Terms & Conditions – Booking, Payment and Participation (Car Buddy)
These Terms and Conditions apply to all services provided by Car Buddy and may be updated from time to time. By browsing our website, requesting a service, or completing a booking, you confirm that you have read, understood, and agreed to these Terms and Conditions.
A binding contract between the customer and Car Buddy is formed when we have received full payment (or an agreed deposit where applicable) and issued a written booking confirmation. The person making the booking (the lead traveler) accepts these terms on behalf of all participants in the booking and is responsible for the full payment and for sharing relevant information with the travel party. By completing a booking, the customer agrees that all cancellations, refunds, and disputes will be handled according to the policies described in these Terms and Conditions.
Car Buddy operates tours and private travel services in Iceland. Bookings may be made through our direct channels or through authorized resellers. If you booked through a third-party platform, their customer support and cancellation process may apply in addition to these Terms, and you should contact the platform directly for requests relating to that booking.
Prices and currency
1.1. Unless stated otherwise, prices are listed in Icelandic Krona (ISK) and include applicable VAT. Currency conversion rates, bank fees, and card issuer fees are outside our control and remain the customer’s responsibility.
1.2. We aim to keep website pricing accurate. However, we reserve the right to correct pricing errors and to adjust published prices due to factors beyond our control, including exchange rate movements, government taxes, or supplier cost changes.
1.3. Once a booking confirmation is issued, the price is protected from surcharges except where increases are caused by changes in law or currency and amount to 5% or more of the tour price. If the surcharge exceeds 10%, you may cancel the booking for a full refund of the amount paid for the affected service.
Special offers and promotional codes
2.1. Promotional codes and offers must be entered at checkout at the time of booking to apply. They cannot be applied retroactively after purchase, including by partial refund.
2.2. Unless explicitly stated, promotional discounts apply to the base tour price only. Extras and add-ons are excluded from discounting.
2.3. If multiple discounts are offered, the order of application will be shown during checkout or confirmed in writing.
Pick-up, waiting time, and late pickup fees
3.1. Many Car Buddy services include pickup and drop-off, or offer pickup as an option. The specific pickup coverage, timing window, and any limitations are described on the product page and/or your booking confirmation.
3.2. The customer is responsible for providing an accurate pickup address and contact details and for being ready during the communicated pickup time window. Pickup times may be adjusted due to operational reasons such as traffic, weather, or safety considerations. We will inform you of the pickup plan in your confirmation and/or by message.
3.3. Standard included waiting time (unless your confirmation states otherwise):
Airport pickups (KEF and other airports): up to 60 minutes of waiting time included from the confirmed pickup time (or from the actual landing time if flight monitoring is included and confirmed for your booking).
Hotel, accommodation, port, and city pickups: up to 20 minutes of waiting time included from the confirmed pickup time.
3.4. Additional waiting time fees (if the traveler is not ready within the included waiting time):
6 EUR per 15 minutes (or part thereof), charged from the end of the included waiting time.
Fees may be payable on the spot or added to the booking balance and charged to the original payment method where possible.
If payment is collected in ISK, the EUR amount will be converted using the exchange rate applied by our payment provider or bank at the time of charge.
3.5. No-show and missed pickup:
If we cannot reach you using the contact details provided, or if you are not present and ready for pickup within the included waiting time and any additional waiting time approved by Car Buddy, the booking will be treated as a no-show.
No-shows are non-refundable (see the Cancellation Policy).
Meeting point and on-location departures
4.1. All Car Buddy products can include pickup if needed. If you prefer, and if the service logistics allow, you may meet us at an agreed meeting point instead. The available meeting options (pickup, meeting point, or a combination) will be confirmed in writing for your booking.
4.2. If meeting on location, you are responsible for arriving on time at the confirmed meeting point. Late arrival may result in a missed departure and may be treated as a no-show without refund, especially where guides, vehicles, or third-party suppliers must depart at a fixed time.
