Summary of General Terms for Activity.
You are required to agree with the British Mountaineering Council participation statement, this highlights the fact that the environment we are operating in is dynamic and has potentially high risk situations. Your booking provides a guarantee of a place on a scheduled activity session. In certain circumstances, we may have to cancel a session, e.g. adverse weather conditions. You may be offered an alternative activity, or the booking may be transferred to another day. If we are unable to offer a satisfactory alternative, your money will be refunded. If you cancel a booking no refund will be given unless we are able to resell the place that you have booked. AA holds a liability and third-party insurance. However, if you want to be insured, we strongly recommend you purchase personal cancellation, accident and medical insurance.
Terms and Conditions.
1. Interpretation.
In these terms and conditions (the “terms”) the following words shall have the following meanings:
”AA” means Ascension Adventures;
“Activity” means one of a series of events or actions constituting the adventure;
“Adventure” means the activity or activities and events provided by AA for you, pursuant to these terms;
“Instructor(s)” means the person or persons employed by AA who are in charge of each individual activity;
“Price” means the sum payable by you to AA in respect of the adventure pursuant to these terms;
“You and yours” means the person or persons who contract pursuant to these terms with AA for the provision of services relating to the adventure.
2. Contract.
Upon receipt of your payment, AA will send you a confirmation of your booking to the address stated in the booking form, accepting your booking and with any further details of the adventure. This address may be an e-mail address.
3. General Conditions of Booking.
3.1. Each participant shall complete and sign a booking form and medical form. If you are under the age of 18, your parent or legal guardian must sign the booking form and medical form on your behalf. AA does work with under 18’s, but the parent or guardian must accompany the minor on all activities.
3.2. In the case of group bookings, which for the purposes of these terms mean bookings for two or more people, the person signing the booking form shall be deemed to have the authority of the participants for whom the booking is made. The person signing the booking form shall be responsible for ensuring payment for the adventure, as set out in clause 4 below.
3.3. Each participant shall fill in a medical form before arrival to the venue, even if part of a group booking. You shall not participate in the adventure unless a medical form, completed truthfully and accurately and signed by you, or if under the age of 18, your parent or legal guardian, has been received by AA. AA reserves the right to cancel any bookings if you do not comply with this obligation, or if your medical form discloses any matters, which, in the sole opinion of AA means that participation in the adventure is not suitable for you.
3.4. If you are suffering from a known medical condition or allergy such as (without prejudice to the generality of the foregoing) angina, asthma, diabetes, epilepsy, dizziness, or a heart condition, which might incapacitate you, or you may be pregnant or have recently been discharged from hospital, you should be aware that it might be highly dangerous to participate in adventure activities. If you are in any doubt about fitness for participation, please consult your doctor before applying.
3.5. AA are committed to equality and works hard to allow access for all to the outdoors. Medical conditions which are known and managed well do not preclude participation on our courses. Courses can be demanding physically, mentally, and emotionally. It is essential that you declare on your AA booking form and inform your instructor on the day of any issue which may impact on your participation, safety, and enjoyment of the day. You must inform your instructor immediately on anything that arises during the course of the day. They can then work with you and take appropriate action suitable to the issue, location, and conditions.
3.6. The following persons will not be allowed to participate in any activity:
a) Anyone under the influence of alcohol or drugs;
b) Anyone who is knowingly pregnant;
c) Anyone who has had an operation within the past twelve months that, through participating, could aggravate the object of the operation;
d) Anyone undergoing medical treatment for an ailment that may be aggravated, including but not limited to high blood pressure, epilepsy, back problems, neck problems or any heart condition;
e) Anyone suffering from any other condition that may be aggravated.
3.7. If you are taking prescription drugs, you must inform AA and ensure that you are equipped with the correct drugs and dosage.
3.8. You will be responsible for your own transport to and from the start and finish points of the adventure, unless arranged otherwise with AA. Any car parking fees for participants’ vehicles to be paid by the participant.
