Cancellation and Rescheduling
At Wood-Sage Outdoor Education we will do our best to accommodate rescheduling, however cancellation charges do apply.
Your booking usually prevents others from booking at a specific time on a specific date and is therefore subject to a recognised cancellation policy for sporting activity bookings, which is in line with Regulation 6 within the Distance Selling Regulations issued by the Office of Fair Trading.

This means that, once the booking is in place, your right to cancel without penalty ends:
– Booking taken: Loss of deposit
– More than 31 days prior to booked date: Full refund less deposit.
– 31 days or less prior to booked date: No refund / full payment is due.

Unless otherwise stated in writing, the deposit is £50.
Our accepted date of cancellation is when your written cancellation is acknowledged in writing by us.
The 31 day rule includes weekends and bank holidays.
Any reduction in numbers must also be in writing and acknowledged in writing by us to be considered valid.
Any changes in participant numbers are subject to the same cancellation charges as stated above.
Verbal changes and cancellations are not accepted in any circumstances.
To reschedule or cancel a booking, you must email simon@wood-sage.co.uk.

Child Protection and Safeguarding Policy
A responsible adult always remain with children whilst at Wood-Sage Outdoor Education.
It is our aim to provide protection for the children and young people who receive our services.
Our staff are provided with training on the procedures they should adopt if they suspect a child or young person may be experiencing or be at risk of harm. This policy applies to all staff and anyone working on our behalf.
We will endeavour to safeguard children and young people by:
– Valuing them, listening to them and respecting them.
– Adopting child protection guidelines through procedures and a code of conduct for staff and volunteers.
– Recruiting staff safely, ensuring all necessary checks are made.
– Sharing information about child protection and good practice with children, parents, and staff.
– Sharing information about concerns with agencies who need to know, and involving parents and children appropriately.
– Providing effective management for staff through supervision, support and training.

Refunds
Should you be deemed eligible for a refund, the absolute maximum amount this will be is the monies you have paid to us and will not extend to consequential loss or claimed inconvenience or stress howsoever caused. No exceptions are made in this regard.
If you have taken part in any activity during the booked event in question, regardless of the circumstances or conditions under which you took part, then this will negate any refund claim.

Statutory Rights
Your statutory rights are not affected.

Exclusion From Venue
Wood-Sage Outdoor Education has the right, at all times, to refuse participants access to the booked activity at any stage of the booking and remove them from their venue if in their opinion the participants are:
– Under the permitted age.
– Are unfit to take part in the activity because of physical or mental impairment.
– Are under the influence of alcohol or drugs.
– Have arrived too late to take part in the pre-activity briefing.
– Consider them to be a danger to themselves, other participants or members of staff.
– Are displaying aggressive and abusive behaviour (verbal or physical)

If any of these occurrences apply, the booking will have been deemed to have been cancelled and cancellation charges will apply. There are no exceptions.

Personal Safety / Health Requirements
– Whilst all our activities are as safe as they can be given their inherent physical dangers, it MUST be understood that all safety instructions, directions, warnings and all other instructions must be followed at all times during your time at the venue.
– You must listen carefully to all safety instructions and ensure you are wearing any safety equipment or clothing properly.
– If you are unable to wear any of the provided safety equipment, you may not be able to undertake the activity.
– If in any doubt you must seek further guidance and help from the activity provider immediately.
– You must not attempt to go beyond your capabilities or engage in risky or daring behaviour other than what is involved in the activity itself.
– It is a given that you undertake the activity with the full understanding of the risks involved and accept responsibility for your own safety together with that of any minors for whom you have responsibility.
– If you are in any doubt about the suitability of the activity for you, you must check with your GP prior to making any booking.
– You will be asked to sign a disclaimer before taking part in many activities to say you are mentally and medically fit and well.
– If you refuse to sign a disclaimer at the venue you will not be able to take part and such an action will be treated as a cancellation.
– The Activity Disclaimer / Acceptance of Risk and Associated T&Cs may be updated at any point without notice prior to your booking.

