Terms & Conditions for programs organised by Barcelonya SCCL and Avalon School Limited. This document lays out, for our mutual interest, the foundations determining the contractual relationship which results from your registration for a programme organised by Avalon School Limited:
Your contract for the programme is with Avalon School Limited (hereinafter referred to as “Avalon School” or “we” or “us”), a company registered in England and Wales (No. 09361222). Avalon School is the legal and contracting entity.
To confirm your booking with Avalon School you are required to complete, sign and return the “programme registration form” to us, along with your non-refundable payment of 50% of the total program fee via bank transfer or credit card. We will then confirm your booking by email.
Prices depend on the respective program and are stated in the description. Agreements on prices other than these only are valid when laid down in writing. The total amount is to be paid 30 days in advance of program commencement when registering. Only those having paid the full price are entitled to participation.
4. Participant Information and Criteria
For each and every individual participant covered by this contract, you must notify Avalon School Limited of the following information before the services are provided:
a. the participant’s name;
c. the participant’s email address;
b. the participant’s date of birth;
c. details of any health conditions, medications or allergies;
d. the name and contact details of next of kin;
e. details of any special dietary needs.
This information must be supplied using an Avalon School Limited “Program Registration & Medical Declaration form” which must be signed and dated by each participant. Participants must be eighteen (18) years of age or over to participate in services provided by this contract or provide the signatures by their parents or legal guardian.
5. Changes by You
We will endeavour to meet any alterations to your booking that you request, however these are subject to availability and cannot be guaranteed. Any requests must be made in writing. If changes you request result in additional charges, including administration charges you will be responsible for this extra cost.
6. Cancellation by You
Should you unfortunately need to cancel you must notify us in writing. Avalon School Limitedis eligible to charge the following costs associated to your cancellation:
– Until 30 days before program starts, 10% of total price, and a minimum of 50,- Euro.
– From 30 days before program starts, 25% of total price. From 15 days before programme starts 40% of total price. From 10 days till 3 days before programme starts, 80% of total price.
Should the participant not partake in the program without filing a written notice of cancelation Avalon School Limited is entiteled to charge the full amount from the participant. If the participant leaves the camp early, they will have no claim for reimbursement for services. If there are any saved expenses for services, the organizer will decide to repay the participant.
7. Cancellation by Us
If the participant repeatetly interrupts the processes of the course or doesn’t comply with the organiser or their representatives then the organiser has the right to exclude the participant without notice. In the event of termination of the contract and the exclusion of the participant from the event, Avalon School Limited will still be charging the agreed price in full. Saved expenses may be refunded to the participant.
8. Minimum number of participants
The organiser is entitled to cancel the event no later than 14 days before the start of the event if the minimum number of participants is not achieved. In this case, the organiser is obliged, to return all payments made to them immediately to the participant. Any further claims from participants are explicitly excluded.
9. Changes by Us
We will do our utmost to deliver our services in accordance with what we have confirmed to you, but reserve the right to make unavoidable alternations or cancellation to facilities, services or prices after confirmation if necessary. We will advise you of any alterations as soon as possible. If it is a major change, which significantly alters the nature of your experience you will have the choice of accepting the change, accepting an alternative experience (if the price is lower, we will refund the difference) or accepting a 50% refund of monies paid. Avalon School Limited will not cancel any experience for reason of political tension or natural disaster unless specifically recommended to do so by the Foreign Office or unless the circumstances fall within the scope of Force Majeure – see below. We will not refund any incidental expenses you may have incurred as a result of cancellation.
Where a major change arises from circumstances amounting to a force majeure (please see below), we will endeavour to refund all sums as yet unpaid by us to our suppliers. Your insurance policy, however, must cover the remainder.
10. Participation of Minors
For underage participants it is the responsibility of the organizers to fullfill their supervisory duty and we fullfill this in accordance with our Child Protection Policy. The parents or guardian must notify the organisers of health limitations of the participant (such as allergies or health problems). The medical form has to be filled out and handed to the organisers before the start of the event. By signing this contract parents confirm explicitly that the participant is fit and able to attend the event.