3.9. Fees include all instruction and stated specialist equipment. Additional costs you will be required to cover include, entry into climbing walls, public transport to and from the activity, hire of not stated specialist equipment.
4. Payment.
4.1. The price for the adventure shall be as specified in the booking form. The sums due are as follows:
4.2. 50% non-refundable deposit is due upon submission by you of the booking form.
4.3. The balance of the price shall be due no later than four weeks prior to the start date of the adventure. Non-payment of the balance by this date will result in a forfeiture of the deposit as stated in clause 4.1.
4.4. In the period following the adventure an invoice for all further sums due for the adventure shall be issued and payment shall be made within fourteen days of the issue of such invoice.
4.5. Variations to the payment of any other terms contained within these terms may only be made between AA and you by agreement in writing signed by both parties.
4.6. Any bookings made within four weeks of the start date for the adventure will be paid for in full upon submission of the booking form.
4.7. The price shall be varied by any new or additional tax or levy imposed by any lawful authority after the booking form was signed. All such alterations in price will be communicated to you as soon as possible. You will have the right to terminate the agreement if you are unhappy to proceed on the basis of the new price, but you will not be entitled to a refund of the deposit.
5. Safety.
5.1. You agree to comply with the instructions given by your instructor during the course of any activity in the adventure and to comply fully with any health, safety or fire regulation requirements as may be directed by Instructors. Failure to comply will result in the cancellation of the contract and forfeiture of all sums paid. The consumption of alcohol during an activity is strictly prohibited unless with the express permission of the instructor.
5.2. Conduct considered by the instructor to be disruptive, contrary to good order or prejudicial to the interests or the safety of other participants shall result in the immediate exclusion of that participant from the remainder of the activity. At the discretion of AA, the excluded participant may be sent home, and the cost of the remainder of the adventure will be forfeit.
5.3. AA reserves the right to refuse the participation of any individual in an adventure if, in the opinion of any of the instructors the participant is deemed to be unable to meet the challenges of that activity for any health or safety reason.
5.4. You agree that in the instance of an emergency rescue or first aid scenario, your AA instructor shall be in charge of the situation.
5.5. AA works on ‘challenge by choice’. If at any time you are uncomfortable or wish to stop, please inform your instructor immediately. They will then discuss with you the options should you wish to cease partaking in the activity. On bespoke courses an alternative will be offered where location and time allow. Should you wish to withdraw while out on a group activity this may require all clients to return to a safe roadside location if the instructor deems conditions too serious for you to remove yourself from the environment. No refund will be given in this instance. If you insist on removing yourself from the group against the instructor’s advice, then AA and the instructor will no longer hold a professional duty of care or be held accountable for your actions and any outcome resulting from them.
6. Data Protection.
6.1. You agree that in addition to submitting your personal information to AA for booking purposes, AA will require to process sensitive information about you, in particular in relation to your health. This information will not be shared with third parties and will be used solely for the purposes of ensuring your eligibility to and safety during adventure activities.
6.2. AA confirm that we will use its best endeavours and adequate security measures to keep confidential your personal details except for the purposes contemplated by this agreement, or when disclosure is required by law.
7. Cancellation of the Adventure.
7.1. AA shall be entitled at their sole discretion to cancel the adventure upon notice to you in one or more of the following circumstances:
7.2. The closure of areas in which AA conducts the adventure or any part thereof.
7.3. Failure by you to make payment in terms of clause 4.1.
7.4. The occurrence of any other circumstances which, in the sole opinion of AA would lead to either the reputation of AA being damaged, or damage being caused to property of AA.
7.5. In the event of cancellation in the circumstances set out in clause 7.2 AA will either refund any payments made by you, less any administrative costs incurred; or offer you alternative dates for another adventure.
7.6. In the event of the activity being called off due to adverse weather or other conditions that could lead to any harm or personal injury being caused to any participants in the adventure activities, AA will offer an alternate program or an alternate date for your chosen activity where possible. No refund of monies paid will be made. In these circumstances AA shall not have any further liability to you.