Trademarks & Brand Name
Our brand is well known within the UK and has acquired both registered and unregistered in its trademarks, domain names and logos.
No one may use our names, trademarks, domain names or logos for any purpose without our express written permission.
Any unlawful use of our brands will be dealt with by law.

Our Terms
All bookings will be subject to these same terms and conditions without exception. All customers will have deemed to have made themselves aware of these Terms & Conditions and will have accepted them in their entirety and without exception as part of their booking with us.
No verbal or other communication overrides these terms and conditions in any respect whatsoever.
All of the provisions, clauses and paragraphs in these Terms and Conditions should be read and construed independently of each other. If any provision, clause or paragraph in these Terms of Business is held to be invalid or unenforceable such provision, clause or paragraph will be struck out and the remaining provisions, clauses and paragraphs will remain in force.

Force Majeure
Wood-Sage Outdoor Education will not be liable for any delay or failure to carry out any of its rights, duties and responsibilities under these Terms and Conditions if the delay or failure is caused by circumstances outside of the control of Wood-Sage Outdoor Education, including, but not limited to:
– Acts of god
– War
– Civil disorder or industrial dispute.

Jurisdiction
Failure by Wood-Sage Outdoor Education to enforce any of its rights under these Terms of Business is not to be regarded as a waiver of those rights unless the waiver is confirmed in writing.
If Wood-Sage Outdoor Education decides to waive any of its rights under these Terms of Business, this will not inhibit this Company from enforcing those rights at any or all times in the future.

Privacy Policy
Our contact details:

Phone Number: 07504481607
Email: Simon@wood-sage.co.uk

The type of personal information we collect
We collect and process the following information:
– Full name.
– Contact details including email address, telephone number and postal address.
– Age and date of birth.
– Medical information relevant for undertaking our activities.
– Signature.
– Payment details, financial information and transaction details.
– Videos and photographs of you.
– Automatically generated user identifiers.
– Website usage data including device information and how you have interacted with our website.

How we get the personal information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
– Making an enquiry or booking.
– Completing an activity disclaimer.
– Completing other paperwork.

We also receive personal information indirectly, from the following sources in the following scenarios:
– Third-party service providers such as Google, Facebook, Instagram and Twitter when you interact with our listings on third-party platforms.
– Booking partners who make a booking with us on your behalf.
– A customer providing your details to be used as an emergency contact
– Payment processors which handle financial transactions on our behalf.

How we use your personal information and why we have it
We use the information that in order to:
– Respond to queries, enquiries, feedback, complaints and disputes.
– Verify your identity when you query or change a booking.
– Notify you of changes or information relevant to your booking.
– Send you promotional emails about products, services and offers we think might be relevant to you (with your consent).
– Contact you in the event of an emergency.
– Process financial transactions.
– Fulfil your booking or contract.
– Provide you with pictures and videos of yourself undertaking activities.
– Maintain the security of our employees, premises and equipment.
– Improve the products and services we provide.

We may share this information with:
– Digital service providers who provide website hosting, booking management, email inboxes, file storage, marketing services, financial transaction services, security and fraud prevention.
– Professional advisers including accountants, financial advisers, insurance providers and legal experts.
– Booking partners.
– Other third parties when authorised or required by law.

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:
– Your consent. You are able to remove your consent at any time. You can do this by contacting us.
– We have a contractual obligation.
– We have a legal obligation.
– We have a legitimate interest.

How we store your personal information
– Your information is securely stored.
– We keep your information until we no longer need to retain it or are required to retain it for legal or regulatory purposes. We will then dispose your information by deleting digital files and either shredding or burning physical copies of data.

Your data protection rights
Under data protection law, you have rights including:
– Your right of access – You have the right to ask us for copies of your personal information.
– Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
– Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
– Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
– Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
– Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us if you wish to make a request.

How to complain:
If you have any concerns about our use of your personal information, you can make a complaint to us.

You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: www.ico.org.uk