Women Outdoors Terms & Conditions
Our Contract
Your booking and your contract is with Wo. Outdoors Ltd registered number 14986141, (“we”, “us”, the “Company” or “our”). By booking or participating in a trip or event with us you are agreeing to these Terms and Conditions.
Women Outdoors provides adult trips only. You must be at least 18 years of age to make a booking or attend any of our trips.
We only accept well-behaved pets on hikes and weekend trips. If you bring your dog, you are solely responsible for it and make sure it goes on the lead and appropriate times (around livestock, along roads and near cliff edges)
In case you do not comply with the above regulations, you will not be accepted onto the trip and no refund will be due or offered.
Unless stated otherwise, all events are run by Women Outdoors Ltd and by booking or participating in a trip with us you are agreeing to these Terms and Conditions.
We also use third party providers for events, in which case the third party will have their own Terms and Conditions which you will need to agree to before participation.
If you make a booking on behalf of another person, you guarantee that you have the authority and legal capacity to accept and do accept these Terms on behalf of the other person/s and you become the “lead name”. As the lead name for a booking we will only deal with you regarding all correspondence, changes, amendments and cancellations.
Medical conditions and emergency treatment
Your personal safety is of paramount importance to us and therefore you are required to ensure that you are medically fit for the trip you have booked.
You are as well required to advise us before the trip of any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip, including but not limited to, conditions such as asthma, diabetes and allergies. If you have a medical condition that may affect the health or safety of others you are required to contact us before booking your trip
First Aid
All hikes are led by a trained leaders and qualified Outdoor First Aiders.
In the event of a medical emergency arising you consent to the administration of First Aid measures as may be determined necessary by the group leader or any other person present with current First Aid training. You further consent to any medical treatment being administered by the Emergency Services if they deem suitable or necessary.
Personal Statement and Insurance
I understand that by taking part in activities Women Outdoors offer such as hiking, cold water swimming and outdoor activities there is a risk element that I accept. I further confirm that I am medically fit to take part in such activities.
I also assume responsibility of keeping myself safe – such as but not limited to being careful when walking on slippery surfaces or close to electric fences and barbed wire; as well staying away from cliff edges. I declare I will not do anything to put any other person or property at risk.
I understand that when using Women Outdoor content (route planner cards and resources) I am still responsible for my own safety and wellbeing.
For our day hikes and weekend trips we recommend you to take out appropriate insurance. BMC offer suitable policies at surprisingly reasonable rates:
https://www.thebmc.co.uk/modules/insurance/
It is the attendee’s responsibility to have the appropriate travel insurance for our abroad trips. It is compulsory for all guests to have travel insurance.
We advise you not to bring valuables on our trip. All baggage and personal items brought are done so at your own risk and knowing that Women Outdoors do not have insurance for them. We will not be responsible for any loss, damage or accident to any personal property.
The environment
Where possible, please try to car share for meetups, so we can avoid overcrowding in car parks and lower our emissions as a community. Remember to protect our planet, take home what you bring with you and leave no trace. And please familiarise yourself with the Countryside Code. The Countryside Code for visitors is your guide to visiting the countryside. You must follow the signs in the countryside that tell you where you can go and who can use the right of way. You can read more here: https://www.gov.uk/government/publications/the-countryside-code.
Cancellations, Returns & Refunds
Events
Refunds will only be given if the event is cancelled. If you can no longer attend you are more than welcome to sell your ticket to someone else but please let me know if you do emma.winter@womenoutdoorsuk.com
Merchandise
Here at Women Outdoors, we want to make sure you love your order and if for any reason you are not satisfied, we’re here to make things right. As long as you email us at emma.winter@womenoutdoorsuk.com within 30 working days of receiving your order, we’ll provide a solution.
Damaged / Quality Issues
For damaged / quality issues please include a photograph demonstrating the poor quality or print of the item. The most optimal pictures are on a flat surface with the tag and the error clearly displayed. This quick and simple step will help us to provide a speedy solution as well as eliminate errors in future printing.
Returns/Exchanges & Refunds
Women Outdoors will exchange or refund any orders as long as you email us at emma.winter@womenoutdoorsuk.com within 30 working days of receiving your order and the item is returned in the same condition as it was received (return details will be provided in an email to you). Any refunds processed will show back in your bank account within 5 working days of us receiving the item.
