Terms and Conditions

These Terms & Conditions apply from 29/07/2025.

MAKING A BOOKING

A booking or order, and therefore a binding contract in respect of these Terms & Conditions, is made with us when you pay us a Deposit or Full Amount.

And on the proviso that each participant will be asked to accept and sign our Acknowledgment of Risk document on or before a booking’s start date.

In addition, you accept any booking-specific Additional or Amended Terms & Conditions, provided in writing by us, by way of making a booking which these additional terms relate to.

The person who makes the booking (Primary Booker or Third Party Payer) must be at least 18 years of age when the booking is made and is responsible for making all payments due to us.

Once we receive the payment due (Deposit or Full Amount) at the time of booking and issue our confirmation in writing to the Primary Booker, the contract between us will become binding and covers every participant. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within 10 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you may be required to meet any costs involved in doing so.

In order to process your booking and to ensure that it runs safely, smoothly and meets participants’ requirements, we may need to pass on the information and personal data participants provide to relevant third-party suppliers (e.g. activity leaders; accommodation, transport, or catering providers; etc.) that we work with or subcontract to fulfil your booking. This may include, but is not limited to: name, contact details, assistance needs and dietary requirements. Except in the case of an emergency, we will NOT pass on medical details participants have disclosed to us - it is their responsibility to ensure they inform any third-party (e.g. activity or catering provider, etc.) of such details.

COSTS, DEPOSITS AND PAYMENTS

Costs (i.e. the Full Amount payable) will be outlined on our website or via your Booking Form.

Participants are responsible for the following costs: personal equipment, tips/gratuities, entrance/admission fees, parking fees, food and drink, personal spending money, transport and activities unless otherwise stated in the ‘What’s Included’ section of information relevant to that booking. Participants are responsible for making advance reservations and/or selections for such inclusions where required.

A Deposit is usually 20% of the total cost. This is non-refundable, except in cases of cancellation or major change by Seafern Adventures, as set out in the CANCELLATION OR AMENDMENT BY SEAFERN ADVENTURES section below.

Once a Deposit has been paid, the remaining balance - i.e. the Full Amount minus the Deposit paid - is due no later than 8 weeks before the booking start date. Before/when the balance is due we will aim to email you a reminder. If you fail to pay the balance by this deadline Seafern Adventures is entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep the deposit you have paid.

For Hire a Guide or Tailored Trip bookings our deposit policy and amount required may vary to reflect these bespoke services and/or any non-refundable/amendable payments made by Seafern Adventures to other suppliers. Any variations will be outlined on your Booking Form.

Costs are related to a Tour Operators Margin Scheme supply. As a result, you will not be able to recover any VAT. All payments are taken in local currency GBP.

There is no right to discount and/or refund for curtailment and/or unused services should any participant choose not to partake in any (i.e. a ‘no-show’ - see below for separate terms relating to Cancelling/Moving/Transferring a booking) or all activities and/or choose to join late or leave early.

CANCELLATION OR AMENDMENT BY SEAFERN ADVENTURES

We reserve the right to cancel your booking in line with our Snow & Extreme Weather Policy (outlined below) - you will be offered the chance to:

move your booking to the same experience on any available subsequent start date; or
receive a Credit Voucher** equal to the value of your booking

We also reserve the right to cancel your booking for any alternative reason (including if the minimum number of participants required to viably run an experience is not achieved). If we do this, or a Major Change (as covered by the Alternatives & Amendments Policy below) is necessary, which you do not accept - you will be offered the chance to:

book the same experience on a subsequent start date; or
receive a Credit Voucher** equal to the value of your booking; or
receive a refund***

EXTREME WEATHER POLICY

Seafern Adventures reserves the right to cancel a booking due to the presence or forecast of snow and/or extreme weather (including but not limited to: snow, ice, high/gale force winds, flooding and lightening).

In the case of snow and/or extreme weather being forecast, Seafern Adventures will always endeavour to go ahead with a booking as long as we deem it safe to do so, although we may make changes (as covered by the Alternatives & Amendments Policy below) to suit the weather and ground conditions.

ALTERNATIVES & AMENDMENTS POLICY

Seafern Adventures reserves the right to provide alternative itineraries, activities (including changes to planned/advertised walk routes) and/or timings. These may be necessary due to the nature of and risks associated with your booking; to ensure the health and safety of participants and/or Seafern Adventure staff; unavoidable delays; unforeseen or extraordinary circumstances. The outline itineraries and activities provided/advertised must be taken as an indication of participants’ probable accomplishments and experiences, but not as a contractual obligation on our part. No compensation is payable for comparable or insignificant alternatives amendments.

