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Terms and Conditions

In the following terms and conditions, the term ‘customer’ applies to the school or group who are applying for the service and will be paying for it. The term ‘provider’ refers to Daws Hall Trust or any other outdoor instructor working on behalf of the Daws Hall Trust, whether at Daws Hall, within the school grounds or at another suitable third party side (such as local woodland). The term ‘course’ refers to any service offered by the provider such as educational sessions on the site, a Forest School programme or a one off visit and workshop on the school grounds.

  1. Fees and Booking Process

1.1          All fees are quoted without VAT. (Note, generally educational courses do not attract VAT).

1.2          Bookings are only confirmed on submitting a completed booking form and non-refundable deposit (minimum of £50.00).

1.3          The final balance must be settled no later than 8 weeks prior to the course start date.

1.4          Late bookings (made within 8 weeks of the course start date) must be paid in full to confirm the booking.

1.5          If the booking is for work within a school grounds or Forest School site, an invoice for the final balance will be submitted immediately following the course.

1.6          Cheques should be made payable to Daws Hall Trust, alternatively payment may be made by BACS to:

                Daws Hall Trust, NatWest Bank PLC, a/c no. 48676551, Sort code: 60-21-03.

  1. Amendments by the Customer

2.1        Any changes to the booking confirmation may be subject to an additional administrative charge.

2.2          Substitution of the original customer for another can be made, provided the course is appropriate for the substituting customer and two weeks’ notice is given.

2.3          A customer may apply, in writing to change course dates up to two weeks before the booking date. If no mutually agreeable alternative date can be found, the customer is liable for the full fee if within four weeks before the course start date.

3.            Cancellation by Customer

3.1        All cancellations must be in writing and with the agreement of the provider.

3.2          Deposits are non-refundable.

3.3          The full course fee is due where cancellation takes place less than 4 weeks before the course start date and no substitution is made.

3.3          The date of cancellation is calculated as the day of receipt of written advice.

4.            Cancellation by the Provider

4.1          Whilst every attempt is made to ensure that courses run as agreed, the provider reserves the right to alter or cancel any activities where this is deemed necessary. Such as dangerous or unsuitable weather conditions. For example, a session may be cancelled on the day of the activity in the event of an electrical storm or dangerously high winds.

4.2          Where in unforeseen circumstances the provider is not available to lead the course, every attempt will be made to arrange a suitable alternative provider. If this is not possible the course may be cancelled or postponed.

4.3          In the event of a cancellation, the customer will be offered a suitable alternative if available, or a refund of the full course fee.

5.            Health & Safety

5.1          Groups should ensure the number of accompanying staff is enough to comply with their organisation’s Educational Visits guidelines / Codes of Practice.

5.2          Groups should contact the provider to discuss appropriate staff ratios for the related course.

5.3          The customer must provide on request all relevant information about the group, including information on additional needs, behavioural issues, and any relevant medical conditions.

5.4          Group must ensure that young people with existing medical conditions bring and have available relevant medication as appropriate. Administration of such medication is the responsibility of group leaders and helpers.

5.5          The provider is covered by public liability insurance as attached. The sites selected by the provider will also have public liability insurance (such as the Daws Hall Trust at Daws Hall) but the customer should check their own insurance.

5.6          The provider reserves the right to exclude any young person before or during course should important personal details have not been fully declared, or his/her behaviour is deemed inappropriate and/or incompatible with the enjoyment and wellbeing of others.

6.            Data Protection and Privacy Policy

6.1          Please refer to our privacy policy which is available from our website or contact the office if you would like to receive a copy by post.

7.            Photography

7.1          Photographs and video recordings are sometimes taken during courses. These may later be used for promotional material or evaluation. The customer should notify the provider prior to the date of the activities where photographs or video recordings must not be taken of group members or groups.

8.            Complaints Procedure

8.1.         If any issues arise before, during or after the course it is essential that the customer alerts the provider as soon as possible. The provider will make every effort to correct the issue as soon as possible. In the unlikely event that the matter remains unresolved, please write to us immediately after your course and we will do our utmost to find a satisfactory solution.

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