Terms and Conditions
Your booking is not confirmed until we have received your payment. You will receive a confirmation note that payment has been processed. Please email [email protected] to request a full receipt.
If you need to cancel, please do so in writing to [email protected]. We will confirm via email that we have received your cancellation and that we have processed your refund (as applicable).
By clicking on the Sign Up Link, you are accepting the Terms and Conditions and agree to the cancellation policy that is described within the information below.
Cancellation Policy
Your credit card will be charged an initial deposit of ISK 60,000, with the remaining balance due on 23 February, 2025, which is 60 days before the Retreat begins. If you sign up after this date, you will need to pay the full balance before registration is confirmed.
a) A cancellation made more than 44 days prior to the event day will be refunded minus an administration fee of ISK 20,000.
b) A cancellation made less than 44 days but more than 28 days before the event will be refunded minus an administration fee of ISK 30,000.
c) A cancellation made less than 28 days but more than 14 days before the event will be refunded 50% of the total payment.
d) No refunds are provided for cancellations made fewer than 14 days before the event begins.
If you need to cancel, please do so in writing to [email protected]. We will confirm via email that we have received your cancellation and that we have processed your refund (as applicable).
Please note that due to contractual obligations with our suppliers, we cannot make exceptions to the cancellation policy, regardless of the reason for cancellation. Many credit card companies have some cancellation insurance if you need to cancel at the last minute due to unexpected developments, and we recommend you check these policies, and, of course, that you always have travel insurance.
Faculty Cancellations
All announced faculty for the Iceland Writers Retreat and Iceland Readers Retreat have confirmed their planned appearance at the event with us in writing. On occasion, a faculty member may cancel his/her planned appearance due to unforeseen circumstances. We announce any faculty changes as soon as possible. Please note, however, that the regular cancellation policy applies and we cannot issue different refunds if a faculty member if no longer able to attend.
Hotel Cancellation Policies
Please review the terms and conditions, cancellation policy, and privacy policy for the selected venue. Their policies apply to all hotel room bookings.
By clicking on this link, you are accepting the Terms & Conditions and agree to the cancellation policy as described via the the link below.
Privacy Policy
1. General
Iceland Writers Retreat (“IWR,” “our,” “us” or “we”) takes your privacy very seriously and is committed to protecting your personal data. In this privacy policy we explain what data we collect from you and why we collect it. Here you can find information about who receives your personal data, our legal basis for processing personal data, how long we retain it, what your rights are as an individual and other important facts relating to data protection laws.
Personal data that Iceland Writers Retreat collects and how that information is used
2.1. Personal data collected about participants of IWR’s events
2.1.1. Event registration
When you register for one of our events we will collect personal data about you. This data includes your basic information (name, email, phone number and address), any mobility or dietary restrictions, possible extensions, whether you are traveling with a non-participating partner and additional details such as how you discovered IWR and whether you have attended our events before. This is information is used to allow you to register and attend our events and to give you the best experience as possible.
2.1.2. Payments
When you pay the registration fee for our events we will collect your basic information (name, email, phone number and address) and your payment details. This is done in order to process your payment and to keep track of whether the registration fee has been paid.
2.1.3. Cancellations
If for some reason you chose to cancel your attendance to our events, we will have to collect information about your name, email and reasons for cancelling, in order to process your request.
2.1.4. Email communications
In order to communicate with you about anything related to our events we must collect information about your name, email address and the communications that take place.
2.1.5. Photos
When participating in our events we may take photographs of you. These photos might be published on our website for informational use.
2.2. Personal data collected about applicants of IWR’s writing competition and applicants of grants through IWR’s Alumni Award
When you apply to be granted the opportunity to attend our events without paying, either through our short story writing competition or our Alumni Award, you provide us with your personal data. When applying to our writing competition the data we receive includes your basic information (name, email, phone number and address) and your short story. When applying to our Alumni Award we receive your basic information, how much funding you are applying for, whether you have previously applied, how you heard of IWR and the IWR Alumni Award, whether you write primarily in English, why you want to attend, your writing samples, your financial situation, how you will share your experience, your references and confirmation. We collect this data in order to be able to award grants and to determine the rightful receivers of said grants.
2.3. Personal data collected about contributors
Iceland Writers Retreat Alumni Award is funded by contributors who pledge contributions through Karolina Fund. If you support the IWR Alumni Award by donating through Karolina Fund we will receive information about your name, address and amount donated from Karolina Fund.
2.4. Personal data collected about contractors working on behalf of IWR
If you perform work as a contractor for IWR we will receive and collect personal data about you. In order to provide payment for work that has been performed we must collect your basic information (name, address, phone number and social security number), bank details and information about the amount paid. To manage communications all messages via email are stored. Personal data about you is also published on our website. This data includes your name, photo, job experience and education. This is done for informational and promotional purposes.
2.5. Personal data collected for marketing purposes
If you chose to sign up to our mailing list, we will receive information about your first and last name along with your email address. We will use this information to be in touch with you and to provide updates and marketing. If you do not wish to continue to receive marketing from us, click on the ‘Unsubscribe’ link in any email communications.
3. Legal basis for processing personal data
The personal data referred to in sections 2.1.1., 2.1.2. and 2.1.3. as mentioned above is collected on the basis of a contractual relationship that arises when you register for one of our events.
The personal data referred to in sections 2.1.5., 2.2., 2.3., and 2.5 is collected on the basis of your consent.
The data collected in connection to email communications, referred to in section 2.1.4., is collected on the basis of our legitimate interest in being able to communicate with you about our services and events.
The personal data referred to in sections 2.4 is collected on the basis of a performance of a contract regarding payment for work performed, on the basis of legitimate interest regarding email communications and consent regarding personal data published on our website.
4. How long does Iceland Writers Retreat retain your personal data?
IWR retains your personal data only for as long as it is has purpose to do so. When we no longer have any need for the data we will dispose of it through secure and approved measures.
5. Protection of Personal Data
Iceland Writers Retreat takes precautions, including administrative, technical and physical measures, to safeguard your personal data against loss, theft and misuse, as well as against unauthorized access, disclosure, alteration and destruction. We restrict access to personal data to our employees, contractors and agents who need access in order to run the company and plan the events.
6. Personal data transfers outside of the European Economic Area (EEA)
Where your personal data is transferred to a country outside of the EEA, and that country is not subject to an EU adequacy decision, we will ensure your data is protected by appropriate safeguards (e.g., EU-approved standard contractual clauses, a Privacy Shield certification, or a supplier’s Binding Corporate Rules).
7. Your rights
If you have granted your consent for processing certain personal data, you are entitled to withdraw your consent at any time pursuant to data protection laws. However, that right does not affect the legitimacy of the processing of data carried out before you withdrew your consent. You also enjoy other rights, such as the right to access your data, the right to have wrong or misleading information about you rectified, the right to have your personal data deleted, the right to restrict that your personal data will be processed, the right to object and your right to data portability. Please note that some of your rights may be subject to certain conditions.
8. Name and contact details of the controller
Name: Iceland Writers Retreat félag. (ID number: 631122-1910)
Email: [email protected]
9. Right to file a complaint with the Data Protection Authority
If you have any concern that Iceland Writers Retreat handles your personal data legitimately, you have the right to file a complaint with the regulatory authority.