Cancellation Policy

Payment and Refunds

If you need to cancel:

If you cancel more than 4 weeks before the date of the walk or experience I will offer you a refund minus your deposit. *Not all trips require a deposit. If your booking did not require a deposit then you will receive a full refund.

If you cancel within 4 weeks of the date of a walk or experience I recommend that you try to resell/pass on your ticket yourself. If you resell/pass on please let me know who will be attending in your place. You may contact me to check if there is anyone on the waiting list who could take your place. If there is, I will offer you a partial refund minus an admin fee and deposit.

For trips involving an overnight stay, a deposit is required at the time of booking and this is non refundable and non transferable. If you do not make full payment for the trip by the deadline advertised on that event page, your booking will be cancelled and your deposit paid will not be refunded.

Your space is only confirmed for a trip once we have received full payment for the trip. Selling your space is permitted at our discretion and you are not permitted to advertise a space at a price different from the amount you've paid. If somebody does wish to buy your space you will need to liaise with them directly and email us when you have received the payment from the buyer to inform us. Spaces on overnight trips can only be bought by other women (including trans women) or non-binary people.

Cancellation and Alteration of Events

If we need to cancel:

Due to factors outside of our control like bad weather conditions or in regard to other safety reasons, Heartlands and Wild Edges 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

The majority of the walks and experiences on offer will go ahead come rain or shine. However, if there are strong winds or storm warnings so that the conditions are dangerous or deeply unpleasant, then we may need to postpone to ensure everyone’s safety. We will let you know 12-24 hours pre-walk.

If we have to postpone due to the weather, we will send you a credit note to use towards another walk or experience within one year of the date of postponement.

Heartlands and Wild Edges 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 Heartlands and Wild Edges 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.

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 taking a bus if the train isn't operating etc

Risk Policy

Please note, all walks and activities are undertaken at your own risk. Heartlands and Wild Edges accepts no liability for accidents or incidents.

Contract

Your booking and your contract is with Heartlands and Wild Edges. By booking or participating in a trip or event with us you are agreeing to these Terms and Conditions

Heartlands and Wild Edges provides adult trips only. You must be at least 18 years of age to make a booking or attend any of our trips. 

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 also 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, heart conditions 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 qualified hike 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 Heartlands and Wild Edges 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.

For our weekend trips and longer costal pilgrimages we recommend you to take out appropriate insurance. BMC offer suitable policies at surprisingly reasonable rates:

https://www.thebmc.co.uk/modules/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 Heartlands and Wild Edges do not have insurance for them. We will not be responsible for any loss, damage or accident to any personal property.

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 mud on rural tracks.

Clothing - warm layers in winter and something lighter for the summer. Waterproof layer in case of rain.

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 and put on Heartland and Wild Edges website, Instagram page, Facebook page and WhatsApp 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

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

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 Heartlands and Wild Edges, 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.