Terms and Conditions v4.0 – Updated September 2021
This information should be read carefully before booking any course or activity with Woodlife.
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’s bank account of full payment or deposit in section 2 below, a fully completed hard-copy booking form received by Woodlife, 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 .
(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 and the client(s) on the booking form or online booking form and is the sole agreement between those parties.
(d) Woodlife reserves the right to refuse bookings to any party or individual without the need to give reasons solely at Woodlife’s 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 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 course under 16 years old must be accompanied by a person over 18 on any Woodlife course.
Children must be 8 years old or over to attend any Woodlife 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 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 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 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.
Online courses must be paid in full ‘up front.’
Booking though Eventbrite is subject to Eventbrite’s terms and conditions available on their site.
2. Online courses
Woodlife offers online courses. The client pays an amount of money for the course package and receives a username and password. The client is automatically registered and enrolled into the course. The start date of the course is advertised. Enrolment onto any course is valid for 12 months from the advertised start date of the course. Extended enrolment will be considered but only in consulation with Woodlife’s online learning site manager.
If the client hasn’t initially logged on to the course within 3 months of registration, the client will be removed from the course and the payment will be forfeited.
In the unlikley event that the course in no longer available to the client due to technical reasons during the term of the online course, the client will be refunded the cost of the course on a monthly pro rata rate but only if the course is unavailable for a period of 7 days or more.
Woodlife reserves the right to remove the client from the course without recourse where the behaviour of the client in respect of unaccepatable online comments, discriminatory, sexist and racially inflamatory language or behaviour is unacceptable.
Online courses are strictly copyright. Downloading and use by the client is permitted however under no circmestance should the material be used by the client for financial or for their own business benefit.
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.
(d) Cancellation less than 7 days before the commencement of the course will unfortunately result in the forfeiture of all fees.
5. Variation of courses by Woodlife
A Woodlife 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 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 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 to be liable for any losses consequential on such a change and that Woodlife or liability is limited accordingly.
6. Client Conduct
Woodlife clients are expected to behave in a reasonable manner at all times and to comply with the instructions and leadership of Woodlife, save that parents, teachers and those in comparable roles in respect of children must maintain control of those children, to the satisfaction of Woodlife. Woodlife 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 language or 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 will not be liable for any losses as a result and Woodlife is also entitled to any reasonable costs arising from removal of said client(s) payable upon demand.
Woodlife is covered to a level of £5,000,000 for public liability and is insured as an outdoor activity provider. Woodlife 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 practical 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 being at fault and to that extent he/she is taking part in a Woodlife course at his/her own risk. The client also recognises that Woodlife 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 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 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 accepts no responsibility for any mishap during a course from any instruction or information not given by Woodlife appointed guides, mentors, instructors or assistants. Woodlife also takes no responsibility for any mishaps occurring as a result of the client’s failure to follow instructions. Woodlife will only accept liability for physical injury to a client that is shown to result from negligence on the part of Woodlife.
9. Cancellation by Woodlife.
In the event that Woodlife cancels a course, all monies will be refunded in full, or if preferred, transferred as a deposit for another course. Please note that Woodlife may require a minimum number of clients to run a course. Woodlife reserves the right to cancel all and any bookings without reason or notice. Under these unlikely circumstances Woodlife 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 course, the complaint should be made to a representative of Woodlife 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 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.