Terms of use

Privacy Policy

  • Svalbard Experts is determined to ensure the accuracy, confidentiality and security of the personal data the company processes on you. This data protection policy is intended to inform you about which personal data the company collects, how Svalbard Experts uses the data and who has access to the data.

    This data protection policy applies to the personal data of Svalbard Experts customers. This policy will refer to Svalbard Experts as we or us and to customers as you. 

  • Personal data within the meaning of this policy is information about an identified or an identifiable person, i.e., information that can be directly or indirectly linked to a particular person. Data that is unidentifiable or anonymous is not considered to be personal data. 

  • In connection with our communication and collaboration with you, we may collect personal data about you. Different personal data may be collected on different parties and the processing and collection of personal data may depend on your relationship with us.

    Our customers are mainly individuals, but they may also be legal persons. When customers are a legal person they have representatives and employees whose personal data we may process. The personal data is primarily contact information, e.g., name, email address, job title and phone number. Regarding our communication with you we may need to process a variety of personal data, e.g.:

    contact information, e.g., name, ID number, address, phone number and email address, interests, travel period, information on the purpose of the trip and special wishes for the trip, information regarding the combination of the travel group, health and religion information, country of residence, IP number, when needed, and billing information. In addition to the aforementioned information, Svalbard Experts may collect and process other data that you provide to the company, e.g., photographs, as well as data that is essential for the company’s business.

  • Why do we collect and process personal data and on what grounds?

    The processing of personal data about you is mainly based on our agreement with you, or the party which you work for. This includes contact information so we can contact you and send invoices. 

    Personal data may also be processed based on your request to enter into an agreement. This includes data on interests, travel period, information on the purpose of the trip and special wishes for the trip.

    Sensitive personal data will only be processed based on your explicit consent. Such data is only collected when deemed necessary. 

    In addition, personal data may be processed on the ground of our legitimate interests, e.g., when your email address is used to send customer surveys and, as appropriate, direct marketing. 

    If you do not provide Svalbard Experts the necessary information the company may not be able to enter into an agreement with you, or the legal person you represent, for the requested service and/or the company may be unable to fulfill its obligations on the basis of the agreement. 

    Svalbard Experts undertakes to ensure that all processing of personal data is lawful, fair and transparent. Data will only be collected for a specific, explicit and legitimate purpose and collecting and processing will not go beyond what is necessary for the purpose of the processing. The processing shall always be adequate, relevant and limited to what is necessary for the purpose for which they are processed. 

  • We have made available various services, tools and functionality on this website for your use. This is so you can find out about and book our products, view content provided by us, interact with us and submit and share views with other customers.

  • Disclosure to third parties

    Svalbard Experts may disclose your personal data to contractors, consultants and suppliers in relation to their work for the company. Therefore, personal data may for example be disclosed to external parties that provide us with IT services, but also to service providers of trips that we book on your behalf. 

  • Svalbard Experts endeavors to take appropriate technical and organizational measures to protect the safety of your personal data, with special regard to the nature of the data. For example, Svalbard Experts has access controls to systems which store data about you. These measures are meant to secure personal data against accidental destruction or alteration and against unauthorized access, duplication, use or disclosure of the personal data.

  • Svalbard Experts will endeavor to retain your personal data only for as long as necessary for the purpose of the processing, unless otherwise permitted or obligated by law.

    The retention time of personal data is further determined in Svalbard Experts Data Retention Policy.

  • You should review these regularly to ensure you are familiar with the most up to date version. Browsing and continuing to access or use our website constitutes your acceptance of the updated terms and conditions.

  • You are entitled to request access to the personal data we process on you and information on the processing. You may also be entitled to a copy of the personal data undergoing processing.

    Under certain circumstances you may have the right to request that we erase personal data concerning you without undue delay. You may also have the right to obtain from us the restriction of processing, where certain requirements are fulfilled. You are also entitled to request rectification of inaccurate data on you. It is therefore important that if your personal data happens to change during the course of your relationship with Svalbard Experts, that you keep us informed of such changes

    You may furthermore be entitled to a copy of the personal data that you have provided to us in electronic form, or request that we transmit them direct to a third party.

    When we process your personal data based on legitimate interests you are at any time authorized to object to the processing.

    The aforementioned rights are however not without limitation. Laws and regulations may authorize or oblige the company to deny your request. However, your right to object the processing of your personal data for direct marketing purposes is unconditional. 

  • Svalbard Experts reserves the right to review this policy in accordance with changes to applicable legislation or regulations or in relation to changes in the company’s processing of personal data. You will be notified of any changes made to this policy with an updated version, in the same manner that this policy was presented to you.

    Any amendments that may be made to the policy will take effect after the updated version has been presented to you.