4.3. If you are unsure where to meet or when to arrive, contact us before the day of the service using the details in section 18.
Extras and additional equipment
5.1. Some services allow optional extras or additional equipment. Where available, these must be requested in advance and confirmed by Car Buddy in writing. Requests for rental gear or add-ons must be made no later than 24 hours before the service start time.
5.2. Availability is limited and not guaranteed until confirmed. Additional charges may apply and will be communicated before confirmation.
5.3. Safety equipment required for the activity itself (where applicable) is provided as part of the service and is not considered optional rental gear.
Children, Baggage, and Equipment
6.1. Child Safety: Under Icelandic law, children must use appropriate safety seats. You must inform us of children’s age/size at the time of booking. Failure to do so may result in refusal of transport for safety reasons without a refund.
Travel insurance
7.1. We strongly recommend that all travelers purchase appropriate travel insurance that covers cancellations, medical issues, and disruptions such as flight delays or missed connections.
Weather, safety, and operational changes
8.1. Icelandic weather changes quickly. Many services depend on conditions. Car Buddy may adjust routes, itineraries, departure times, or cancel a service when necessary for safety or operational reasons.
8.2. We are not responsible for costs arising from circumstances beyond our control, including but not limited to flight disruptions, severe weather, natural disasters, strikes, acts of war, or other force majeure events.
8.3. If your flights or travel plans change, you are responsible for any additional costs incurred due to those changes. Contact us as soon as possible if your schedule is impacted.
Clothing and participation requirements
9.1. Appropriate clothing and footwear are required. For outdoor experiences, this typically includes warm layers and weatherproof outerwear. We may refuse participation if clothing/footwear is unsafe for the activity. In such cases, standard cancellation/no-show rules may apply.
Luggage
10.1. Unless explicitly included, luggage capacity depends on the vehicle and service type. Standard allowance is one suitcase and one carry-on per person. Oversized items (strollers, bikes) must be declared in advance. Let us know in advance if you have oversized luggage or special items. We are not liable for damage to luggage brought on a tour.
Lost and found
11.1. Car Buddy is not liable for items lost, forgotten, or damaged during a service. If you think you left an item behind, contact us promptly and we will make reasonable efforts to assist.
Media and Privacy
12.1. Capturing the Moment: We may take photos or videos during tours for promotional use. If you prefer not to be featured, please inform your guide or our office before the tour starts.
Assumption of risk and conduct
13.1. Outdoor activities involve inherent risk. By participating, you accept these risks and agree to follow guide instructions and safety rules.
13.2. We may refuse participation to anyone whose health, fitness, or behavior could put themselves, staff, or others at risk. In cases of refusal due to safety or misconduct (including verbal or physical abuse), no refund may be provided.
Alcohol and drugs
14.1. We may refuse participation to any traveler suspected to be under the influence of alcohol or drugs. No refund is provided in such cases.
Feedback and complaints
15.1. We welcome feedback. Any complaints must be submitted in writing within 5 days of the service date so we can investigate while details are fresh.
Terms of payment
16.1. Unless agreed otherwise in writing, full payment is required as set out in section 16.2. We accept major credit and debit cards (including 3D Secure where applicable), bank transfers, and Revolut transfers. Processing times for bank transfers may affect confirmation timing.
16.2. If a booking is made more than 10 days before the scheduled start date and time of the tour, transfer, or experience, the customer may pay a deposit of 30% of the total booking value. The remaining balance must be paid no later than 10 days before the scheduled start date and time of the service. If the remaining balance is not received by that deadline, the booking will be automatically cancelled and the 30% deposit will be non-refundable. If a booking is made 10 days or less before the scheduled start date and time, full payment (100%) of the total booking value is required at the time of booking.
Governing law and jurisdiction
17.1. These Terms are governed by Icelandic law.
17.2. Any disputes shall be submitted to the District Court of Reykjavik unless mandatory consumer protection rules require otherwise.