Wherever possible, any Major Change (a change to the booking start/finish date(s) and/or destination and/or accommodation location) will be communicated in writing at the earliest possible opportunity. Where a Major Change is necessary, you will be offered the chance to:

accept the change; or
receive a Credit Voucher* equal to the value of your booking; or
receive a refund***

In any case of cancellation of your booking by Seafern Adventures, we will have no further or other liability to you or any participants, including in respect of compensation or any costs or expenses you/participants incur or have incurred in connection with your Seafern Adventure booking (e.g. flight payments, travel insurance, equipment purchases, visas, etc. - please see LIABILITY AND INSURANCE below).

Without limitation, you/participants will not be entitled to a full refund and cancellation charges are likely to apply where such circumstances affect your/participants' ability to travel to or partake in bookings, rather than our ability to perform the contracted arrangements (please see LIABILITY AND INSURANCE below).

* For some Hire a Guide, Tailored Trip, or other bespoke services, our cancellation policy may vary to reflect any non-refundable/amendable payments made by Seafern Adventures to other suppliers. Any Additional or Amended Terms & Conditions will be outlined on your Booking Form.

** Credit Vouchers are valid for 1 calendar year from date of issue. Credit Vouchers will exclude the value of any optional extras, goods or services that have already been supplied, and/or exclude the value of any promotional codes or discounts applied.

*** Refunds are only applicable to payments made by credit/debit card or BACS transfer - with refund via original payment method. Bookings made using a Credit Voucher, Gift Voucher or any other type of Seafern Adventures voucher as full or part payment method are eligible for a refund in the form of a Credit Voucher, valid for 1 calendar year from date of issue. Refunds and Credit Vouchers exclude the value of any optional extras, goods or services that have already been supplied, and/or exclude the value of any promotional codes or discounts applied.

Please note: when setting our cancellation charges, we have taken into account the possible cost savings and income generation from other bookings which may be able to utilise cancelled services - to the extent this is likely to be achievable considering relevant timescales - and believe these charges to be a genuine estimate of our direct loss.

LIABILITY AND INSURANCE

Seafern Adventures will not accept liability for loss or damage of property and personal equipment; or consequential losses or claims sustained by participants. We strongly recommend participants take out appropriate insurance to cover the duration of any booking - at a minimum, covering cancellation and curtailment (by your and/or us), medical and emergency expenses (including repatriation), personal accident, injury and death - including the itinerary and activities undertaken, as well as personal travel and baggage transfers to/from the meeting or departure point (including missed departures for bookings which include transport of any kind).

Seafern Adventures does not accept liability for death or personal injury unless caused by our negligence.

In the event of an emergency medical rescue and/or repatriation by whatever means, the responsibility of such costs must be borne by the participant.

Participants are liable for any loss or damages occasioned to property or equipment provided as part of the booking, as a result of vandalism or negligence.

We will not be liable for your actions or your safety for any independent travel you undertake before, during (if you choose to leave before the finish time and/or use any means of travel not provided or booked by us) or after your booking.

If your booking has to be cancelled, interrupted, or curtailed due to force majeure events or circumstances, Seafern Adventures shall not be liable to make good any loss incurred.

ACKNOWLEDGEMENT OF RISK AND APPROPRIATE FITNESS / EQUIPMENT

All participants will be asked to provide Medical Details and to accept and sign our current Acknowledgment of Risk Form. If a participant refuses to provide a signed Acknowledgment of Risk Form before a booking’s start date, we reserve the right to refuse participation.

If, in the opinion of the Seafern Adventures staff member leading your booking, a participant’s fitness (including following an injury, accident or illness during the booking, even if you have been cleared by a medical professional to continue), health, behaviour or equipment may compromise safety or increase the risks associated with your booking, we reserve the right to cancel or terminate your booking. In these circumstances, you/the participant will not be entitled to a refund nor compensation.

We provide details of expected fitness levels, plus compulsory and recommended equipment Kit Lists via our website, but please contact us in advance if participants are in any doubt or have questions in relation to this. You will be asked to complete a medical details form and can update medical details with your Seafern Adventures host/guide on your booking’s start date.

DISABILITIES, MEDICAL REQUIREMENTS AND ADDITIONAL NEEDS / ASSISTANCE

Our bookings are open to participants of all backgrounds and we will do our best to advise on suitability based on individual abilities and requirements. If a participant has any disability, medical requirements, additional needs or assistance requirements (including accompaniment by a carer or an assistance animal) you must provide us with these details before we confirm your booking. This is because these factors may have health or safety implications, or increase the risk associated with booking activities. Such information will be dealt with in a confidential manner.

