Refund Policy
Understanding our cancellation and refund policies. Based on ALE's established policies, adapted for transparent customer service.
Last updated: January 2025
Important: Travel insurance is strongly recommended. Many cancellation scenarios are covered by comprehensive travel insurance policies, protecting you from cancellation fees and unexpected costs.
Cancellation Policy Overview
Cancellations must be submitted in writing to hello@antarcticadirect.com. The cancellation date is determined by the date we receive your written notice. Refund eligibility is based on proximity to the departure date and follows policies established by ALE (Antarctic Logistics & Expeditions), our expedition operator.
Cancellation Fees & Refunds
Standard Cancellation Timeline
More than 90 days before departure:
Full refund minus a $500 USD administrative fee per person. Processing time: 14-21 business days.
60-90 days before departure:
50% refund of total payment (excluding deposit and non-refundable fees). Processing time: 14-21 business days.
30-59 days before departure:
25% refund of total payment (excluding deposit and non-refundable fees). Processing time: 21-30 business days.
Less than 30 days before departure:
No refund. Full payment is forfeited. Travel insurance is essential at this stage.
Non-Refundable Components: The following are typically non-refundable regardless of cancellation timing:
- Initial deposit (amount varies by adventure)
- Processing fees and transaction charges
- Pre-purchased services (hotels, additional flights booked separately)
- Insurance premiums (if purchased through us)
Force Majeure & Operator Cancellations
Weather & Operational Cancellations: If ALE cancels an adventure due to weather, operational issues, or force majeure events (natural disasters, pandemics, government restrictions), we will work with ALE to offer:
- Alternative dates for the same adventure (subject to availability)
- Transfer to a different adventure (price difference may apply)
- Full refund of payments made (excluding any non-recoverable costs already incurred by ALE)
Important Note: We are not liable for additional expenses incurred due to cancellations, including but not limited to flights to Punta Arenas, hotels, visas, or other travel arrangements outside of the adventure package.
Medical Cancellations
If you must cancel due to medical reasons:
- Medical documentation from a licensed physician is required
- Standard cancellation fees apply unless covered by travel insurance
- We recommend comprehensive travel insurance that covers medical cancellation
- Some insurance policies cover "cancel for any reason" scenarios
We will work with you to find the best solution, but refund eligibility follows standard timelines unless travel insurance provides coverage.
Partial Cancellations
If one person cancels from a group booking:
- Standard cancellation fees apply to the cancelling participant
- Remaining participants are not affected unless group pricing was applied
- If group rates were applied, remaining participants may need to pay the individual rate difference
- Room/accommodation adjustments may incur additional fees
Refund Processing
Processing Time: Refunds are processed within 14-30 business days after cancellation is confirmed, depending on timing and payment method. Bank transfers may take additional time.
Payment Method: Refunds are issued to the original payment method when possible. If original payment method is unavailable, we will coordinate an alternative refund method.
Currency: Refunds are processed in USD. Currency conversion fees may apply depending on your financial institution.
Processing Fees: Some refunds may be subject to processing fees (typically $25-50 USD) depending on payment method and timing.
Travel Insurance Recommendation
We strongly recommend purchasing comprehensive travel insurance that includes:
- Trip Cancellation Coverage: Protects against cancellation fees for covered reasons (illness, family emergencies, etc.)
- Medical Evacuation: Essential for remote Antarctic travel—covers emergency medical transport
- Adventure Activity Coverage: Many standard policies exclude mountaineering, skiing, and polar expeditions
- "Cancel for Any Reason" (CFAR): Premium option that provides partial refund even for non-covered cancellations
- Travel Delay Coverage: Protects against costs incurred due to weather-related delays
Purchase insurance as soon as you book—most policies require purchase within 14-21 days of booking to access full benefits.
Change Requests vs. Cancellations
Date Changes: Requests to change adventure dates are subject to availability and may incur change fees ($200-500 USD per person). Changes within 60 days of departure may not be possible.
Adventure Changes: Switching to a different adventure is treated as a cancellation and new booking. Cancellation fees apply, and new pricing applies.
Early Contact Recommended: Contact us as soon as you anticipate needing changes—earlier requests are more likely to be accommodated without significant fees.
Special Circumstances
Military Deployment: If you are deployed or called to active duty, contact us immediately with documentation. We will work with you on a case-by-case basis, often in coordination with ALE policies.
Family Emergencies: Death or serious illness of immediate family members may qualify for compassionate consideration. Documentation is required, and decisions are made on a case-by-case basis.
Visa Denials: If you are denied entry to Chile or cannot obtain required visas through no fault of your own, contact us. We may offer alternative dates or partial refunds depending on circumstances.
Contact for Cancellations
To cancel your booking, send written notice to:
- Email: hello@antarcticadirect.com
- Subject Line: "Cancellation Request - [Your Booking Reference]"
- Include: Booking reference, participant name(s), reason for cancellation, and preferred refund method
We will confirm receipt and process your cancellation according to the timelines above.
Legal Disclaimer: This refund policy is based on ALE's established cancellation policies, adapted for transparent customer communication. Specific terms may vary by adventure or special circumstances. Final refund eligibility is subject to ALE's operational requirements and our ability to recover costs. We recommend purchasing travel insurance to protect against cancellation fees and unexpected costs.