Terms & Conditions

BOOKING CONDITIONS  

  1. Polaris Outdoor Ltd is a Registered Company, Number 09290051. The registered office is 20 Oak Grove, Bognor Regis, West Sussex, PO22 9JN and whose director is Matthew Barnsley. 
  2. In order to make a booking, you must complete the Booking Form in full and sign all parts requiring agreement. Return by email or post to Polaris Outdoor, 25 Mosse Gardens, Fishbourne, Chichester, West Sussex, PO19 3PQ.
  3. Cancellation of bookings must be notified in writing. Cancellation charges are set out below, based on the date of receipt of written notification:
    1. Expeditions
      1. Deposits are non-refundable and secure the booking.
      1. Cancellation up to two months before departure – the most recent interim payment is refunded.
      1. Cancellation within two months of departure date will incur the full expedition cost.
      1. If an Interim deposit or balance is not received by the specified date, we reserve the right to cancel your booking and your deposits will be forfeited, unless a Company Director has agreed a payment delay. 
      1. Cancellation of a trip by Polaris Outdoor will entitle you to a refund of the full cost of your trip, unless cancellation has been forced by unforeseen government intervention in which case actual costs incurred by the Company will be subtracted from any refund due. No other compensation will be allowable. Where possible we would try to offer an alternative option. 
    1. Events, Camps, Survival Academy and Activity Days
      1. The booking is secured by paying the non-returnable deposit, which is held to cover the costs of administration and booking.
      1. The remainder of fees paid may be returned in full provided the Customer advises Polaris Outdoor of cancellation in writing thirty days or more before the date scheduled for the activity.
      1. If for any reason Polaris Outdoor needs to cancel the event, fees will be returned in full or an alternative offered on a different date/site.
  4. The customer must have carefully studied the Risk Assessment and confirm that they are willing to accept the level of risk contained therein, and that they and the participants agree to comply with all the risk management actions. By booking and/or attending a Polaris Outdoor event you are deemed to have read, understood and accepted the risks. A parent or guardian must consent for anybody under the age of 18 to take part. It is the responsibility of the customer to inform parents/guardians of the risks and obtain permission for all participants to take part.
  5. As a small enterprise, publicity is important to us as is our contribution to educational materials. We reserve the right to use any and all audio-visual media from any event for use on our web sites, social media and in other promotional materials. We understand that some customers may not wish photos or video footage to be used for reasons of privacy. In which case, they should let us know beforehand in writing and provide us with pictures of those needing to be excluded so we can do our best to ensure they are not in any publicity. This is either by not being recorded in the first place or by being removed during the editing or publishing process.
  6. Polaris Outdoor cannot be made liable for the consequences of strikes, industrial action, wars, terrorism, riots, sickness, quarantine, government intervention, weather conditions, or other untoward occurrences. The Company will not be liable for any illness, injury or death sustained during an activity, nor will it be liable for any uninsured losses of your property.
  7. In the unlikely event that the customer has cause for complaint, please approach staff or call the office during the camp to enable us to take corrective action. Where complaints are not resolved onsite please write to us within 28 days. Any complaints not made at the time of the incident are difficult to resolve and may not be upheld.
  8. We reserve the right to use any and all audio-visual media from any event for use on our web sites, social media and in other promotional materials. We understand that some customers may not wish photos or video footage to be used for reasons of privacy. In which case, they should let us know beforehand in writing and provide us with pictures of those needing to be excluded so we can do our best to ensure they are not in any publicity. This is either by not being recorded in the first place or by being removed during the editing or publishing process.

As holders of the Learning Outside the Classroom Quality Badge we pride ourselves in the quality and educational value of all our experiences. We reflect on all of our practice plus welcome feedback and suggestions. Please don’t hesitate to get in touch.