Terms and Conditions — Aarni Lapland
Last updated: 1 August 2026
1. About these terms and who we are
These Terms and Conditions ("Terms") govern the services provided by Aarni Lapland, a sole trader (private trader) registered in Finland ("Aarni Lapland", "we", "us", "our"), Business ID 3631181-2, business address Sairaalakatu 4 A 9, 96100 Rovaniemi, email niko.killstrom@aarnilapland.com, telephone +358 45 112 2331.
We help travellers from abroad plan tailor-made trips to Finnish Lapland. We offer one service — Aarni Planning — described in clause 3. These Terms apply to it, and to you ("you", "the traveller", "the client") when you use it.
How we work (please read clause 4). We act as your trip planner only. We do not make bookings on your behalf, we do not sell you a package, we are not a party to your contracts with hotels, activity providers, transfer companies or restaurants, and we do not collect or hold your payments for those services. You contract with, and pay, each supplier directly. Some suppliers pay us a referral fee; see clause 6.5.
These Terms are provided in English. If a Finnish-language version is also provided, the Finnish version prevails in the event of any discrepancy.
2. Definitions
- Aarni Planning — our tailored written travel plan (clause 3).
- Supplier — any accommodation, activity, transfer, restaurant or other travel-service provider with whom you contract for your trip.
- Proposal — the tailored itinerary we prepare for you and ask you to accept.
- Fee — our planning fee (clause 6).
3. Our service
3.1 Aarni Planning
A tailored written plan for your trip to Lapland: a structured schedule with our recommendations, tips and practical information, including booking links and contact details for the accommodation, activities and transfers we recommend. You make all of your own bookings and pay all suppliers yourself. We do not make any bookings for you.
3.2 Not included
We do not provide or book flights, travel insurance, visas or passports; we do not make bookings of any kind on your behalf; we do not take payment for your travel services; and we are not a party to your contracts with suppliers. You are responsible for your own flights and for the items listed in clause 10.
4. Important: this is not a package travel product
4.1 We act solely as your trip planner. You enter into a separate contract directly with each supplier you choose to book, and you pay each of them directly. We do not sell these services to you together as a single package at an inclusive price, and we do not receive or hold your payments for them.
4.2 Because of this, you do not have the protections that apply to a package bought from a travel organiser — including insolvency protection for your travel payments through us. Your rights in respect of each travel service are set by your contract with the relevant supplier and by the consumer law that applies to it.
4.3 For this reason we strongly recommend that you take out comprehensive travel insurance with cancellation cover (clause 10).
5. How Aarni Planning works
5.1 You tell us what you would like; we confirm your Fee in a personal quotation; once the Fee is paid, we prepare your tailored Proposal (itinerary); and you then book and pay each supplier directly using the booking links and contact details we provide.
5.2 Each travel service you book is a contract directly between you and the supplier, made by you. We are not a party to that contract and make no bookings on your behalf. You agree to be bound by each supplier's own terms for the services you book.
5.3 You must be at least 18 years old to use our services. If you act for a group or family, you are the lead person: you confirm that you are authorised to act for everyone in your party, that they accept these Terms, and that you are responsible for giving us accurate details and passing on our information.
5.4 You are responsible for the accuracy of the information you give us (names, dates, flight details, special requirements). We are not liable for problems or costs caused by incorrect or incomplete information, or information provided late.
6. Our fee
6.1 Our planning fee starts from €200 and scales with how much planning your trip needs. The exact Fee is stated in your personal quotation and covers our planning work.
6.2 The Fee is non-refundable once paid, except where mandatory law requires otherwise.
6.3 We collect our Fee through a secure invoice or payment link provided by our payment service provider. We do not take payment for your travel services (see clause 7), and we do not collect or store your card details.
6.4 If, after you have accepted your Proposal, you ask for changes that require us to re-plan or substantially re-work it, we may charge a further fee, quoted to you in advance.
6.5 Referral fees from suppliers. Some of the suppliers we recommend pay us a referral fee or commission when you book with them. The amount varies by supplier. This fee is paid by the supplier out of its own margin: you pay the supplier's own standard rate, and the referral fee adds nothing to your price. Our planning fee remains the only amount you pay us. A referral arrangement never determines what we recommend — we recommend what suits your trip — and if you would like to know whether a particular supplier has such an arrangement with us, ask and we will tell you.
7. Paying for your travel services
7.1 You pay each supplier directly, using the details and instructions we give you, according to that supplier's own payment terms and deadlines.
