TERMS AND CONDITIONS

Last updated: 4^th November 2026

Welcome to High Safari Outdoor Adventure.

These Terms and Conditions ("Terms") govern our outdoor education programmes, residential camps, activity days, and all associated outdoor pursuits including but not limited to climbing, camping, and bushcraft (collectively, the "Activities"). By booking an Activity with us, you ("the Client", "you", "your") agree to comply with and be bound by these Terms.

If you are booking on behalf of a school, educational establishment, youth organisation, or group, you confirm that you have the legal authority to bind that organisation and all individual participants (and their parents/guardians where applicable) to these Terms.

1. Safety, Licensing, and Acknowledgement of Risk

• Inherent Risk: You acknowledge that outdoor education, roped climbing, wild camping, and bushcraft (including the use of tools and open fires) carry inherent elements of risk. While we take all appropriate precautions using qualified instructors and rigorous safety management, participants are exposed to rugged terrain, changing weather conditions, and physical exertion.
• Authority of the Instructor: For the safety of the group, all participants must strictly follow the instructions, safety briefings, and guidelines set out by our staff. We reserve the absolute right to exclude any participant from an Activity if their behaviour compromises the safety or well-being of themselves or others.
• British Mountaineering Council: “Climbing, hill walking and mountaineering can provide life-long physical, social and mental health benefits through exercise and adventure in amazing environments. The BMC recognises these activities involve a risk of personal injury or death. Participants should be aware of and accept these risks and be responsible for their own actions and involvement.”

2. Medical, Fitness, and Consent Forms

• Disclosure Requirements: The Client must ensure that a fully completed Medical Declaration and Consent Form is provided for every participant prior to the start of the Activity. You must disclose any medical conditions, allergies, recent injuries, or dietary requirements.

• Fitness to Participate: We will endeavour to accommodate all abilities where safely practical. However, we reserve the right to refuse participation if a medical condition or physical fitness level presents an unmanageable safety risk to the individual or the group.

3. Bookings, Deposits, and Payment Terms

• Booking Confirmation: A booking is only deemed secure once we have issued a formal written booking confirmation and received the required deposit.

• Payment Schedule:
• A non-refundable deposit of 50% is required with booking.
• The remaining final balance must be paid in full no later than 30 days prior to the commencement of the Activity or Residential Camp.
• For bookings made within 30 days of the start date, full payment is required upon booking.
• Failure to Pay: If the balance is not paid by the due date, we reserve the right to cancel the booking and retain the deposit.

4. Cancellations, Reductions, and Refund Policy

• Cancellation by the Client: All cancellations must be submitted in writing. The following charges apply based on when notice is received:
• More than 60 days prior to the start date: Loss of deposit only.
• 31 to 60 days prior to the start date: 50% of the total booking fee is payable.
• 30 days or fewer prior to the start date: 100% of the total booking fee is payable (no refund).
• Reductions in Group Numbers: For schools and large groups, variations in participant numbers must be notified at least 30 days before the event. Reductions made after this date will still be charged based on the original booking and at the original group booking rate.

• Cancellation by Us: We explicitly reserve the right to cancel or adapt Activities due to extreme, unsafe weather conditions (e.g., severe gales, heavy rain closing the climbing venue, lightning), safety hazards, or instructor illness. In the rare event that we must cancel, we will offer an alternative activity with a modified itinerary. We are not liable for any secondary costs (such as transport booked by you).

5. Participant Equipment and Clothing

• Kit Lists: We provide all specialist safety equipment (e.g., harnesses, helmets, ropes, group cooking gear). Participants are solely responsible for bringing appropriate personal clothing and footwear and gloves as outlined in our provided Kit List.

• Refusal for Inadequate Gear: We reserve the right to refuse participation to any individual who arrives without the mandatory safety clothing (e.g., appropriate footwear or waterproof layers), as this introduces exposure and injury risks in outdoor environments.

6. Limitation of Liability

• To the maximum extent permitted by UK law (including the Health and Safety at Work etc. Act 1974), we do not accept liability for personal injury, illness, or death, unless caused directly by the negligence of the Company or its employees.

• Personal Property: We accept no responsibility for the loss, theft, or damage of personal property, electronics, or clothing brought to a residential camp or activity day.

7. Intellectual Property and Media Release

• All educational materials, maps, photos, videos and programme structures created by the Company remain our intellectual property.

• Photography and Film: We may take photographs or video footage during Activities for marketing, social media, or promotional purposes. It is the responsibility of the booking organisation or individual client to notify us in writing if any participant does not have consent to be photographed. We will not identify any individuals that may appear in any photos or videos.
• The use of any publication, photos or videos by any third party is strictly forbidden, all materials remain the property of High Safari and its owners. Unauthorised use will result in copyright infringement action against the third party.

8. Governing Law and Jurisdiction

• These Terms, and any dispute or claim arising out of or in connection with them, shall be governed by and construed in accordance with the laws of England and Wales. Any legal proceedings shall be subject to the exclusive jurisdiction of the courts of England and Wales.

9. Contact Us

If you have any questions regarding these booking terms, please contact us at:

• Email: Chris@High-Safari.co.uk
• Phone: +44 7750 128533

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Safeguarding policy statement

Note: The terms ‘child’, ‘children’ and ‘young person’ describe any person under the age of 18.

