PASSAGE GUIDING - TERMS & CONDITIONS

1. COMPANY DETAILS

Company Name: PASSAGE GUIDING LTD

Registered in: ENGLAND AND WALES

Company Number: 16042082

Trading Name: PASSAGE GUIDING

In these Terms, “we”, “us”, and “our” refer to the Company. “You” refers to the Participant or the person making the booking.

2. Booking & Payment

  • Full payment is required at the time of booking unless otherwise stated

  • You will receive a confirmation email once payment is successful

  • A contract is formed once payment is received and confirmation issued

Important: It is your responsibility to check booking details are correct at the time of confirmation.

3. Pricing

  • All prices are listed in GBP (£)

  • Prices include VAT where applicable

  • We reserve the right to change prices at any time; however, confirmed bookings will not be affected

4. Cancellations & Refunds

By You:

  • More than 30 days before activity: full refund less a £10 administrative fee or a free course transfer

  • 30 to 11 days prior to your activity: results in a loss of 30% of the course fee per person

  • Less than 10 days prior to activity: will result in the loss of 100% of the course fee per person

  • It is recommended you take out cancellation and curtailment insurance should you need to cancel your booking.

Transfers are subject to availability. Please note when transferring or cancelling a booking the above time lines relate to the original booking date when payment was received.

By Us:
We may cancel or amend an activity due to:

  • Unsafe weather or sea conditions

  • Insufficient participant numbers

  • Staff illness or equipment failure

  • Other unforeseen circumstances

In such cases, you will be offered:

  • A full refund, or

  • An alternative date

5. Weather & Safety Decisions

  • Activities are weather-dependent and operate within strict safety limits

  • The Lead Guide’s decision to proceed, modify, or cancel is final

  • No refunds will be given where a trip proceeds but is shortened or modified for safety reasons

6. Participant Responsibilities

You agree to:

  • Follow all safety instructions at all times

  • Wear all required safety equipment correctly

  • Remain with the group unless instructed otherwise

  • Inform us of any medical conditions or concerns

We reserve the right to refuse or terminate your participation without refund if you:

  • Act in a way that endangers yourself or others

  • Are under the influence of alcohol or drugs

  • Fail to follow instructions

7. Health, Fitness & Medical Disclosure

  • You must be physically capable of moderate exercise

  • You must disclose all relevant medical conditions at the time of booking or before the activity

  • We may refuse participation on safety grounds

8. Swimming Ability

  • You must be able to swim at least 50 metres unaided

  • If you are not a confident swimmer, you must inform us in advance

  • We reserve the right to decline participation if safety cannot be reasonably managed

9. Equipment & Clothing

  • We provide kayaks, paddles, helmets (when required), wetsuits, PFDs and spray jackets.

  • You are responsible for:

    • Wearing appropriate water boots or shoes

    • Wearing appropriate clothing for the conditions

    • Following guidance on thermal protection

  • We may refuse participation if you are not suitably equipped

10. Under 18s Policy

  • Minimum age: We do not accept participants under 10 years old

  • Ages 10–14: Must be booked onto a Family and Friends Private day, and paddle in a double (tandem) kayak with an adult or competent paddler approved by the Lead Guide

  • Ages 15-17: Can partake in any of our courses provided they are accompanied by a parent or legal guardian

  • All participants under 18:

    • Must be accompanied on the activity by a parent or legal guardian

    • A parent or guardian must complete and sign all required booking and consent documentation

  • The Lead Guide reserves the right to refuse participation if, in their professional judgement, it is not safe for the young person to take part

11. Assumption of Risk

  • Sea kayaking is an outdoor activity with inherent risks including capsize, cold water exposure, and changing sea conditions

  • We operate in line with guidance from Paddle UK and the Health and Safety Executive

  • However, risks cannot be eliminated entirely

By booking, you acknowledge and accept these risks.

12. Liability

  • We will exercise reasonable care and skill in delivering our services

  • We are not liable for:

    • Loss or damage to personal belongings

    • Injuries arising from inherent risks of the activity

    • Injuries resulting from your failure to follow instructions

Nothing in these Terms limits or excludes liability for:

  • Death or personal injury caused by negligence

  • Fraud or fraudulent misrepresentation

  • Any liability that cannot be excluded under UK law

13. Insurance

  • We hold the appropriate public liability insurance for sea kayaking activities

  • We strongly advise that you take out appropriate insurance against the following at time of booking: personal accident, travel and cancellation or curtailment

14. Stripe Payments & Chargebacks

  • Payments are securely processed by Stripe

  • By booking, you agree not to initiate unjustified chargebacks

  • In the event of a chargeback, we reserve the right to:

    • Provide evidence of agreement to these Terms

    • Recover any associated costs

15. Photography & Marketing

  • We may take photos/videos during activities for marketing purposes

  • You will be given the option to opt out

16. Data Protection (UK GDPR)

  • We collect and process personal data for:

    • Booking management

    • Safety and emergency purposes

    • Marketing and communication, opting into marketing and communication is optional, consent can be withdrawn at any time through the unsubscribe button at the bottom of emails or through contacting us directly

  • Data is processed in accordance with UK GDPR and the Data Protection Act 2018

  • Payment data is handled securely by Stripe and is not stored by us

17. Complaints

  • Complaints should be raised during or immediately after the activity where possible

  • Formal complaints must be submitted in writing within 14 days

18. Force Majeure

We are not liable for failure to perform our obligations where this is due to events beyond our reasonable control, including but not limited to:

  • Severe weather

  • Natural disasters

  • Government restrictions

  • Transport disruption

19. Governing Law

  • These Terms are governed by the laws of England and Wales

  • Disputes shall be subject to the exclusive jurisdiction of the UK courts

20. Acceptance of Terms

By completing a booking with Passage Guiding LTD, you confirm that:

  • You have read and understood these Terms & Conditions

  • You agree to be legally bound by them