Where a participant’s involvement needs specific medical, social or cultural assistance, we may request that they travel with a suitable companion and there may be a cost associated with this.

If we feel unable to properly accommodate the particular requirements of the participant concerned, we will not confirm your booking or, if details were not provided before confirmation of your booking, we reserve the right to cancel your booking. In these circumstances, you will not be entitled to a refund nor compensation. Seafern Adventures cannot be held responsible for any implications or costs arising from non disclosure.

AGE RESTRICTIONS

Participants under 18 years are not permitted on Seafern Adventures trips.

ACCURACY OF INFORMATION & PRICING

We endeavour to ensure the accuracy of information and prices on our website and within our printed and digital marketing materials; however, the information and prices shown may have changed by the time you come to make your booking or, regrettably, an error may have occurred. We reserve the right to correct information and prices in such circumstances. Therefore, please ensure you check all details with us at the time you make a booking and advise us immediately if any booking confirmation or relevant information you receive from us appears to be incorrect or incomplete. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within 10 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you may be required to meet any costs involved in doing so.

Any discount or refund offered will only be valid if offered in writing.

Booking descriptions and prices on our website supersede details published in any printed or digital marketing materials.

Any information provided by us on such matters of climate; weather conditions; clothing, baggage and equipment choice, is given in good faith but without responsibility for accuracy on our part.

MEDIA CONSENT

Participants in Seafern Adventrues bookings may feature (and be individually recognisable) in photography, video or alternative media produced during the booking’s duration. Such media may include a participant’s image and/or written or audio testimonial, which may be processed (in line with Seafern Adventures' legitimate interest) or used in promotional and/or marketing material connected with, or relative to, Seafern Adventures. This may include, but is not limited to: use on our website, or third-party websites which feature our services or offers; on our social media platforms; and in printed or digital materials, e.g. brochures, leaflets, blogs and magazine articles. We will retain all rights, title and interest, including but not limited to any royalties, proceeds, or other benefits derived from such media.

ACCOMMODATION

The availability or provision of accommodation included in a booking is subject to the 'house rules' of the accommodation or site. Accommodation is usually provided in twin or double rooms. Where possible, we will try to accommodate participants’ preference of room type.

COMPLAINTS

We do our very best to ensure that your booking goes according to plan and that we meet all participants’ expectations of Seafern Adventures. However, if a participant has a complaint arising, please let us know immediately. If a problem arises before a booking start date, please contact Seafern Adventures by telephone or in writing (via jill@seafern.co.uk). If a problem arises as part of a booking’s itinerary and activities, it is essential that the participant advises a Seafern Adventures staff member in attendance, so that an on-the-spot investigation can be made if necessary, and remedial action taken if required.

If a participant feels that their complaint has not been resolved by following this procedure, they should advise us in writing within 28 days, supplying all relevant information. Such correspondence will be given prompt attention and we will reply within 28 days.

In no circumstances will any responsibility on our part be accepted if a complaint was initially raised after the related booking had ended, as we would have been deprived of the opportunity to investigate the matter and hopefully rectify any problem.

PARTICIPANT RESPONSIBILITY AND CONDUCT

Seafern Adventures is inclusive and all our staff/volunteer team members and participants should treat each other with respect. We do not tolerate comments or behaviour from our staff, suppliers, participants or the public that are racist, homophobic, transphobic, sexist, ableist, or ageist. We do not tolerate harassment, victimisation, discrimination or bullying.

We expect all participants to have consideration for other people (our staff, suppliers, other participants and the general public). If in our reasonable opinion or in the reasonable opinion of any other person in authority, participant(s) behave in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the booking of the participant(s) concerned. In this situation, the participant(s) concerned will be required to cease all use of the booking’s services, including leaving any accommodation. We will have no further responsibility toward such participant(s), including any return travel arrangements. No refunds will be made and we will not pay any expenses, costs or loss incurred as a result of the termination. In these circumstances, the Primary Booker / Third Party Payer will not be entitled to a refund nor compensation.

LAW AND JURISDICTION

You agree that the contract that you have with Seafern Adventures as well as any disputes or claims arising out of or in connection with its subject matter are governed by and construed in accordance with the law of England. You further irrevocably agree that the courts of England have exclusive jurisdiction to hear and/or settle any dispute or claim that arises out of or in connection with your booking with Seafern Adventures.

th Seafern Adventures.