not accept liability for causes of dissatisfaction.
7. Health, Ethics, Safety and Responsibility
7.1 The party leader has to make sure that all members of the group are physically fit to take part in the activity. All adults accompanying a participant are held responsible for the behaviour of children, making sure that they are properly supervised.
7.2 If damages are caused to any of our equipment by a party member deliberately or whilst under the influence of toxic substances, or due to a party member not complying with our guide’s instructions, then that person or their parent/legal guardian will be liable to pay up to EUR 1.500,- for reparation or replacement costs.
7.3 On a snowmobile safari, you and your party are responsible for possessing and, if required, show to authorities a driving license that is valid for use within the European Union.
7.4 If injuries occur during a snowmobile activity, the guide and the company must be immediately informed in order to file a report at the earliest opportunity. In this case, we also require a medical certificate issued by a hospital located in Rovaniemi within 24 hours from the accident.
7.5 The party leader is responsible to disclose with us any known medical condition that may potentially affect the personal safety of any party member, and to notify us of any special needs of any party member.
7.6 If any imprudent interaction with an animal causes stress or harm to an animal to the point of needing veterinary care, you will take financial responsibility up to EUR 1.000,- of all costs incurred to return that animal to a healthy state. You will be fully liable in the event of any deliberate abuse towards an animal.
8 Photo and video materials possession and use
8.1 Sunny Safari reserves the right to store and use photos/videos taken during tours without the express consent of those portrayed in the above-mentioned digital materials for commercial purposes. We might use said photos for social media posts, brochures, magazines, websites, etc. Those who wish to deny their consent are free to do so by sending us an email at email@example.com with their written objection and a photo of themselves attached. This picture will be used solely for identification purposes and will be kept private.
8.2 The use of Sunny Safari videos and photos by other companies or individuals without prior notice and permission is prohibited
8.3 Photos taken during Aurora Borealis tours will be provided through an online link that will remain available for two weeks after it has been shared. After said period all materials will be permanently deleted.
9. Inaccurate information
Circumstances may arise that could lead to changes in the itinerary and other details concerning the activity compared to what was initially agreed. We will try our best to provide customers with suitable alternatives, but will not be held liable for changes.
10. Age Restrictions
Infants and toddlers are not allowed to participate in activities outdoors for prolonged periods due to the fact that the cold weather exposure may be harmful. We recommend you consult a physician to assess whether they are in good physical conditions to take part in our activities. Snowmobile drivers must be 18 (eighteen) years or older and possess a driver’s license accepted in Finland. Children shorter than 140cm participating in a snowmobile safari must be accompanied by their parents/legal guardians and they will sit on a sleigh pulled by the guide’s snowmobile. Children taller than 140cm can sit on the back seat of the snowmobile as a passenger if a full price for adults is paid.
11. Seasonal Transitions and their Impact on Services
11.1 According to the statistics published by the Finnish Meteorological Institute, the average start date of permanent snow cover ranges between October 27th and November 6th, whereas the average end date of permanent snow cover ranges between April 10th and April 20th.
11.2 In order to minimize the impact of seasonal transitions on our guests’ experience, we implemented a grace period, thus considering November 14th as the start of the snow season and April 18th as the end of the snow season.
11.3 Winter activities booked within this time range benefit from our best price guarantee. Any changes made by us, which includes rearranging a winter activity into an autumn or spring activity, are subject to an adjustment in price if the new activity is cheaper. If the equivalent autumn or spring activity is cheaper than the originally booked winter activity, you will be entitled to a partial refund. No surcharge applies if the autumn or spring activity is priced higher.
11.4 Winter activities booked outside this time range do not benefit from our best price guarantee. Any changes made by us, which includes rearranging a winter activity into an autumn or spring activity, are not subject to an adjustment in price if the new activity is cheaper. If the equivalent autumn or spring activity is cheaper than the originally booked winter activity, you will not be entitled to a partial refund. A surcharge applies if the autumn or spring activity is priced higher.
11.5 Autumn or spring activities which are rearranged into winter activities are always subject to a surcharge if the winter activity is priced higher than the autumn or spring activity. If the winter activity is priced lower than the autumn or spring activity, you will not be entitled to a partial refund.
12.1 We reserve the right in our sole discretion to terminate the booking arrangements without further notice, should you refuse to comply with the instructions given by the guide or any other staff member of Sunny Safari Oy.
12.2 Termination equally applies if we believe your behaviour is prone to cause distress, damage or danger to other people or animals. Should a termination take effect, our responsibility for the booking ceases immediately and we shall not be liable to a refund nor compensation.
13. Conditions Safeguard
Should any of the provisions of these Terms and Conditions be declared null and void unenforceable, the remaining conditions shall be maintained in the agreed terms. We undertake to substitute the provision in question by a provision that most closely complies with the intent initially pursued by the parties.
14. Right to Amend Terms and Conditions
We reserve the right to unilaterally amend any of the provisions in these Terms and Conditions, in a manner we may deem necessary, without prior notice.
15. Applicable Law and Jurisdiction
These terms and conditions shall be governed by and construed in accordance with the laws of Finland. The parties submit all their disputes arising out of or in connection with this Agreement to the exclusive jurisdiction of the Courts of Finland.
Last updated: September 2022