Our statement

Our organisation acknowledges its duty of care to safeguard and promote the welfare of children and young people. It is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and Keeping Children Safe in Education (KCSIE) 2026.

The policy recognises that the welfare and interests of children are paramount in all circumstances. It aims to ensure that regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, socio-economic background, all children:

• have a positive and enjoyable experience at High Safari in a safe and child-centred environment
• are protected from abuse whilst participating in adventurous activities or outside of the activity.

We acknowledge that some children, including deaf and disabled children or those from Black, Asian and minoritised ethnic communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.  

Our policy

What we’ll do

 As part of our safeguarding policy we will:

• promote and prioritise the safety and wellbeing of children and young people
• value, listen to and respect children
• ensure robust safeguarding arrangements and procedures are in operation
• adopt safeguarding best practice through our policies, procedures and code of conduct for staff and volunteers
• ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people
• provide effective management for staff and volunteers through supervision, support, training and quality assurance measures so that all staff and volunteers know about our policies, procedures and behaviour codes and follow them confidently and competently

ensure appropriate action is taken in the event of all incidents or concerns, from lower-level concerns and poor practice to more serious abuse,

• provide support to the individual(s) who raise or report the concern
• ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored
• record and store information securely, in line with data protection legislation and guidance [more information about this is available from the Information Commissioner’s Office]
• prevent the employment or deployment of unsuitable individuals by recruiting and selecting staff and volunteers safely, ensuring all necessary checks are made
• appoint a nominated safeguarding lead for children and young people, a deputy and a lead trustee/board member for safeguarding
• develop and implement an effective online safety policy and related procedures
• share information about safeguarding and good practice with children and their parents via leaflets, posters, group work and one-to-one discussions
• make sure that children, young people and their parents know where to go for help if they have a concern

The policy and procedures will be widely promoted and are mandatory for everyone involved in High Safari. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal or exclusion from the organisation.

Monitoring

This policy will be reviewed every three years, or in the following circumstances:

• changes in legislation and/or government guidance
• as required by organisations using the services of High Safari, including and not limited to, Kent Schools, The Scout Association, The Girl guide Association, Cadet Forces, the Duke of Edinburgh’s Award. and/or home country sports councils.
• as a result of any other significant change or event.

This policy was last reviewed on 4^th November 2026.

Signed: Christopher Morris.

Contact details

Our Safeguarding Lead

Chris Morris

07759 128533

Chris@High-Safari.co.uk

In a safeguarding emergency,
where a child is at immediate risk of harm, call 999.

Privacy Notice

1. About Us
High Safari operates as a sole trader providing outdoor education services in the United Kingdom. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, High Safari is the Data Controller responsible for your personal information.

Contact Email: Chris@High-Safari.co.uk
Contact Phone: +44 7759 128533
Address: Beulah Road, TN1 2NP

2. The Types of Personal Data We Collect
We currently collect and process the following information:

• Contact Information: Names, email addresses, phone numbers, and home addresses of participants, parents, or guardians.
• Participant Details: Age, date of birth, and school/organisation details where relevant.
• Health and Safety Information: Medical conditions, allergies, dietary requirements, and physical fitness levels necessary to ensure safety during outdoor activities.
• Emergency Contacts: Names and phone numbers of designated emergency contacts.
• Visual Data: Photographs or video footage for marketing or educational purposes.

3. How We Get the Personal Data and Why We Have It
Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Booking an outdoor education session or course.
• Completing health, medical, and consent forms.
• Enquiring about our services via email, phone, or website contact forms.

Under the UK GDPR, the lawful bases we rely on for processing this information are:

• Your Consent: For marketing materials and the taking/use of photographs or videos. You can remove your consent at any time by contacting us directly.
• Contractual Obligation: Necessary to deliver the outdoor education services you have booked.
• Legal Obligation: To comply with health and safety regulations, safeguarding duties, and insurance requirements.
• Vital Interests: To protect a participant’s life or physical safety in a medical emergency.

4. How We Store Your Personal Data
Your information is securely stored on a password-protected computer.

During a course we may use digital spreadsheets or physical paper forms.

We keep your contact and booking data for 7 years following the completion of the course to comply with tax, insurance, and legal claims requirements. Medical and emergency consent forms are securely destroyed 3 years after the event concludes, unless an incident occurred. Once this period has expired, we will permanently delete electronic files and securely shred paper records.

5. Who We Share Data With
We do not sell your data. We only share your information with third parties when strictly necessary:

• Freelance Instructors or Assistants: Qualified outdoor educators or assistants working directly on your session who need access to medical and safety details.
• Emergency Services / Medical Professionals: In the event of an accident or emergency.
• Insurance Providers / Legal Advisors: In the unlikely event of a legal claim or incident report.

6. Your Data Protection Rights
Under data protection law, you have rights including:

• Your right of access: You have the right to ask us for copies of your personal information.
• Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate or complete information you think is incomplete.
• Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing: You have the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

7. How to Complain
If you have any concerns about our use of your personal information, you can make a complaint to Chris Morris, by email at: Chris@High-Safari.co.uk

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.

ICO Helpline: 0303 123 1113

ICO Website: ico.org.uk