Terms & Conditions

All clients must have read and understood the Participation Statement above. Participants must follow all instructions given to you by White Water Adventure Academy staff. Instructions will always be given for a reason, such as to aid your enjoyment or to promote your safety. Failure to listen to instructions can result in participants being asked to leave an activity. Your coach/guide reserves the right to expel a participant or cancel a session at any time if they suspect the activity is becoming or has the potential to become unsafe. Reasons for this include but are not limited to: Unruly behaviour or suspected alcohol or substance abuse; or if the medical, psychological or physical condition of a participant is considered by the coach/guide to make their participation in the chosen activity unsafe. Where possible an alternative activity/solution will be offered to solve the problem if it is reasonable to do so. Please report any suspected injury or negative experience to your coach/guide at the earliest convenience, ideally before you depart after an activity. This is so that we can record it and continue to work towards making all activities as safe and enjoyable as possible.

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Disclosure of medical conditions and additional needs: 

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We endeavour to make our activities as inclusive as possible; to help us provide the best experience for all involved, it is advantageous for us to know in advance of the activity. Any medical conditions or injuries must be reported at the time of booking, and any changes to these between booking and the activity should be declared before the start of the activity. These conditions include (but are not limited to) heart conditions, breathing issues, joint problems, vision issues, allergies, asthma, spine/back pain, dizziness and any pre-existing or recent injuries/conditions. We understand there can be a hesitation to disclose this information as it can be seen as though it might impact our decision to allow you to take part, however this is extremely rare and with prior notice, we are usually able to make adjustments ahead of time.

People with disabilities or additional needs are very welcome on our activities, but these should be declared at the time of booking, so that, if necessary, we can engage in a discussion on any additional preparations that might be required.

 

Service limitations:

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White Water Adventure Academy offer outdoor skills coaching and guiding service only. If our service is booked by an individual, club or business, it must be understood that our agreement will be limited to the provision of this specific service alone, and that any incidental extras that the client pays for such as parking, food, facility fees for our chosen venue, or any other, are not included in the price for the paid for service. 

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Media and photography:

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During activities, images and videos may be taken by staff and other participants. These images and videos will be shared with the individuals who attended the course. They may also be used for marketing and promotional purposes, including but not limited to use on our website, social media pages, or other promotional content.  If a participant does not wish to appear in photographs or videos, they must inform their coach on the day of the activity. We will always respect such requests and take reasonable steps to ensure that individual is not included in media capture. If a participant later wishes for any image or video of themselves used by White Water Adventure Academy to be removed from our marketing platforms, they may contact us to request its removal. Upon receiving such a request, we will take reasonable steps to remove the material as soon as practicable.

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Data Protection and Privacy:

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White Water Adventure Academy collects and processes personal information including:

• Contact details

• Next of kin information

• Medical information and relevant health disclosures

• Relevant previous experience and goals

 

Medical information is collected solely for the purpose of ensuring participant safety. All personal data is stored securely within our database and is accessible only to White Water Adventure Academy staff. Relevant information will be shared with the course director or coach/guide responsible for delivering the activity you have booked in order to help them maintain the safety of participants. In the event of an emergency, relevant information may be shared with medical personnel or emergency services.

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White Water Adventure Academy processes personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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For more information, please consult our privacy policy.

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Responsibility for possessions and equipment provided:

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During your activity, you remain responsible for your own personal possessions. Any jewellery or valuables should ideally be left behind. Any vehicles should be parked sensibly and securely. You also will have a responsibility to look after the equipment you are provided with for your activity. Should any damages or losses occur due to a participant’s lack of care or deliberate action, we may seek to recover costs from either yourself or your group.

 

Late arrivals and early departures:

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Participants are expected to arrive at the agreed meeting time and place set out by your coach/guide. If a participant arrives late, the activity may begin without them. We cannot guarantee that a late participant will be able to join the activity once it has commenced, particularly where safety briefings or group logistics have already been completed. No refund will be offered in cases of late arrival. If a group arrives late, the activity will still conclude at the originally scheduled finish time. White Water Adventure Academy is unable to extend the duration of an activity due to late arrival. No refund or partial refund will be offered in such circumstances. If a participant has to leave a course or activity before the finish for any reason, this will not entitle the participant to any refund or credit.

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Cancellation or Alteration by the participant:

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It may be that a participant needs to cancel their booking. They must make us aware of this as soon as possible so that alternative arrangement can be made. A participant will confirm their booking by making a 25% non-refundable deposit. When a participant cancels a booking the following time rules will apply regarding any rights to refund, reschedule or payment of unresolved fees. 

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30+ days before the activity: Your non-refundable deposit can be transferred to another course with White Water Adventure Academy but may not be refunded. Any additional course fees paid may be refunded.

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30 days - 21 days before activity: Your non-refundable deposit is committed to the course you booked and may not be applied elsewhere. Any additional course fees paid can be transferred to another White Water Adventure Academy course or for cancellation, a 75% refund of the additional fees paid may be obtained. 

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21 days - 10 days before the activity:  Rescheduling will incur an admin fee to the value of 50% of the full course, inclusive of non-refundable deposit value. Cancellation will incur a charge of 75% of the full course fee. 

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Less than 10 days before the activity: The whole cost for the activity will be charged for

cancellation or attempt to reschedule. 

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Cancellation or Alteration by White Water Adventure Academy:

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When providing outdoor activities, coaches and guides make continuous risk assessments to maintain the quality and safety of our activities. Because of the changeable nature of the outdoor environment, bookings can be subject to cancellation or alteration if the conditions on the day dictate. The activity venue and plan for your activity is chosen and advertised as an ideal. If, however, weather or water conditions at this venue are deemed unsafe or inappropriate on the day by the coach/guide, an alternative venue that fits with the spirit of the booking may be chosen on the day of the activity, or if one cannot be found the activity may be cancelled. Your coach/guide is the only one who can decide this for your activity. If an activity is cancelled by us due to unsuitable conditions on the day, or other unforeseen circumstances, we will discuss potential options as to how we can fulfill our commitment to you, either by rescheduling your activity or offering a refund if an alternative arrangement cannot be found.

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If you wish to discuss these cancellation terms, please do so ahead of booking.

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Making Payment:

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To make payment for your booking please use the bank details provided to you in your email.

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Please use your unique reference number from your email as the reference.

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A 25% (of your total booking cost) deposit is required to confirm your booking, with the remaining balance being due at least 14 days in advance of your booking starting. If you are booking within the 14 days prior to the start of the activity, you will need to pay the full activity cost to secure you booking.