Terms & Conditions

Terms and Conditions

The following booking conditions, together with all information relating to your chosen activity contained in our Adventure proposal to you, form the basis of your contract with Pied A Terre Adventures Limited trading as Pied A Terre Adventures. Please read them carefully as they set out our respective rights and obligations.

1 Booking and payment

 

Where applicable, please complete a booking form and either email it to us at mytime@patadventures.com or post it to Pied A Terre Adventures, 5a Glynde Place, Horsham, West Sussex, RH12 1NZ, United Kingdom with full payment for a course and experience booking, a deposit of 35% of the total cost for certain activities such as our walking holidays or if the booking is being made within six weeks of commencement of the activity (for corporate bookings please call us to discuss terms).

Payments may be made online or via BACS or cheque (made payable to ‘Pied A Terre Adventures’ – NB that payment by cheque incurs a fee due to bank charges).

On receipt of your booking and payment, we will send you an acknowledgement of your booking and an invoice for the balance if applicable. The date on which the final balance of your activity is due is shown on the invoice. If the balance is not paid in time we reserve the right to cancel your activity, retain your deposit and apply a late payment fee of £35 per person to cover the extra administrative costs of rebooking your activity. Late payment will also delay your adventure pack or course details.

Your Adventure Pack or Joining Instructions will be sent to you no later that one week before the start of your activity (or straight away if booking is made less than a week before).

2 If you change your booking

 

In the case of our courses and experiences, if you wish to make any changes to your booking prior to the booked date we will do our utmost to help, subject to availability and an administrative charge of £35 per person. In regards to our walking holidays, alterations made after the final payment date will be treated as a cancellation of the original activity and a new booking for a different activity. The charges set out in paragraph 3 will apply. Any alterations you wish to make to your booking must be notified to us in writing and be signed by the person who signed the booking form.

3 If you cancel your booking

 

Should you or any member of your party be forced to cancel your booking, you must do so in writing and this letter must be signed by the person who made the original booking. Your letter of cancellation must be sent to us by post or email. The cancellation will take effect from the date that such written notice is received in this office. For a cancellation received more than 6 weeks before the start date of the activity an administration charge of £35 will be forfeit (or the deposit payment in terms of our walking holidays), whilst any other payment towards the cost of the activity will be refunded.  For later cancellations any payment towards the activity will be refunded less the following charges:

The customer will be charged on the following basis:

• 50% of the total fee where cancellation takes place less than 6 weeks but more than 4 weeks before the booked date; or
• 75% of the total fee where cancellation takes place less than 4 weeks but more than 2 weeks before the booked date; or
• 100% of the total fee where cancellation takes place within the period of 2 weeks before the commencement date of the booked date; or
• 100% of the total fee where cancellation takes place on or after the booked date.

NB Registration fees for charity events are non-refundable, so are exempt to the above terms.

4 Travel Insurance

 

You must protect yourself, your equipment and luggage with a suitable activity insurance policy. This insurance should also be arranged to cover non-returnable costs should you have to cancel your trip due to unexpected personal circumstances.

 

5 Adventure Proposal accuracy

 

The information given in our Adventure Proposal has been carefully checked and we believe that it is correct at the time of publication. We reserve the right to make changes and, should this occur, you will be advised before the booking contract is concluded. The prices shown include VAT. Should VAT rise above 20% the prices shown may alter.

If there are any changes to the published prices, these will be confirmed at the time of booking.

6 Changes or cancellation by us

 

Very occasionally we have to make changes to an activity after a booking has been confirmed or cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations we must reserve the right to do so. Whilst every attempt is made to ensure that courses/activities actually run, the company will notify the customer of cancellation as soon as practicable where it believes on reasonable grounds that cancellation is necessary due to dangerous and/or unsuitable conditions for the course/activity.

The company shall notify the customer of cancellation not less than 3 days prior to the commencement of the course where numbers as a result of either customer(s) cancellation or booked numbers have failed to reach a workable minimum.

In the event of cancellation by us customers will be offered the choice of the following options: –

• Full refund of the fee paid; or
• Another booking on a different date.

We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation. No compensation will be payable if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel, such as paying on time.

7 Force majeure

 

We regret we cannot accept any liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by, or you otherwise suffer any damage or loss as a result of force majeure. Force majeure means any event which we, or the supplier of the service(s) in question, could not, even with all due care, foresee or avoid. Such events include war or threat of war, riots, civil strife, terrorist activities, industrial disputes, fire, natural or nuclear disasters, adverse weather conditions and all similar events outside our control.

