Privacy Policy
Effective October 9th, 2026
Data Controller
- Arctic Immersion Oy
- Business ID 3612865-5
- Pyhätunturintie 1140, 98530 Kemijärvi, Finland
- journey@arcticimmersiontravel.com
Register Name
- Client, Partner and Website Register.
1. Scope
This policy covers travelers, travel advisors, partners and visitors to arcticimmersiontravel.com.
2. Information We Collect
Enquiries and general contact:
- Name, email address, telephone number, country of residence
- Company and job title, where applicable
- Communication history
Bookings:
- Names and ages of all travelers
- Travel dates and itinerary details
- Passport details, where required by an activity or accommodation provider
- Emergency contact details
- Insurance details
- Payment and invoicing records
Website:
- IP address, browser type, device information and pages visited, via cookies and server logs
3. Health, Dietary and Safety Information
We collect health, dietary, allergy and mobility information where it is necessary for the safe delivery of booked activities and the provision of meals.
This is a special category of data under Article 9 of the General Data Protection Regulation. We process it on the basis of your explicit consent, given when you provide it, and disclose it only to the service providers delivering the relevant activity or meal.
4. Where the Information Comes From
- Website forms
- Email, telephone and messaging
- Travel advisors and agencies acting on your behalf
- Booking and contract documentation
5. How We Use It
- Responding to enquiries and preparing proposals
- Arranging, delivering and administering booked journeys
- Managing client, advisor and partner relationships
- Invoicing, payment and statutory accounting
- Sending newsletters and marketing communications, with consent
- Maintaining the security and functionality of the website
6. Legal Basis
- Performance of a contract, or steps taken at your request before entering one
- Your explicit consent, for special categories of data and for marketing communications
- Legal obligation, for accounting and tax records
- Legitimate interest, for relationship management and website security
7. Who We Share It With
We disclose personal data only as necessary to deliver booked services and operate the business. Recipients fall within the following categories:
- Accommodation providers, guides, activity operators, transport providers and caterers engaged for your journey
- Travel advisors or agencies, where the booking was made through them
- Accounting and financial administration providers
- Information technology providers, including website hosting, email and newsletter distribution
- Authorities, where required by law
We do not sell personal data, and we do not disclose it for any purpose unconnected with those above.
8. Transfers Outside Europe
Some of our service providers are established outside the European Economic Area. Where personal data is transferred to them, the transfer is made under an adequacy decision of the European Commission or under standard contractual clauses approved by the European Commission.
Where a booked journey takes place outside the European Economic Area, data may be transferred to local providers in order to deliver it.
9. How Long We Keep It
- Enquiries not resulting in a booking: retained while relevant to an active or prospective booking, then deleted
- Client and booking records: retained for the duration of the client relationship and the period during which claims may be brought
- Accounting records: six years from the end of the financial year, as required by Finnish accounting legislation
- Health, dietary and safety information: deleted once no longer required for the journey booked
- Marketing contacts: retained until consent is withdrawn
10. Security
Personal data is held on access-controlled systems. Access is limited to authorized personnel and to service providers bound by written data processing agreements. Appropriate technical and organizational measures are applied to protect against unauthorized access, loss or disclosure.
11. Your Rights
You have the right to:
- Access the personal data we hold about you and obtain a copy
- Have inaccurate or incomplete data corrected
- Have your data erased, where no overriding legal basis for retention applies
- Request restriction of processing
- Receive your data in a portable format
- Object to processing based on legitimate interest, and to direct marketing
- Withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal
Send requests to journey@arcticimmersiontravel.com. We will respond within one month and may ask you to verify your identity first.
You also have the right to lodge a complaint with the Office of the Data Protection Ombudsman (tietosuoja.fi), or with the supervisory authority in your country of residence.
12. Cookies
Our website uses cookies necessary for its operation, and optional cookies for analytics and performance measurement. Optional cookies are set only with your consent. You can manage your preferences through the cookie settings on the website or through your browser settings.
13. Changes to this Policy
We may update this policy. The version in force is the one published at arcticimmersiontravel.com, identified by its effective date.
Locally rooted
Deep connections with northern people and places.
Respectful & responsible
we travel lightly, with care for nature, people and the future.
Slow & meaningful
Thoughtful travel experiences that stay with you.
Curated with care
Every detail designed around you, with personal care.
Private & Intimate
Small groups, personal attention, completely yours.