Contact details for amendments and support
18.1. All booking questions, amendments, and cancellations must be submitted by the lead traveler via email or phone:
Email: contact@carbuddy.is
Phone: +354 7817244
Cancellation Policy (Car Buddy)
This Cancellation Policy forms part of the Terms and Conditions above. Cancellation fees reflect the direct costs of reserving vehicles, guides, suppliers, and administrative work. The person who made the booking (lead traveler) must submit cancellation or amendment requests to Car Buddy by email or phone. Cancellations are only effective once confirmed by Car Buddy in writing.
If you booked through a third-party seller or platform, their cancellation process may apply. In that case, contact the platform directly for cancellation/refund requests.
General rules
1.1. Reducing the number of participants may be treated as a partial cancellation for the removed participant(s) and can incur fees according to the relevant policy below.
1.2. Notice is measured from the time we receive your written cancellation request (email) to the scheduled start time of the service.
1.3. Refunds are processed to the original payment method where possible. Bank or card processing times are outside our control.
1.4. If a customer has paid a 30% deposit and fails to pay the remaining balance no later than 10 days before the scheduled start date and time of the service, the booking will be automatically cancelled and the deposit will be retained by Car Buddy as a non-refundable cancellation fee.
Operational cost deduction
All refund percentages listed below are calculated from the total price of the booked service.
2.1. Refund handling – operational cost deduction
Operational cost deduction (applies only if a refund is due)
Day tours: we keep 5% and refund 95%.
Multi-day and tailor-made tours: we keep 10% and refund 90%.
This deduction is per booking/service and covers our admin and operational costs.
If your booking is non-refundable (e.g., late cancellation or no-show), no refund applies and therefore no deduction applies.
2.2. Refund table (already includes the deduction above)
Day tours
Cancel more than 24 hours before start: 95% refund
Cancel less than 24 hours before start or no-show: no refund
Self-drive, group, trekking style (if applicable)
Cancel more than 14 days before start: 90% refund
Cancel less than 14 days before start: 40% refund
Cancel less than 48 hours before start or no-show: no refund
Private and customized day tours
Cancel more than 72 hours before start: 95% refund
Cancel less than 72 hours before start or no-show: no refund
Private and customized multi-day (1-8 participants)
Cancel more than 14 days before start: 90% refund
Cancel less than 14 days before start: 40% refund
Cancel less than 72 hours before start or no-show: no refund
Private and customized multi-day (9+ participants)
Cancel more than 8 weeks before start: 90% refund
Cancel less than 8 weeks before start: 40% refund
Cancel less than 4 weeks before start or no-show: no refund
Flights, airplane and helicopter experiences (if applicable)
Cancel more than 72 hours before start: 90% refund
Cancel less than 72 hours before start: 40% refund
Cancel less than 48 hours before start or no-show: no refund
Extras and additional equipment
3.1. Approved extras and any additional equipment arranged through Car Buddy follow the same cancellation terms as the main service they are attached to.
3.2. After the service start time, extras become non-refundable.
Partner-operated services
4.1. Services operated by trusted third-party partners are subject to the partner’s cancellation terms. Where this applies, we will provide the relevant terms on your confirmation or in writing upon request. To cancel partner services, contact us by email or phone and we will advise the correct process (or direct you to the vendor if booked through a platform).
Contact for cancellations and amendments:
Email: contact@carbuddy.is
Phone: +354 7817244
B2B cooperation and individual agreements
5.1. Car Buddy may provide services to business partners (B2B), including travel agencies, DMCs, hotels, concierge teams, and other companies. Any commercial cooperation terms (including pricing, payment terms, commission/net rates, cancellation terms, liability allocation, and operational procedures) are agreed individually in writing.
If no separate written B2B agreement is in place, or if a written agreement does not explicitly override specific provisions, these Terms and Conditions and the Cancellation Policy above remain fully legally binding and applicable to the booking and services provided.
Chargeback clause
By completing a booking, the customer agrees that any disputes or refund claims must follow the procedures described in these Terms and Conditions.