Any information provided by Avalon School Limited on such matters as climate, weather, environmental conditions, clothing, baggage, accommodation, food, transport and special equipment is given in good faith but without responsibility on the part of Avalon School Limited. It is a fundamental condition of this contract that you accept the hazards involved when undertaking outdoor activities and you accept that in visiting remote and mountainous regions and areas whose access is subject to weather, tides, and sea or terrain conditions, that there must be an element of flexibility. You must acknowledge that delays and alterations and their results, such as inconvenience and discomfort, are possible where unforeseen circumstances arise.
Participants undertaking outdoor activities as part of this agreement must have a level of fitness commensurate with the services specified, and you are responsible for bringing the appropriate equipment, details of which will be sent to you in advance. It is your responsibility to read important information including our Safety and Risk Management Policies ‘information for participants’ and the description of the activity, that are necessary to prepare you for the outdoor experience.
If, in the opinion of the Avalon School Limited guide or staff member, the health, fitness, psychological condition, behaviour or equipment of a participant may compromise the safe provision of the outdoor activities specified as part of this contract, or in the event that that participant’s behaviour is considered unacceptably disruptive to the prejudice of other members of the group, we reserve the right to cancel or terminate your contract. In these circumstances you will not be entitled neither to a refund nor compensation.
To undertake outdoor activities as part of this agreement it is the responsibility of each participant to be covered by adequate insurance for the duration and type of activity undertaken. The insurance must include cover for medical, personal accident, injury and emergency expenses (including evacuation by helicopter) and may include cover for cancellation and curtailment and death. In the event of emergency medical rescue and/or evacuation during a program, by whatever means, the responsibility of such costs will be borne by the client. It is therefore essential that adequate cover is in place. Failure to disclose pre-existing medical conditions may render policies invalid.
13. Medical Conditions
If a participant suffers from a medical condition that may affect their, or other people’s, safety or enjoyment of an outdoor activity, you must advise Avalon School Limited at the time of booking. If a participant leaves any part of a programme, undertakes independent activities during the programme, or acts contrary to the safety advice and instruction given by the programme leader, we are not responsible or liable for their actions or their safety. Participants may also be asked to leave the activity if their actions compromise their own safety, or that of other members of the group or the programme leader.
Any participant under the influence or recent influence of alcohol or any form of narcotic substance, legal or otherwise, may be dismissed from the group at the discretion of the programme leader. Avalon School Limited takes no responsibility for the safety of a person dismissed from the programme for this reason, or for relocating them back at the designated ‘Meeting Point’.
If you have a complaint about the provision of the services provided by Avalon School Limited, you should make it known to the Project Manager or a staff member at the earliest opportunity, thereby giving us the opportunity to put things right for you immediately. If the matter cannot be resolved to your satisfaction, please contact Avalon School Limited within 28 days of the end date of your contract and we shall endeavour to provide a prompt resolution.
15. Force Majeure
Avalon School Limited will accept liability for the negligence of its employees causing direct physical injury to participants only to the extent that it is obliged under UK law. We cannot be held responsible for any mishap to participants or a participant’s property, and in particular for the consequences of flight cancellations, vehicle accidents, strikes, natural disasters, sickness, Government, local authority or customs or police intervention or other such happenings amounting to force majeure.
Avalon School Limited is covered by employers liability and public liability insurance up to a maximum of €10.000,000 in any one claim
a. attributable to anyone other than the Avalon School leader(s);
b. unforeseeable or unavoidable and attributed to a third party unconnected to Avalon School ;
c. result of unusual or unforeseeable circumstances, reasonably beyond the control of Avalon School;
d. a result of an event which Avalon School or any of its agents, even with all due care, could not foresee.
Where Avalon School are found to be liable for damages in respect of its failure to supply the contract, the maximum amount of such damages, compensation and loss of enjoyment will normally be limited to the contract fee.
17. Data Protection
We will provide your personal information, as well as personal information you provide in relation to others in your party to our staff and service providers, who might be located outside the EU, to enable the operation of the services required by you. If you make special requests, which include, but are not limited to, special dietary, religious, or disability related requirements which constitute sensitive information, the relevant data will also be passed to the relevant staff or service provider to enable provision of the services requested by you. We will apply appropriate security measures to protect this data.
18. Website Accuracy
All information given in our promotional materials are, to Avalon School Limited knowledge, correct at the time of publication. Before you enter into a contract with us, we reserve the right to make changes to the information provided.
19. Governing Law
This contract shall be governed by UK law and shall be subject to the non-exclusive jurisdiction of the UK courts.