Terms and Conditions
These Booking Conditions form the basis of Contract between you and Wildfitness. Please read them carefully before you book.
1. Reservations and Deposit
A 50% deposit is required to confirm your booking. The balance needs to be paid 4 weeks before your departure date. If you book less than 4 weeks before departure we will require payment in full within 5 days of your booking otherwise we reserve the rights to cancel.
A contract will exist when the booking is confirmed on our computer system. We reserve the right to refuse a booking without explanation and to refund any deposit made. When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. Following your initial enquiry we will send you an Application Form and soon thereafter a Booking Form and a Consent & Waiver Form. On receipt of these we will reserve a place on your chosen course and send our Confirmation email / invoice which acts as acceptance of your booking subject to payment of the deposit. If you have not received your confirmation email / invoice within 7 days please contact us. It is very important that you check your booking confirmation when you receive it in order to ensure it is correct.
2. Balance Payment
The balance of the cost of your course must be paid 4 weeks before your departure date. If your booking is made within 4 weeks of departure full payment is due at the time of booking. If the balance is not paid in time, we reserve the right to cancel your course and retain the deposit paid.
3. Modifications by you
3.1 Cancellation and Curtailment: any cancellation or curtailment of stay by you during your course or your limited use of the facilities or activities provided on our courses and included in the cost of your course will not give you any right to a refund or credit note from us. In addition, transportation arrangements to certain destinations are secured by group bookings that do not allow us to obtain a refund of unused seats and tickets. Should you decide to extend your stay, you will be required to make a fresh booking with us. The extension of your stay will be subject to availability.
3.2 Alterations: once you have paid your deposit, it may not be possible to change your course dates or to transfer your booking to a third party. You may upgrade your accommodation, subject to availability and paying any additional costs, but there are no refunds if you wish to downgrade your accommodation.
4. Cancellation by you
You, or any member of your party, may cancel your course at any time. Cancellation by email from the person who made the booking or your travel agent on your behalf must be received. The date of receipt of the cancellation notice will be the governing date. Please note that the cancellation of any member of your party may affect the room occupancy, type of room and price for your booking and we reserve the right in this case to transfer the remaining members of your party to alternative accommodation, which may be at a supplement.
Since we incur costs in cancelling your course and will have forgone other bookings the following Cancellation Charges will apply:
If the cancellation is received:
prior to the balance due date i.e. up to 4 weeks prior to departure, we will retain the deposit but you may ask for it to be transferred to another Wildfitness course that is due to start within 12 months of the date of cancellation.
4 – 8 weeks prior to departure, loss of 50% of the total course cost and
0 – 4 weeks prior to departure, loss of 100% of the total course cost.
Please note: if the reason for cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
5. Modifications by Wildfitness
It is unlikely that we will have to make changes to your course, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time.
We may modify the list of activities and facilities included in the course.
Should the type of accommodation that you have booked be unavailable, Wildfitness will upon your return refund, if applicable, any difference in price between the accommodation you have booked and the accommodation you were allocated.
5.1. Minor changes
a) Most of the changes we make will be minor and compensation will not be payable.
b) Other examples of minor changes include change of accommodation to another of the same standard, changes in the staff members running the course to others of similar expertise.
5.2. Major changes
If we make a major change to your course, we will inform you or your travel agent as soon as reasonably possible. When a major change occurs, you will have the choice of either accepting the change of arrangements, accepting an offer of an alternative course of comparable standard from us if available (we will refund you the price difference if the alternative is of lower value), or cancelling your booked course and receiving a full refund of all monies paid.
In all cases where a major change occurs, unless it is due to force majeure, we will pay compensation as below:
If you are informed less than 8 weeks before departure we will give you compensation of £20 per person. If less than 4 weeks before departure the compensation will be £30 per person.
6. Cancellation by Wildfitness
We reserve the right to cancel your course in any circumstance up to 8 weeks before the date of departure. For example, if the minimum number of guests required for a particular course is not reached, we may have to cancel it. In this event we will inform you or your travel agent as soon as practical and you will have the choice of having a Full refund of all monies paid or accepting an offer of an alternative course of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value). This would exclude independent travel arrangements.
We will not cancel your course within 8 weeks of the date of departure unless either compelled to do so by reasons of force majeure or if you have not paid the final balance of your course in accordance with Section 2.
7. Price changes
The prices for Wildfitness courses as shown on the website www.wildfitness.com are subject to change and you will be notified of the correct cost of your course at the time of booking. The price of your course can be varied due to changes such as transportation costs, government action such as changes in VAT or any other government imposed changes.
If any price change means you have to pay an increase of more than 10% of the course price, you will be entitled to cancel your course and receive a full refund of all monies paid, except for any amendment changes. Should you decide to cancel for this reason, you must exercise your right to do this within 14 days from the issue date of your final invoice. Whether you cancel or not you will also be entitled as on the terms set out in respect of major changes in Section 6, to accept an offer of an alternative course if we are able to do so along with relevant compensation.
8. Force Majeure
We regret that we cannot accept liability or pay you compensation where the performance of our contractual obligations is prevented or affected by ‘force majeure’. This means that we will not pay you compensation if we have to cancel or change your course in any way because of unusual or unforeseeable circumstances beyond our control.
In these booking conditions ‘force majeure’ will include (but shall not be limited to) war, threat of war, riot, civil or political unrest, industrial dispute, terrorist activity threatened or actual in its consequences, natural or nuclear disasters, fire, adverse weather conditions, closure of ports or airports, air traffic control delays, technical problems of transport or other circumstances amounting to force majeure.
You are responsible for ensuring that you have a valid passport and appropriate visas and vaccinations to attend the course.
Wildfitness will not be responsible for any theft or damage of personal property. Please ensure your have adequate insurance.
11. Extra Activities
If you wish to book any extra activities, please be aware that Wildfitness cannot accept responsibility for any damages - financial, physical or otherwise - incurred in the undertaking of these activities. Contractual obligation lies directly between yourself and the activity supplier.
12. Complaints and Arbitration
If you have a problem during your course, you are obliged to inform our local staff immediately who will endeavour to rectify the situation whilst you are on the course. If your complaint is not resolved during your stay, please follow this up in writing within 28 days of completion of your course.
You must communicate any complaint to our local staff without delay and complete a report of your complaint while on site. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint and this may affect your rights under this contract.
a) We do our best to provide you with the photographs and illustrations that should give you an impression of the facilities offered. These photographs and illustrations aim to give you an idea of the standard of the facilities, but are not contractually binding.
b) We accept responsibility for ensuring that the course which you book with us is supplied as is described on our website. If any part of your course is not supplied as promised due to the fault of our employees, agents or suppliers, we will pay you appropriate compensation if this has affected the enjoyment of your course.
c) In respect of travel by sea and rail our liability will be limited in the manner provided by the relevant International Convention.
d) Facilities available ‘outside the location’ together with connections arranged on the clients request will remain under the sole responsibility of the outside providers who organised them.
e) If you or any of your party suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your course or an excursion arranged through us, we shall at our discretion, offer advice, guidance and assistance. Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings.
f) The contractual terms of the companies that provide the transportation for your course will apply to this contract. These may contain terms that affect your rights to compensation. You may ask for copies of the relevant conditions of carriage from our offices.
g) The contract is made on the terms of these booking conditions, which are governed by English Law and the jurisdiction of the English Courts.