The events/activities are provided by Yorkshire Forest Folk (Sophie Wilkinson trading as Yorkshire Forest Folk) (hereinafter referred to as “Yorkshire Forest Folk”, “we” or “us”). Registered office; The Laurels, Sessay, North Yorkshire
Booking, confirmation and consent forms
2.1. To make a booking you must book online via the booking bug website. During booking you must complete the consent form and ensure information is up to date and accurate. Once you have completed your booking online you will receive a confirmation email providing additional practical details and information regarding the event/activity.
2.2. By making a booking you agree to be bound by these Terms.
2.3. Once you receive a booking confirmation email, a separate legally binding contract will come into existence (comprising these Terms, your booking form and the booking confirmation) between us and each person named on the booking information (other than a minor, in which case the contract will be between you and us) (each, a “Contract”).
2.4. These Terms, together with your booking form and the booking confirmation constitute the entire agreement between us.
2.5 Parents/guardians of participants for the event that are under 18 years of age at the time of the event commencing will be required to submit information regarding age, dietary requirements, additional needs etc , as well as signing to say they have understood our risk policy. Failure to submit this completed form prior to the commencement of the activity will result in the individual being unable to participate.
3.1 Full payment must be made to Yorkshire Forest Folk at the time of making the booking online through Booking Bug in order to secure your place on the event/activity, unless otherwise stated by us.
3.2. If a deposit payment has been agreed in writing by Yorkshire Forest Folk, then the balance of the event/activity fee, if any, must be paid by the date specified in that written agreement.
3.3. If you do not pay any balance in full by the due date, your booking will be deemed cancelled and you will forfeit your deposit.
3.4. Payment will be accepted by: card payment online through booking bug or, if previously agreed by YFF, by BACS to the following account:
Yorkshire Forest Folk
Sort Code: 30-96-26
Account number: 25395168
Cancellations and Refunds
Cancellation by you
4.1. If you cancel your event/activity/place, at Toddler group/Holiday Clubs/Birthday Parties the following cancellation charges will arise:
a) 21 days or less before the event/activity is due to commence, you will forfeit 100% of the event/activity fee (unless you can find someone to fill the place/it can be filled).
b)21 days or more before the event/activity is due to commence, you will forfeit 20% of the event/activity fee and
c) over 35 days or more before the event/activity is due to commence, you will receive a full refund.
4.2 Failure to attend an event/activity will be deemed a cancellation and you will forfeit 100% of the event/activity fee.
4.3. You acknowledge and agree that it is reasonable for such a cancellation charge to arise given the requirement for us to advertise places in advance and make payments for an event/activity substantially in advance of the commencement of the event/activity
Cancellation by Us 5.1. We reserve the right, in our sole and absolute discretion, to cancel an event/activity or all or any bookings prior to the commencement of an event/activity for any reason whatsoever at short notice. In these unusual circumstances, all monies paid to us will be repaid in full.
5.2. An event/activity may also be cancelled by us due to bad weather which deems the activity unsafe, including, without limitation, high winds or severe rain. In these circumstances we will endeavour to re-schedule the booking, or refund payment in full.
6.1. If you or the participant you are booking for has a special medical requirement or health condition, you must inform us via the online consent form prior to the commencement of your event/activity. Having completed the consent form and circumstances change, you must contact YFF and inform us of any updates prior to the event/activity.
6.2 If you have any special dietary requirements or allergies, you must inform us prior to the commencement of your event/activity.
6.3 Insect populations including ticks vary according to location, weather and time of year. In many locations, insects are unavoidable and are a natural part of the outdoors experience. We recommend that you come prepared with appropriate protection.
7.1. You are responsible for bringing the appropriate clothing and equipment to an event/activity, guidance of which will be sent to you in your booking confirmation e mail.
7.2. Any information provided by us on such matters as climate, clothing, baggage and special equipment is given in good faith but without responsibility on the part of Yorkshire Forest Folk.
Use of Equipment and Land
8.1. You must use all reasonable care in the use of: (a) any of our property and equipment; (b) property and equipment provided by our suppliers; and (c) the land used during the event/activity; and you must comply with all reasonable instructions from our event/activity leaders and their assistants in relation to its use.
9.1. Specific event/activity rules will be explained to participants at appropriate times during the conduct of an event/activity. Participants must observe these rules and the reasonable instructions of our event/activity leaders and their assistants at all times.
9.2. Participants must conduct themselves in a reasonable manner at all times and maintain standards of conduct which are consistent with the aims of the event/activity.
9.3. Parents, guardians, teachers and those in comparable roles in respect of minors must maintain control of those minors at all times, to the satisfaction of our instructors and ensure that they observe all rules and the reasonable instructions of our event/activity leaders and their assistants and conduct themselves in a manner consistent with the aims of the event/activity.
9.4. If, in the sole opinion of the event/activity leader, a participant’s behaviour is deemed unsafe or unacceptable for whatever reason, they will, in the absolute discretion of our event/activity leader leave the event/activity.