7.2 We do not collect, hold or process payments for your travel services, and we never receive your travel funds.
7.3 If you do not pay a supplier on time, the supplier may cancel or refuse the booking under its own terms. We are not responsible for bookings lost, or costs incurred, because a supplier was not paid on time.
8. Changes, cancellations and refunds
8.1 Our Fee is non-refundable (clause 6.2).
8.2 Because you contract directly with each supplier, each supplier's own cancellation, amendment and refund terms apply to your travel services, and any refund is paid by that supplier, not by us. Supplier terms in Lapland are often strict and partly non-refundable.
8.3 We will tell you a supplier's key terms in your Proposal where we can, but we cannot change a supplier's terms or guarantee a refund. Change and cancellation requests must be made by you directly to the supplier.
8.4 If you ask us to change a plan we have prepared, we will help. Supplier change or cancellation charges will apply to bookings you have made, and a re-planning fee may apply (clause 6.4).
8.5 Name changes, shared-room or occupancy supplements, and similar matters are subject to the relevant supplier's terms and are your responsibility.
9. Your responsibilities
9.1 You must: give us accurate and complete information; read and comply with each supplier's terms; pay suppliers on time; hold a valid passport and any visa required for Finland; meet any health requirements; and behave appropriately and follow suppliers' and guides' safety instructions during activities.
9.2 You are responsible for any damage you cause, and for your own and your party's conduct.
10. Insurance, passports, visas and health
10.1 We strongly recommend comprehensive travel insurance, including cancellation cover. This matters all the more because you pay suppliers directly under their own (often strict) cancellation terms, and you do not have package-travel insolvency protection through us.
10.2 You are responsible for valid passports, any visas or entry permits, and for meeting health requirements. We provide general information only and do not arrange these documents. Up-to-date guidance is available from the Finnish Ministry for Foreign Affairs (um.fi) and the Finnish Institute for Health and Welfare (thl.fi).
11. Weather, the Northern Lights and activities
11.1 The Northern Lights (aurora) are a natural phenomenon and cannot be guaranteed.
11.2 Activities depend on weather, snow, ice, temperature and daylight, and are run by the suppliers, who may modify, reschedule or cancel them for safety or operational reasons under their own terms.
11.3 You are responsible for ensuring that you and your party are physically fit and suitably prepared for the activities you choose, for wearing suitable cold-weather clothing, and for disclosing any relevant health matters to the supplier. Suppliers may set minimum-age, health, weight or experience requirements.
12. Our liability
12.1 We provide our planning service with reasonable skill and care.
12.2 We are not a party to your contracts with suppliers and are not responsible for the provision, quality, safety or performance of the travel services themselves — those are the responsibility of each supplier. Any claim about a travel service must be made to the relevant supplier.
12.3 We are not liable for a supplier's acts, omissions, cancellation, changes, insolvency or failure to provide a service, or for the terms a supplier applies.
12.4 We are not liable for losses caused by information you gave us that was inaccurate or late, by your failure to pay a supplier, or by events beyond our reasonable control.
12.5 Nothing in these Terms limits liability that cannot be limited under applicable law (including for death or personal injury caused by our negligence, or for fraud). Subject to that, our total liability to you for our own services is limited to the amount of the fees you have paid us for the relevant trip.
13. Personal data
13.1 We process your personal data in accordance with the EU General Data Protection Regulation (GDPR) and our Privacy Policy, available at aarnilapland.com/en/privacy.
14. Governing law and disputes
14.1 The contract and these Terms are governed by Finnish law. As a consumer you also keep the protection of any mandatory consumer-protection rules of your country of residence where those are more favourable to you.
14.2 If a dispute cannot be resolved with us directly, you can contact the Finnish Consumer Advisory Services (kkv.fi) and refer the matter to the Consumer Disputes Board (kuluttajariita.fi). You may also bring the matter before the court of your place of residence or the District Court of Lapland (Lapin käräjäoikeus) in Rovaniemi, Finland.
15. General
15.1 Your agreement with us consists of the agreed scope of your Aarni Planning, together with these Terms.
15.2 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions continue in force.
15.3 We may update these Terms from time to time. The version in force when you accept our service applies to you.
Aarni Lapland · Sole trader · Business ID 3631181-2 · Sairaalakatu 4 A 9, 96100 Rovaniemi · niko.killstrom@aarnilapland.com · +358 45 112 2331 · aarnilapland.com