8 Our responsibility

 

We will accept responsibility if any death, personal injury, failure or deficiency of your activity arrangements is caused by negligence or omissions by us, or our agents or suppliers. We will not be responsible for any injury, illness, death, loss, damage, expense, cost or other sum or claim of any description whatsoever which results from the fault of the person(s) affected, or any member(s) of their party, or results from an event or circumstance which we or the supplier of the service(s) in question could not have predicted or avoided even after taking all reasonable care. We cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which you, your establishment or any other supplier agrees to provide for you where the services or facilities are not included within the Adventure Proposal and we have not agreed to arrange them. The maximum liability for any damages other than for personal injury or illness will be limited to the price paid for the activity.

 

9 Health

 

Customers participating in courses/activities must expect to be involved in adventurous and sometimes strenuous activities. Although prior experience and/or training is not necessary on all the courses/activities customers are expected to be of good general health. The medical section must be completed as part of the booking process. All prior injuries and/or serious illnesses must be declared. Any injury or illness occurring between the time of the declaration and the commencement of the activity must be reported. The customer must satisfy him/herself that taking part in the activity is within his/her own capabilities. The company reserves the right to refuse a booking on medical grounds if it is considered to be detrimental to the safety and smooth running of the activity.

 

10 Your responsibilities

 

It is your responsibility to ensure that you are physically fit, adequately experienced, suitably equipped for your activity and aware of the risks involved in an outdoor activity. Although Pied A Terre Adventures will ensure the activity is as safe as possible you must accept that the sole responsibility for your personal safety remains with you. In the interests of safety you must undertake to follow the advice of our staff, in the information or route notes provided, as well as that provided by anybody on our behalf, heed any warning or advisory notices encountered on your activity, follow the Countryside Code and act sensibly and prudently at all times.

COVID-19

With regards to COVID-19, we ask all our guests to be responsible and take precautions before attending.  For the time being we will continue to keep some of our measures in place;

• Guests are welcome to wear a face mask if desired
• We ask guests to notify us if they are symptomatic and take a Lateral flow test if possible
• We will continue our ‘No Worries’ booking policy if you are unable to attend due to a positive COVID test (proof is required). In this case you will be able to re-book onto a future date at no additional cost. 

11 Photographs

 

From time to time photographs taken on Pied A Terre Adventures activities may appear in Pied A Terre Adventures brochures and promotional material. If you do not wish for your image to be used you must inform Pied A Terre Adventures, in writing, at the time of agreeing to these terms.

12 Data Protection

 

The personal information requested by the company at the time of booking plus any subsequent information is held in its original form and on computer. The information is required to assist the company, employees, agents and sub-contractors to deliver the course or activity and in maintaining the company’s high standards of delivery. By providing us with the information to process your booking you are agreeing that the information can be retained for a determined period and accessed by authorised company personnel. The option to receive future marketing and news communications is detailed on the booking form and if selected will be used to advise you of news and future offers either by post or email. If you do not wish to receive future mailings at any point please advise us. You can unsubscribe at any time. We do not sell your details on to any third parties.

The personal data we hold will vary depending on our specific relationship with you, and may include:

• Biographical information including your name, gender and date of birth.
• Contact details (which we will update when notified)
• Professional activity and employment.
• Interests and extra-curricular activities
• Attendance at relevant events.
• Volunteering and mentoring activity.
• Record of your communication preferences.
• Personal data provided by you for a specific purpose (e.g. disability, health or dietary preferences for event management purposes).

Your privacy is extremely important to us, and we take our responsibility surrounding the security of your data very seriously. For the most part, your data will remain within our organisation and will be processed by appropriate individuals only.

For some of our courses we need to share your information with third parties, such as relevant authorities (e.g. NNAS, MTA and our other governing bodies).  Occasionally we will also share some of your details with a mailing house when sending bulk communications through the post or email (e.g. by using MailChimp to send our electronic newsletter). We regularly monitor the suppliers that we use and ensure that they comply with GDPR regulations and the EU-US Privacy Shield Framework.

You have certain legal rights to control what we do with your information. This includes the right to get access to your personal information, to request us to correct or update information, to object to or request that we restrict processing your information in certain circumstances and to object to direct marketing.

13 Complaints and problems

 

In the unlikely event that you have any reason to complain or experience any problems with your activity, you must contact our office immediately and we will do our best to resolve the problem straight away.

Should it not be possible to resolve your complaint immediately, you should write to us, giving full details, within 14 days of the activity’s conclusion.

Complaints received after this date can be very difficult to investigate.

14 Jurisdiction

 

All matters arising from your contract with us are governed by English Law and are subject to the jurisdiction of the courts of England and Wales.