Terms and Conditions v3.4 – Updated April 2015
This information should be read carefully before booking any course or activity with Woodlife Trails.
Upon completion, submission and acceptance of the booking form the clients/participants named on the booking form will have entered into a binding contract on the basis of the following terms and conditions. Please contact us if you have any questions. The booking form includes receipt by email and acceptance of the online booking form
The person making the booking is classed as the “lead name” in any booking which includes more than one person. Where you are the lead name you guarantee to us that you have the authority to accept (and do accept) these Terms and Conditions (and our Policies) for each person in your party and that you have drawn these Terms and Conditions to their attention. You will be the primary contact with us and will accept any communications/correspondence from us on behalf of your entire party. You must be over 18 to make a booking.
Any agreement based on the outline terms and conditions arises upon the fulfilment of the following:
(a) Receipt and clearance in Woodlife Trails Ltd bank account of full payment or deposit in section 2 below, a fully completed hard-copy booking form received by Woodlife Trails, or receipt by email of an online booking form booked through Woodlife website; a fully completed Emergency Contact and Health Declaration form and acceptance of this by Woodlife Trails .
(b) That the signature on the booking form or the person named on the online booking form is taken as the client attending the course or by a legally recognised agent of the client for and on their behalf. The agreement is governed by English Law. The email received by Woodlife via the online booking form may be taken as evidence of this agreement.
(c) The agreement is between Woodlife Trails and the client(s) on the booking form or online booking form and is the sole agreement between those parties.
(d) Woodlife Trails reserves the right to refuse bookings to any party or individual without the need to give reasons solely at Woodlife Trails discretion and we will return any payment accompanying the booking form or refund any payment is made online.
(e) No variation of these terms & conditions shall be applicable unless agreed in writing by Woodlife Trails before the relevant course.
1a. Age conditions
The client must be must be 18 years old or over to make a booking.
Persons attending a Woodlife Trails course under 16 years old must be accompanied by a person over 18 on any Woodlife Trails course.
Children must be 8 years old or over to attend any Woodlife Trails course especially for overnight courses and must be accompanied as the preceding paragraph.
Exceptions to these ages may be made; but only after contact with and with the express consent of Woodlife Trails. Any Woodlife Trails Staff member, Instructor/Guide or Assistant has the right to refuse entry onto the site if he or she suspects that a person is breaking any age condition.
Adults are responsible for the behaviour of children at all times. This is a safety pre-requisite. Any Woodlife Trails Guide, Instructor or Assistant may request that behaviour be moderated (see para 6).
Where an online booking has been made, if no payment (deposit or full payment) has been received within 7 days of receipt of the on-line booking form, Woodlife Trails reserves the right to treat the agreement as cancelled by the client(s) without notification to the client(s).
A deposit (normally £25-00) will secure a place on a Woodlife Trails course subject to availability and these Terms and Conditions.
The balance of the fees as specified on the confirmation of booking (emailed to the client) must be paid in full by the date specified on the confirmation of booking form, or if no date is specified, no later than 14 working days before the commencement of the course. If not so paid, Woodlife Trails reserves the right to treat the agreement as cancelled by the client(s) pursuant to paragraph 4 below. A booking made within 3 weeks of course commencement must be accompanied by payment in full.
2a. Gift vouchers
Occasionally, Woodlife Trails will offer special offers and Gift Vouchers. The Gift Vouchers are available to purchase on payment of a deposit. The gift voucher will be sent to the purchaser if requested, or a voucher code may be emailed. The gift voucher will not be valid unless:
(a) a serial number is present on the voucher;
(b) a payment of the balance for a course or event has been received in full and;
(c) a booking form has been received from the person to whom the voucher is made out. The booking form must state the voucher code or serial number of the Gift voucher
The voucher is valid only for the course or event stated unless special arrangements has been made with Woodlife Trails and valid only until the date stated. The voucher is not transferable.
2b. Book A Course – Bring A Friend (BACBAF)
This scheme is run occasionally by Woodlife Trails.
On receipt of the client’s booking form (accompanied by a deposit) the client, after entering the correct voucher code, may introduce a second person (herinafter named the “friend”) to attend the course at nil cost. The “friend” must meet all the requirements set out in these terms and conditions and additionally meet all the requirements for the particular course. The client is responsible for the “friend” on the course and must ensure that the “friend” has all the appropriate clothing and equipment to attend the course as detailed in the suggested course kit list.
The Client is also responsible for ensuring that the “friend” has registered for the appropriate course and has submitted the required Emergency details.
2c. Show Offers
This scheme is run occasionally by Woodlife Trails.
The client pays an amount of money for a course package (normally the deposit amount) and receives a tracker pack containing a card with a voucher code. On some occasions an additional discount off the total price of the course is applied.
Paying the deposit and receiving the pack does not entitle or guarantee the client a place on any Woodlife Trails course. The client must book on the course by registering for the course in question and entering the correct code on the on-line registration form. The client is advised to do this soon otherwise the course may be full for a particular date.
The deposit is non-refundable if the client decides not to register for the course or there are no appropriate dates available.
The voucher code is valid for a period of 12 months only.
2d. Tracker package
This scheme is run occasionally by Woodlife Trails.
The client may register for the Tracker package which is the 3 weekend tracker courses (Immersion, Woodland and Forest Tracker.) A discount may be applied.
The courses must be completed within the seasonal year (Spring and Autumn or vice versa) but in any combination.
