Terms & Conditions for Individual Campers
These Terms & Conditions apply to individual campers and their parents or legal guardians booking a Summer Camp Finland program directly through the Summer Camp Finland website. They are aligned with international best practices for youth camps and educational travel programs and are based on the booking framework used by Uudenmaan Seuramatkat Ltd.
1. Introduction and Definitions
1.1. Summer Camp Finland programs are organised and operated by Uudenmaan Seuramatkat Oy (Business ID: FI01258150), a registered Finnish tour operator (hereinafter referred to as “the Organiser”, “we”, “us”, or “our”).
1.2. “Participant” refers to the child or youth attending the camp.
1.3. “Guardian” refers to the parent or legal guardian responsible for the Participant.
1.4. “Service Package” refers to the confirmed Summer Camp Finland program including accommodation, meals, activities, supervision, and other services explicitly stated as included.
1.5. By completing payment, the Guardian accepts these Terms & Conditions on behalf of the Participant.
2. Booking and Payment
2.1. All individual camp bookings are made through the official Summer Camp Finland online Book & Pay system unless otherwise agreed.
2.2. Full payment is required at the time of booking to confirm and secure the Participant’s camp place. No provisional or unpaid reservations are accepted.
2.3. Once payment is successfully completed, the booking becomes binding and a confirmation email will be sent to the Guardian.
2.4. Prices are quoted in euros (EUR) and include only the services explicitly stated as included. Flights and personal expenses are excluded unless otherwise agreed in service package.
3. Registration Form and Participant Information
3.1. After payment, the Guardian must complete the registration form by the stated deadline.
3.2. The registration form must include accurate information regarding the Participant’s health, dietary needs, allergies, medications and emergency contact details.
3.3. Failure to provide required information by the deadline may result in limitations on participation or in serious cases, cancellation without refund.
3.4. In case the online payment option is not valid or open, the invoicing address should be stated in the registration form, and the invoice will be sent to the guardian.
4. Cancellation and Refund Policy (Individual Campers)
4.1. All cancellations must be submitted in writing by email. The effective cancellation date is the date the Organiser receives written notice.
4.2. Cancellation fees per Participant will be charged as follows:
- More than 30 days before camp start: €100 administrative fee
- 30–15 days before camp start: 50% of the Service Package price
- 14–8 days before camp start: 80% of the Service Package price
- 7 days or fewer before camp start or no-show: 100% of the Service Package price
4.3. No refunds are issued for late arrivals, early departures nor unused services once the camp has started.
5. Changes to Camp Dates or Program
5.1. Requests to change camp dates must be submitted in writing and are subject to availability.
5.2. Date changes will involve administrative fee of €50 + price differences.
5.3. The Organiser reserves the right to make minor changes to the program schedule, activities or instructors due to weather, safety or operational reasons.
6. Health, Safety & Behaviour norms
6.1. The safety and wellbeing of participants is our highest priority. Participants must follow camp rules, safety instructions and staff guidance at all times.
6.2. Serious misconduct, repeated rule violations or behaviour that endangers others may result in dismissal from the camp without refund.
6.3. Guardians are responsible for ensuring the participant is physically, emotionally, and socially fit to participate in an international camp environment and to function safely within a group setting.
6.4. If a Participant is unable to follow the group program, instructions or safety rules due to behavioural, emotional or other reasons and requires continuous one-to-one supervision beyond the normal scope of the camp program, Summer Camp Finland reserves the right to arrange additional supervision (such as a dedicated support person) to ensure the safety and wellbeing of the participant and the group.
6.5. Any costs related to such additional supervision shall be borne by the Guardian. No camper will be left unattended under any circumstances and staff resources cannot be reassigned in a way that compromises the safety or quality of the camp experience for other participants.
6.6. If suitable additional supervision cannot reasonably be arranged or if the situation significantly disrupts the camp program or endangers others, the Organiser reserves the right to terminate the Participant’s participation without refund.
7. Travel Documents and Insurance
7.1. Guardians are responsible for ensuring the Participant holds a valid passport, visa (if required), and all necessary travel documents.
7.2. Travel insurance covering medical expenses, accidents, cancellations and early return is required, and for some nationalities mandatory due to visa conditions.
8. Force Majeure
8.1. The Organiser shall not be liable for failure or delay in performing obligations due to force majeure events, including but not limited to natural disasters, epidemics, pandemics, strikes, war or government restrictions.
8.2. In such cases, the Organiser will endeavour to offer alternative arrangements or refunds in accordance with applicable Finnish and EU legislation.
9. Complaints
9.1. Any issues during the camp must be reported immediately to camp staff to allow prompt resolution.
9.2. Written complaints must be submitted within one (1) month after the end of the camp. Complaints submitted later may be deemed waived to the fullest extent permitted by law.
10. Data Protection
10.1. All personal data is processed in accordance with the EU General Data Protection Regulation (GDPR).
10.2. Participant data is used solely for organising and delivering the camp program.
11. Governing Law and Jurisdiction
11.1. These Terms & Conditions are governed by Finnish law.
11.2. Any disputes shall be subject to the exclusive jurisdiction of the Finnish courts.
12. Final Provisions
12.1. These Terms & Conditions reflect standard practices used by reputable international youth camps and educational travel organisers worldwide.
12.2. The Organiser reserves the right to update these Terms & Conditions when necessary. The version valid at the time of booking shall apply.
For questions regarding the Terms & Conditions, please contact: info@summercampfinland.fi