7.7. In the event that you cancel an adventure less than four weeks before the specified date of the adventure as stated on the booking form, AA reserves the right to impose the following cancellation charges:
7.8. Cancellation less than fourteen days before the date of the adventure – 100% of the total price.
7.9. Cancellation between four weeks and fourteen days before the Adventure – 50% of the total price.
7.10. All intimations of cancellation must be made in writing to AA and will be effective on the date of actual receipt by AA.
8. Limitations on liability.
8.1. AA will not be responsible for any personal property lost or damaged during the adventure. You bring your belongings at your own risk, and if lost property is eventually found, you will have to bear the cost of returning it.
8.2. AA reserves the right to cancel its agreement with you or to limit its compliance in any way with its obligations as set out in the booking form and these terms, if it is prevented or delayed in the carrying out of its obligations by circumstances beyond its reasonable control, including without limitation, accident or breakdown of plant and machinery, acts of God, compliance with any law or governmental order, rule, regulation or direction, war or national emergency, riot, civil commotion, fire, explosion, flood, epidemic, non-compliance by any sub-contractor or strikes or failure of any service. These circumstances are defined as “Force Majeure” in the terms.
8.3. If AA is prevented or delayed in its obligations due to Force Majeure, it will inform you in writing and have no liability for the performance of its obligations during the continuance of the Force Majeure events.
8.4. If AA claims to be prevented or delayed due to Force Majeure, it will make reasonable efforts to find a solution or bring the event to a close to perform the agreement with you.
8.5. AA has liability and third-party insurance, but it recommends that you purchase personal cancellation, accident, and medical insurance for complete coverage.
9. General.
9.1. AA is committed to fulfilling its obligations in respect of any adventure, in accordance with the details set out in the brochure and these terms, to the best of its ability. In the unlikely event that AA is unable to fulfil its obligations, it reserves the right to provide an alternative service of an equivalent standard at no additional cost to you.
9.2. If any provision of these terms is held to be invalid or unenforceable by any competent authority, the validity of the other provisions of these terms and the remainder of the provision in question will not be affected.
9.3. As part of our online booking form, you are required to agree to the British Mountaineering Council’s participation statement, which highlights the fact that the environment we operate in is dynamic and has potentially high-risk situations. The statement reads: “The BMC recognises that climbing and mountaineering are activities with a danger of personal injury or death. Participants in these activities should be aware of and accept these risks and be responsible for their actions.”
9.4. All AA instructors are fully qualified and experienced to work in this environment with you, and they reserve the right to adjust, relocate, or even cancel the activities if they feel safety is going to be compromised. In certain situations, instructors may need to take rapid action to ensure safety. If possible, the reasons for any such decision/action will be discussed with you beforehand. If this is not possible due to the dynamic nature of the situation, the instructor will discuss and explain after. For your safety, your instructor, and possibly those around you, you must follow all instructions given. If you have any concerns or are unhappy about any decisions made, you must raise this with your instructor at the time and contact AA afterwards.
9.5. Participation in any of AA’s adventures involves outdoor activities which inherently carry an element of risk to the participant. While AA takes all reasonable precautions to ensure the safety of all participants, it is important to acknowledge that some factors are beyond our control, especially those dependent on nature. Therefore, participants are advised that they may be subjected to getting wet and/or dirty and may experience some level of discomfort during the adventure. AA has a rigorous risk assessment and set of operating procedures designed to minimise risk, but it is not possible to eliminate all risk.
9.6. AA prioritises the safety of its participants and utilises the latest equipment, methods, and experienced instructors to ensure maximum safety at all times. Our adventure activities are facilitated by instructors who hold, at a minimum, the certificate required by the governing body of the particular activity, as well as a first aid certificate. We are committed to providing our participants with an enjoyable and safe adventure experience.
Policy updated 23/05/2023.