For example Immersion & Woodland tracker in spring and Forest tracker the following autumn or Immersion in the autumn and Woodland and Forest tracker courses the following spring. The tracker courses are normally run in April and October.
A deposit of 20% deposit is required on registration with the balance to be paid within 3 weeks after booking is accepted.
The deposit and the balance once paid is non-refundable.
Whilst every effort is made to limit prices to those given on the website or marketing material, Woodlife Trails reserves the right to alter prices should its costs in hosting a course increase for reasons beyond its reasonable control (including, without limitation, the cost of labour, transport and materials).
In the event that a price is altered the client(s) will be notified as soon as reasonably possible and the balance of the altered price will be payable on the same terms as was the original price.
In the event of the price being thus increased by 15% or more the client may opt to cancel the booking and will then be entitled to a refund of all monies paid.
4. Cancellation by client
If the booking is cancelled by the client for any reason the following charges will be applied:
(a) Cancellation more than 6 weeks before the commencement of the course, will result in the deposit being retained but can be transferred to another course (subject to availability).
(b) Cancellation 2-6 weeks before course commencement will lead to the loss of the deposit.
(c) Cancellation less than 10 days before course commencement will result in 50% of the course fee being payable.
5. Variation of courses by Woodlife Trails
A Woodlife Trails course or session is, by its very nature, subject to natural variables and whilst every reasonable effort is made to comply with course content, Woodlife Trails reserves the right to vary or modify a course itinerary at short notice in order to take advantage of naturally prevailing conditions. The client acknowledges that information about courses or sessions provided by Woodlife Trails is given to the best of our ability but because of the variability of nature it may be reasonable to alter or modify a course and that in such circumstances it is not reasonable for Woodlife Trails to be liable for any losses consequential on such a change and that Woodlife Trails or liability is limited accordingly.
6. Client Conduct
Woodlife Trails clients are expected to behave in a reasonable manner at all times and to comply with the instructions and leadership of Woodlife Trails, save that parents, teachers and those in comparable roles in respect of children must maintain control of those children, to the satisfaction of Woodlife Trails. Woodlife Trails reserves the right to remove any client(s) from the course or session at the discretion of the lead guide or instructor without recourse to repayment for that course and against the client(s) will if necessary.
Circumstances that may warrant exclusion from a course include (without limitation): intoxication, use of recreational drugs, abusive or inappropriate behaviour, inappropriate or unsafe use of equipment, inability to meet the rigours of the course for physical or mental reasons, or through lack of appropriate equipment. If you are in any doubt about your ability to meet the rigours of the course, please contact your GP before booking. For removal of any party under such conditions, Woodlife Trails will not be liable for any losses as a result and Woodlife Trails is also entitled to any reasonable costs arising from removal of said client(s) payable upon demand.
Woodlife Trails Ltd is covered to a level of £5,000,000 for public liability and is insured as an outdoor activity provider. Woodlife Trails clients are advised to provide their own personal insurance cover. Please take note of conditions in your policy with regard to “hazardous activities” and “working with hand tools”.
Woodlife Trails courses take place in the outdoors, which by its nature is never free from hazard. While all reasonable precautions are taken to minimise the risk the client accepts that accidents including serious injury and death can occur without Woodlife Trails being at fault and to that extent he/she is taking part in a Woodlife Trails course at his/her own risk. The client also recognises that Woodlife Trails is not responsible for loss or damage to the personal property of the client, including vehicles, money, clothing and or equipment.
The client also recognises attendance of a Woodlife Trails course in no way qualifies him/her to teach the course content. It is not intended that any instructions provided to any client(s) while on a course will in any way qualify those client(s) to instruct any third party & no warranty is made to that effect. Woodlife Trails hereby excludes any liability it might have to any third party in respect of any loss or damage suffered or incurred by that third party in its reliance on any skills taught by any client(s) on the basis of having attended any Woodlife Trails courses or sessions.
Woodlife Trails accepts no responsibility for any mishap during a course from any instruction or information not given by Woodlife Trails appointed guides, instructors or assistants. Woodlife Trails also takes no responsibility for any mishaps occurring as a result of the client’s failure to follow instructions. Woodlife Trails will only accept liability for physical injury to a client that is shown to result from negligence on the part of Woodlife Trails.
9. Cancellation by Woodlife Trails.
In the event that Woodlife Trails cancels a course, all monies will be refunded in full, or if preferred, transferred as a deposit for another course. Please note that Woodlife Trails may require a minimum number of clients to run a course. Woodlife Trails reserves the right to cancel all and any bookings without reason or notice. Under these unlikely circumstances Woodlife Trails agrees to repay in full all and any deposits of course fees to the client.
Please note: The National Trust will restrict access to Hatfield Forest if wind speeds reach in excess of 40mph. It should be recognised that this may occur at short notice. We will notify you if this occurs. You have the option to attend the next available course or receive a full refund.
In the unlikely event that a client has cause for complaint about a Woodlife Trails course, the complaint should be made to a representative of Woodlife Trails during the event in order that corrective action can be taken if necessary. The client acknowledges that it is unreasonable not to raise an issue during a course but to complain later. If the complaint is about a member of staff then please contact the office and we shall inform you of the complaints procedure and take the necessary action. Any complaint must be made immediately. Woodlife Trails will not accept a complaint after the end of the course. However should the problem not be resolved satisfactorily, a complaint should be made in writing within 28 days or this complaint will not be upheld.