Cancellation or Alteration of Events
Women Outdoors reserves the right in any circumstances to cancel any event due to force majeure, unavoidable and extraordinary circumstances, unusual or unforeseen events outside our control, such as, but not limited to, terrorism, natural disasters, epidemics, pandemics, political instability or other external factors. If we cancel or postpone your event for one of these reasons where you are not in breach of these booking conditions you can either move your payment to an event on an alternative date or we can provide you with a refund. We are not responsible for any non-refundable incidental expenses that you may have incurred as a result of your booking.
By booking an event with Women Outdoors you agree to abide by the authority of our event leader. The decisions of the leader are final. If, in the opinion of the leader, your behaviour or physical condition present a risk to the safety, welfare and well-being of yourself or the group as a whole you may be asked to leave the trip without the right to any refund for unused services.
Anyone attending a trip must at all times comply with the laws and regulations applicable in the country visited. Should you commit any illegal act when on the trip, you may be asked to leave the trip without the right to any refund for unused services.
Due to factors outside of our control like bad weather conditions or in regard to other safety reasons, Women Outdoors reserves the right to alter a planned trip agenda or cancel an activity. Changes may be necessary in a variety of areas – the accommodation used, the trip leaders, the itinerary. Such changes are rare but necessary at times and we will endeavour to stick as closely as possible to the original planned details
Transport to and from trips. Where our trips do not include transport, we are not responsible if 3rd party service providers alter or cancel their transport. This can include but is not limited to: flights to or from a destination, trains or buses to or from a trip. If the transport provider that you have chosen to a trip cancels or alters your transport, it is your responsibility to find an alternative, such as another flight to a destination, or taking a bus if the train isn’t operating etc.
Clothing and equipment
For all activities, suitable clothing and equipment is required. This includes but isn’t limited to:
Footwear – sturdy hiking boots ideally waterproof both for water and some of our hikes include mud on rural tracks.
Clothing – warm layers in winter and something lighter for the summer. Waterproof layer in case of rain. No jeans.
As a participant, it is your responsibility to be suitably dressed and equipped for whatever activity you have chosen to do with us. If you are deemed by the event leader to have inadequate clothing for the conditions then you will not be allowed to participate in the event. No refund or partial refund will be given in these circumstances
Photos
You consent to us using images of you or taken by you to put on The Women Outdoors website, Instagram page, LinkedIn, Facebook, page and group for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images.
If you do not wish this to happen please advise us in writing or by confirmed email (where we reply to confirm that the photo/s will not be used) within 10 working days of the trip.
We may ask to reshare any photos you post in the private group, but your permission will be required and respected first.
Privacy policy
We understand your concerns about data and how it is stored and used and are committed to complying with all data protection laws including GDPR. This privacy policy explains how we use your data, what we use it for and who we share it with.
Personal information may be used for any purpose associated with the operation of the event you have booked. The information may be disclosed to agents, service providers or other suppliers as necessary for that trip or as law requires to the emergency services. We will otherwise treat your details with confidentiality.
Applicable Law and Jurisdiction
This contract is governed by English Law and the jurisdiction of the English Courts and you submit to the exclusive jurisdiction of the Courts of England or Wales to settle any dispute.
Types of data that could be collected and processed:
Personal details: Your name or nickname that you have used to book an event.
Address: We may also require your address to post welcome packs or other goodies, this is optional and you can decline at any point.
Sensitive data: On every event we kindly request from you personal information that is more sensitive, such as:
– Full name, date of birth, address, mobile number, medical conditions, medication, allergies, dietary requirements, next of kin contacts – this is only requested and used with your consent – this also applies to anyone else on the same booking when such information is provided.
– Payment details: When you purchase a service from Women Outdoors, your payment is made with the help of a third party agent serving as an intermediary in the process. Some of your data such as your full name and email address will be processed to finalise your booking and may be further used solely for communication purposes relating to the event. Further details about bank payments from you and other details of products and services you have purchased from us are also processed at discretion for the purposes of booking and accounting.
We limit any sensitive personal data we collect to the minimum possible. Unless we have a specific lawful reason to use this information, we will ask for your consent to collect it.
Communication details: Any questions, advice, comments, feedback, complaints provided by you in the process of communication with our staff.
Retention periods:
We will only keep your personal data for as long as necessary to fulfil the purpose we collected it for, including for the purpose of satisfying any legal accounting or reporting requirements.
By law we have to keep basic information about booking and our customers for six years for legal claims and tax purposes.
Sharing personal data:
In order to provide you with our services, we may share your personal information with third parties such as accommodation providers, transport companies, activity providers. All third parties are required to equally respect your privacy and to treat your personal data in accordance with the law.