Terms and Conditions

Last updated: May 2025

We’ve designed these terms to be clear, fair, and in line with industry standards for small-group adventure travel. While these policies provide a framework for how we operate, we understand that life happens. If you ever run into a genuine issue, please reach out — we’ll always do our best to support you within reason and work through any concerns together.

1. Booking & Payment

A non-refundable and non-transferable deposit is required to confirm your place. This allows us to secure logistics and hold your spot.

The remaining balance is due 90 days before the trip starts. If not received by then, we may release your spot without refund.

We accept:

  • Credit card (Visa, MasterCard, and Apple Pay; processing fees included unless otherwise noted).

  • Bank wire transfer (sender covers any fees on their end, we can accept transfers directly in EUR, USD, CAD, GBP, NOK and DKK).

2. Deposits

Deposits are non-refundable and non-transferable. This helps us ensure we can commit to vendors, accommodations, and permits.

We know plans can change, so if something unexpected happens, reach out with as much lead time as possible— we may be able to move your deposit to another trip or apply partial credit on a case-by-case basis, but this is not guaranteed.

3. Balance Payment & Participant Cancellations

  • More than 90 days before the trip: Deposit is retained. Any balance paid will be refunded minus a 5% processing fee.

  • 60–90 days before the trip: You’ll receive a 30% refund of the total amount paid (excluding the deposit), minus the 5% fee.

  • Less than 60 days before the trip: We’re unable to offer any refund at this point, as most logistics are already locked in and it’s very difficult to fill a missing spot with only two months before the trip start date.

We highly recommend travel insurance that includes cancellation coverage in case you need to withdraw for personal, medical, or logistical reasons.

4. If We Cancel a Trip

If we have to cancel due to low enrollment (typically fewer than 3–4 participants), you’ll receive a full refund.

If cancellation is due to a Force Majeure event (see Section 11), refunds aren’t guaranteed, but we’ll always try to offer a fair solution — whether that’s a credit, rescheduling, or partial refund.

5. Payment Processing Fees

Any refunds we issue (excluding full-trip cancellations on our end) will be subject to a 5% deduction to cover non-recoverable transaction fees.

6. Required Insurance

All participants must carry travel insurance that includes:

  • Water activities (freediving, snorkeling, and scuba diving if your trip includes scuba)

  • Emergency evacuation and medical treatment

  • Trip interruption and cancellation (suggested, but optional)

We ask that you bring a printed copy to show the guide upon arrival. If you don’t, it’s nearly impossible for our team to help you in the event of a personal emergency. We don’t collect it in advance, but it’s important to have on hand. You’re responsible for any medical or emergency expenses incurred.

7. Risk & Liability

Our trips take place in remote and dynamic environments, often on the ocean and far from emergency services. By joining, you acknowledge the inherent risks.

You’ll be asked to agree to our liability waiver before payment is collected and sign a formal liability waiver on the day your trip begins.

We are not liable for injuries, loss, or delays unless caused directly by our gross negligence.

8. Health & Fitness

You should be in good physical and mental health to participate. If you have a medical condition or are unsure about your ability to join, talk to us or consult your doctor.

In some cases, we may ask for a doctor’s note or recommend sitting out certain activities for your safety and comfort. We will always support and default to our in-water or on-site guides’ call.

9. Your Responsibility as a Guest

We ask that all guests come prepared and approach the experience with a sense of curiosity, cooperation, and respect — toward others, wildlife, and local communities.

Please follow safety instructions from our team and third-party guides throughout the trip.

10. Group Dynamics & Leadership

Our trips are small and immersive. To make them great, we count on a shared sense of responsibility and kindness within the group.

The expedition leader has the final say on safety, schedules, and group decisions.

If someone behaves in a way that jeopardizes the group or disrespects others, we may need to ask them to leave the trip without refund — though we hope it never comes to that.

11. Force Majeure

There are some things we can’t control — such as:

  • Natural disasters, extreme weather

  • Political unrest or government restrictions

  • Pandemic-related disruptions

  • Mechanical failures or transport issues

In these cases, refunds are not guaranteed, but we’ll work with you to find a fair resolution — whether that’s a credit, rescheduling, or partial refund depending on circumstances.

12. Required Gear

Unless otherwise noted, you’ll need to bring your own mask, fins, snorkel, wetsuit, and other relevant gear.

Some trips offer limited rental or loaner equipment, but it’s not guaranteed and must be requested ahead of time.

We aren’t responsible for lost or damaged gear.

13. Wildlife Disclaimer

We schedule our trips around the best possible windows for wildlife encounters — but nature can be unpredictable.

Sightings are never guaranteed, and a lack of sightings is not considered grounds for a refund.

14. Itinerary, Leadership & Accommodation Modifications

While we plan carefully and try not to make changes, One Xpeditions reserves the right to adjust the itinerary, accommodations, guides, boats, or trip leaders if needed due to (but not limited to):

  • Weather and ocean conditions

  • Wildlife behaviour

  • Logistical issues

  • Third-party disruptions

We’ll always aim to preserve the spirit and quality of the trip, and we’ll communicate clearly if any changes arise. These adjustments do not qualify for refunds or chargebacks.

15. Flexible Itineraries

All itineraries are considered provisional. Conditions in the field may require changes to keep the experience safe, exciting and enjoyable.

Your guide will keep you informed and make the best call in real time. Thanks for staying flexible — it’s part of the adventure.

16. Minimum Group Size

Most expeditions require a minimum of 3–4 participants to run. If this minimum isn’t met, we may cancel the trip and provide a full refund (excluding Force Majeure circumstances).

17. Photography & Media Use

Unless you tell us otherwise in writing, you agree that we may use photos or video taken during the trip for non-commercial purposes (website, newsletter, social media, etc.).

Participants may not use trip images for commercial purposes without written permission.

18. Travel Logistics Before and After the Trip

You’re responsible for your:

  • Flights (international/domestic)

  • Visas, passports, vaccinations

  • Lodging and transfers before/after the trip (unless included in the package)

Please double-check your documents and plan accordingly — we’re happy to advise if you need help navigating logistics.

19. Credit Card Chargebacks

We take our commitments seriously — and we trust our guests do too.

By booking with us, you agree to these Terms, including our deposit and refund policies.

If you ever have a concern, we ask that you contact us directly before pursuing a chargeback. We’re approachable and will always try to find a fair resolution.

Initiating a chargeback for a valid charge — especially after agreeing to these terms — may be treated as a breach of contract, and we reserve the right to challenge it with:

  • Invoices

  • Payment records

  • A copy of these Terms (a link to which is included on all invoices and sign up pages)

Jurisdiction

One Xpeditions is a proudly Canadian company.

All legal matters will be governed by the laws of Canada and the Province of British Columbia, unless otherwise required by international agreement.