Terms and Conditions
These Booking Terms & Conditions govern all travel services arranged by Masala Chai Travel Oy. They are intended to ensure transparency and set out the rights and responsibilities of both the traveller and Masala Chai Travel throughout the booking process and during the journey.
Company Name: Masala Chai Travel Oy (also referred to as Masala Chai Travel)
Company Email ID: contact@masalachaitravel.com
company Phone Numbers: (+358) 50554 5693 | (+358) 4048 97512
Business ID: 3587387-2
Masala Chai Travel Oy is registered as a travel organiser in Finland. Customer payments are protected under Finnish travel package regulations.
1. Booking terms and validity
All bookings, changes, alterations, and cancellations must be made in writing. Prices include taxes and VAT.
A booking is considered confirmed only when it is made in writing (email) and the advance payment has been received. The services included in the price will be clearly stated in the invoice sent to the client. Any extra expenses incurred during the tour — for example alcoholic beverages, hotel mini-bar use, or additional services not listed in the itinerary — must be paid directly by the client to the hotel or relevant provider at the time of purchase.
Price Guarantee: Once a tour is confirmed, paid, and booked, Masala Chai Travel guarantees no further changes to the agreed price, except where the client requests amendments (see Section 2).
2. Changes or amendments to the packages
All packages are subject to availability — we advise booking your chosen package as early as possible. Masala Chai Travel reserves the right to agree to amendments on tours and will share any additional cost details arising from such changes.
Accommodation and Transport Substitution: While every effort is made to deliver the accommodations and transport arrangements described in the itinerary, Masala Chai Travel reserves the right to substitute accommodation or transport of an equivalent or higher standard where operationally necessary (e.g. property unavailability, route disruption beyond our control).
3. Package Pricing
Masala Chai Travel does not currently publish fixed base prices, as each itinerary is custom-built. Final prices may vary based on season, number of travel days, group size, transportation, and level of customisation. These are confirmed during package curation, with the final price shared and locked in before the advance payment is made.
4. Booking Confirmation
Upon payment of the advance booking amount, Masala Chai Travel will provide the full detailed travel itinerary, which can be used as a supporting document for VISA applications.
All travel plans are custom-built with our service partners based on individual client requirements. As each itinerary is individually designed, detailed day-by-day itineraries are provided once the booking has been confirmed and the required deposit has been received.
5. Accepted payment methods
We accept payments only through bank transfer with our registered corporate bank account. The invoices for the payments are sent to your email ID shared with us through our Contact Us form.
6. Deposit and Final Payment
An advance payment is required to confirm your booking, with the exact amount specified in your invoice depending on the experiences and stays selected. This payment confirms your booking with our partners and service providers. Once the advance payment is made, you will receive your detailed travel itinerary with all bookings and information (you may also receive emails directly from our partner service providers). Details of the remaining balance and its due date will be confirmed through further contact and agreement with you.
7. Cancellation policies and charges
All cancellations need to be sent directly to – contact@masalachaitravel.com . The date of cancellation shall be the date on which Masala Chai Travel receive the information in writing on an email.
Cancellation charges:
- If made from the date of booking until 61 days before your arrival date – EUR 750 per person or 25% of package price;
whichever is higher - If made between 60 and 31 days before your arrival date – 50% of tour package
- If made between 30 and 15 days before your arrival date – 75% of the tour package cost
- If made between 14 and 2 days before your arrival date – 100% of the tour package cost
- Two days before start date or in case of NO SHOW (failing to avail tour package) – 100% of the tour package cost
In addition to the above, in the event of cancellation by either party, any amounts already spent by Masala Chai Travel on visas, medical insurance, administrative charges, or similar third-party costs are payable by the participant.
8. Cancellation by Masala Chai Travel
Due to reasons of Force Majeure — act of God/nature, pandemic, war, or other circumstances beyond our reasonable control — Masala Chai Travel reserves the right to cancel a tour. Where possible, Masala Chai Travel will first offer alternative travel dates or a travel credit. If this is not feasible, any refund will be processed after deducting non-recoverable costs charged by third-party suppliers, where permitted by applicable law. Masala Chai Travel will not be liable for any further claims (e.g. flights, visa costs, or other independently arranged expenses).
9. Liability and Responsibilities of Masala Chai Travel
Masala Chai Travel undertakes to select all services carefully and prepare each tour to the best of its ability. In the unlikely event that a service is not fully delivered due to an error on our part, we reserve the right to provide an equivalent service in compensation. Where a breach of contract is committed by Masala Chai Travel, we accept direct liability to compensate for immediate loss or injury to the customer, in line with applicable Finnish package travel legislation.
Nothing in these Terms limits or excludes liability where such limitation or exclusion is prohibited by applicable law. Subject to that, our liability applies only where the breach was not caused by Force Majeure or by the client’s own conduct, and only where it concerns non-performance of a promised service, or delivery of an alternative service of lesser value than originally agreed.
10. Partnering with outsourced service providers
Masala Chai Travel partners with multiple service providers for accommodation, food, activities, local guides, and transport. These individual providers are personally liable to the client where their services are not delivered satisfactorily; such liability is governed by the applicable laws, the relevant provider’s terms of business, and common usage.
Any complaints must be raised with Masala Chai Travel immediately and confirmed in writing. Where a complaint cannot be resolved on the spot, it must be submitted in writing within 30 days of the tour’s completion. Claims submitted after this period will not be considered.