10.1. Unless otherwise stated in the event/activity description, participation on one of our events/activities does not qualify a participant to subsequently conduct training courses of a similar nature and we do not condone or certify participants to instruct anything for which they have received instruction from Yorkshire Forest Folk.
11.1. It is a fundamental term of booking that you acknowledge and accept the risks and hazards that may be involved in the events/activities conducted by us, including serious injury or death, loss or damage to property, discomfort and inconvenience.
11.2. In particular, you acknowledge and accept that: (a) natural areas and waters are subject to natural forces which may result in obstacles and hazards which can be life threatening or cause injury; (b) being in natural areas may result in encounters with wild animals, which can be life threatening or cause injury; and (c) weather may change rapidly and may be extreme, presenting obstacles and hazards which can be life threatening or cause injury.
11.3. Save as otherwise required by law, participants take part in events/activities at their own risk.
11.4 All participants (or their parents/guardians where appropriate) are required to read the Risk Acknowledgement & Disclaimer Form and tick to say that they agree to it (this is part of the online consent form) before the event/activity commences. Failure to submit this completed form will result in you not being permitted to take part in the event/activity, and you will forfeit all sums paid to us.
Event/Activity Date Changes
12.1. Should you wish to change the date of your event/activity, you may do so if you give us more than 35 days notice prior to the event/activity.
If You Have A Complaint
13.1. If you have a complaint during your event/activity, you must bring it to the attention of your event/activity leader at the earliest appropriate opportunity in order that remedial action may, if appropriate, be taken. You expressly acknowledge that it is unreasonable to take no action during the event/activity, but to complain later. Any outstanding complaint not resolved during the event/activity must be notified to us in writing within 30 days of the scheduled end of the event/activity. To the extent permitted by law, we will not be liable in respect of any claims/complaints raised later than 30 days from the end of the relevant event/activity.
14.1. We respect natural environments, endeavouring to have as little impact on them as possible. We will insist on strict environmental practices to ensure the continued quality of the natural environments in which we conduct our events/activities. Procedures for sanitation, rubbish disposal and clean-up will be explained by your event/activity leader and/or their assistants at appropriate times during the conduct of an event/activity.
Exclusions and Limitations of Our Liability
15.1. Nothing in these Terms shall limit or exclude our liability for: (a) death or personal injury caused by our negligence; or (b) fraud or fraudulent misrepresentation; or (c) any breach of the obligations implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982; or (d) losses for which it is prohibited by section 7 of the Consumer Protection Act 1987 to limit liability; or (e) any other matter for which it would be illegal or unlawful for us to exclude or attempt to exclude our liability.
16.1 What data do we collect and why do we collect it?
In our consent form online we collect data on your child’s names, date of birth, age, any medical/additional requirements/allergies we need to be aware of, emergency contact details, and permission for administration of medication/sun screen/insect repellent.
We collect this data so that we can plan activities that are appropriate for your child and their needs. We also collect this data to keep your child safe and, in the event of an emergency we collect this information so that we can contact parents/relatives as quickly as possible.
We will only take images/videos of your child if you opt in and give us permission to take photos of your child and for these images to be used in social media, website and future marketing purposes.
Only if you opt in to receive further information from us will we use your details for marketing purposes.
16.2 What do we do with the data you provide us with?
This data is only used for the administration and organisation of activities on the day.
Any medical information is confidential. It will only be shared with Yorkshire Forest Folk leaders on a need to know basis. It will only be shared with outside agencies in the event of a medical emergency. This data may then be shared with medical professionals, emergency services and our insurers.
Prior to the event taking place a paper copy of the data is produced so that YFF leaders have all necessary information with them during the day of the event. This is vital for keeping all participants safe and is a pre-requisite of booking with us. This paper copy is destroyed within 7 days of the event taking place.
All images taken at events will be stored in a Dropbox account which is only accessible by Yorkshire Forest Folk leaders. Images on any hardware are deleted within 7 days of the image being taken.
Data kept for marketing purposes (parent’s name and e mail address) are stored within our MailChimp account which is only accessible by Yorkshire Forest Folk leaders.
16.3 How long do you keep this data for?
The data you provide is kept for 5 years and then it is destroyed.
16.4 Can I ask to access my data or for my data to be changed or deleted?
You have the right to access the data we have about yourself and your child. Please contact firstname.lastname@example.org who can provide details of any data held by Yorkshire Forest Folk.
You have the right to have data about yourself or your child deleted. Please contact email@example.com if you wish us to delete any of your data.
Severability of Terms
17.1. If any particular term or condition shall be held void or unenforceable in whole or part by any court or other competent authority, the remaining terms and conditions, and the remainder of the term or condition affected, shall remain in full force and effect.
1 Governing Law and Jurisdiction These Terms and each Contract and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales and each party agrees to submit to the exclusive jurisdiction of the English court