11. Adventure & Third-Party Activities
Some tour packages include activities such as husky rides, reindeer sledging, snowmobile safaris, cruise expeditions, hot air balloon rides, thermal baths, and similar experiences. These activities are operated by independent providers. While Masala Chai Travel carefully selects its partners, responsibility for the safe operation of these activities rests with the provider, subject to applicable law.
12. Weather & Seasonal Condition
Many of our experiences — including Northern Lights viewing, Sami cultural visits, cruises, outdoor dining, wildlife encounters, snow-based activities, and autumn colour tours — depend on weather, daylight hours, seasonal conditions, and safety considerations. Northern Lights sightings cannot be guaranteed, as they depend on natural and atmospheric conditions beyond anyone’s control. Where an activity cannot proceed due to weather or safety reasons, Masala Chai Travel will work with the relevant provider to offer a suitable alternative where possible.
13. What’s included in our travel packages?
Depending on the itinerary, your package may include:
- Accommodation
- Airport transfers
- Ground transportation
- Guided tours
- Activities
- Meals specifically mentioned
- Customer support during travel
Exact inclusions will always be confirmed in your itinerary and invoice.
14. What is not included in our travel packages?
- Flights tickets (international)
- Flight tickets (domestic – within Europe)
- Tourist visa application, processing, passport renewals, travel permits
- Payments related to fuel, toll, parking, fines
- Payments related to local guides taken outside our package deliverables
- Itinerary changes or revisions after delivery
- Lost item recovery or legal assistance
15. Flights
Unless specifically stated, international and domestic flights are not included in your travel package.
16. Passport, Visas, Customs, Currency, and Health Regulations
Every traveller is responsible for providing their own travel documents (passport, visa, vaccination certificates, etc.). We recommend a careful review of customs, duty, and currency regulations for each destination. If a VISA is required for travel to Finnish Lapland, Norway, or Tuscany, we recommend applying at least 3–6 months before the travel date.
17. Travel Insurance
We recommend all customers arrange adequate travel insurance, including cancellation cover. Masala Chai Travel cannot be held responsible for loss of luggage or personal possessions, or for personal injury, accident, or illness. In such events, Masala Chai Travel cannot issue refunds should the tour be partially or fully cancelled as a result.
18. Visa Application
Masala Chai Travel does not handle the VISA application process on behalf of guests. We provide a Booking Confirmation with a detailed Itinerary that can be used to support your VISA application. Please note that “Proof of Travel” documentation for VISA purposes usually also requires a confirmed round-trip reservation from your home country, which Masala Chai Travel does not provide. We are not responsible for VISA acceptance or rejection, which remains the sole discretion of the relevant immigration authority.
19. Travel Responsibilities
By booking with Masala Chai Travel, you agree to:
- Follow local laws and regulations in each destination visited.
- Respect the rules and policies of accommodation providers.
- Follow the safety instructions of guides and activity providers at all times.
- Inform Masala Chai Travel of any allergies, medical conditions, dietary requirements, or mobility needs before travel, so we can plan accordingly.
20. Photography, Video, and Marketing Consent
Masala Chai Travel may document tours through photography and videography to share the spirit of the Nordic and Tuscan experiences we curate. In line with GDPR, identifiable photos or videos of you or your travel party will only be used for marketing, social media, or promotional purposes with your explicit, opt-in consent, given via our booking form or a separate written release. You are under no obligation to provide this consent, and declining will not affect the delivery of your travel package in any way.
21. Governing Law and Jurisdiction
These Terms and Conditions, and any related booking agreement between Masala Chai Travel and the client, are governed by the laws of Finland. In the event of a dispute, both parties agree to first seek an amicable resolution through direct discussion. Where a resolution cannot be reached, any legal proceedings shall be brought before the competent District Court in Finland having jurisdiction over Masala Chai Travel Oy’s registered place of business.
22. Acceptance
By paying the deposit/advance payment, the customer accepts the general terms and conditions listed in this document as part of the agreement between Masala Chai Travel and the customer.
FAQs
How far in advance should I start planning?
For the high seasons we recommended planning at least 6 months in advance since it offers a better chance of booking the properties and experiences that best match your desires. In the shoulder seasons at least 4 months is recommended.
Are your trips designed for everyone?
Yes. We design trips for couples, families, friends, and even solo travellers. The plans are curated keeping our client interests and choices in mind. However, some of the accommodations we offer are for adults/ couples only. So please inform us in the Contact Form if you will be travelling with child/ children. We will arrange you itinerary accordingly.
If I want to opt for a road trip, can I drive in Europe with ease?
Europe has right hand side driving, so if you are set in left hand driving, it might take you 1-2 hours to adjust. But it is not difficult as traffic rules are well followed all across Europe. Google maps work well almost everywhere in Europe. If your license is from outside EU/EEA, you will need an International Driving Permit (IDP). We can guide you with the IDP application process.
Are your road trips only for those who can drive?
No, of course not. We plan road trips for those who do not drive or do not want to drive in Europe. Our plans can include chauffeur driven cars.
Can you arrange special experiences for special days?
Yes, we can design special experiences for special days but that needs to be informed at the planning stage. Requests right before or during the travel might get challenging, though we always try our best.
How long a travel should I plan?
All our packages are designed for 4 nights 5 days by default. But of course we can customize it based on our clients’ preferred duration!
Can we travel to Norway and Finland together in the same holiday?
Yes, of course you can. We can build a curated stacked itinerary for you, based on your requirements!
