Black Girls Hike CIC

Training & Assessment Booking Terms and Conditions

Effective date: 21st October 2026

These Terms and Conditions apply to all training courses and assessments booked directly with Black Girls Hike CIC (BGH), including Hill Skills, Lowland Leader Training and Lowland Leader Assessment.

By completing a booking, participants agree to these Terms and Conditions. Please read them carefully before making payment.

1. Bookings and Payment

1.1. All course bookings are subject to availability and acceptance by BGH.

1.2. Full payment is required at the time of booking unless alternative arrangements have been agreed in writing.

1.3. A booking is confirmed once BGH has received payment and issued booking confirmation.

1.4. Participants are responsible for ensuring that the course selected is appropriate for their experience, fitness and training requirements.

1.5. Participants must provide accurate booking information and notify BGH promptly of any relevant changes.

1.6. BGH reserves the right to refuse a booking where a participant does not meet the course's published eligibility requirements.

2. Cancellation by Participants

All cancellation requests must be submitted in writing to info@bghuk.com. BGH will acknowledge the cancellation in writing.

The following cancellation charges apply, subject to applicable statutory rights and the requirement that charges reflect BGH's reasonable losses and costs.

2.1. Cancellation charges reflect the costs and financial commitments associated with delivering small-group courses, including administration, instructor bookings, venue arrangements and limited opportunities to refill cancelled places.

2.2. Charges will not exceed BGH's reasonable losses arising from the cancellation, taking account of costs saved and any replacement booking.

2.3. Where BGH successfully resells a cancelled place, any cancellation charge will be adjusted to reflect the reasonable costs and losses actually incurred.

2.4. Refunds agreed by BGH will normally be processed within 14 working days of confirmation of the refund entitlement, using the original payment method where possible.

2.5. Personal circumstances, including illness, injury, changes in availability or travel difficulties, do not automatically entitle a participant to a refund outside these terms. Participants are encouraged to consider suitable cancellation insurance.

3. Transfers, Booking Changes and Substitutions

3.1. Participants do not have an automatic right to transfer their booking to another course or date.

3.2. Requests for transfers will be considered at BGH's discretion, subject to availability, course requirements and financial commitments already made.

3.3. Any approved transfer must be confirmed in writing by an authorised BGH representative.

3.4. Transfers will normally be limited to one per booking. Further transfers are not guaranteed.

3.5. Transfer requests received within 28 days of the course will normally be treated as cancellations under Section 2.

3.6. A participant wishing to nominate a replacement must normally notify BGH at least 14 days before the course. Substitutions are subject to BGH's written approval and the replacement participant meeting all relevant course prerequisites.

3.7. BGH may refuse a transfer or substitution where it would affect safety, course eligibility, administration or delivery arrangements.

4. Course Information and What's Included

4.1. Participants should read the full course description before booking.

4.2. Unless expressly stated otherwise, BGH training courses and assessments are non-residential.

4.3. Course fees do not include accommodation, meals, personal travel, transport to the meeting point or personal equipment unless these are specifically included in the advertised course package.

4.4. Participants are responsible for arranging their own accommodation and travel and arriving at the designated meeting point on time.

4.5. BGH may make reasonable changes to course locations, routes, schedules or activities where necessary for safety or effective delivery, provided the essential nature and learning outcomes of the course are maintained.

5. Course Eligibility and Mountain Training Requirements

5.1. Participants must meet the eligibility and registration requirements applicable to their chosen course.

5.2. Where required, participants must register with Mountain Training and provide their Mountain Training candidate number before attending.

5.3. Lowland Leader Training and Assessment participants must satisfy the relevant Mountain Training prerequisites.

5.4. Lowland Leader Assessment candidates must ensure their Digital Logbook (DLOG), experience records and any required first aid certification meet the applicable Mountain Training requirements.

5.5. BGH or its appointed course director or assessor may request evidence of prerequisites before the course. Participants must supply the required information by the deadline specified in their joining instructions.

5.6. Failure to satisfy mandatory prerequisites may result in a participant being unable to attend or complete the course. Where this results from the participant not meeting requirements clearly communicated before booking, the applicable cancellation terms will normally apply, subject to consumer law.

5.7. Participants are responsible for checking the current requirements published by Mountain Training.

6. Health, Fitness and Accessibility

6.1. Outdoor training can involve walking over uneven terrain, prolonged physical activity and exposure to changing weather conditions.

6.2. Participants should review the published course demands and consider whether the activity is suitable for their experience and physical capabilities.

6.3. Participants should inform BGH in advance of any relevant health, mobility or accessibility requirements that may affect safe participation or for which reasonable adjustments may be needed.

6.4. BGH is committed to making reasonable adjustments wherever practicable and encourages participants to discuss their requirements before booking.

6.5. Where BGH reasonably considers that participation would present a significant safety risk that cannot be adequately managed, it may discuss alternative arrangements or decline participation. Any refund entitlement will be assessed according to the circumstances and applicable law.

7. Participant Conduct and Safety

7.1. Participants must follow reasonable instructions issued by BGH, its trainers, assessors and course leaders.

7.2. Participants must behave respectfully towards instructors, fellow participants and members of the public.

7.3. BGH reserves the right to remove a participant from an activity where their behaviour presents a significant safety risk, involves harassment or discrimination, or seriously disrupts course delivery.

7.4. Where removal is necessary because of a participant's serious misconduct, no refund will normally be payable for the unused course time, subject to applicable law.

7.5. Participants are responsible for activities they undertake independently outside the supervised course programme.

8. Equipment and Personal Belongings

8.1. Participants are responsible for bringing suitable clothing, footwear and personal equipment in accordance with the course joining instructions.

8.2. Participants must ensure that their personal equipment is safe and appropriate for the activity.

8.3. Any equipment loaned by BGH must be used responsibly and returned in reasonable condition, allowing for fair wear and tear.

8.4. BGH may seek reasonable reimbursement for equipment that is lost or damaged through a participant's negligence or misuse.

8.5. Participants remain responsible for their personal belongings, subject to the liability provisions in Section 14.

9. Attendance, Late Arrival and Non-Attendance

9.1. Participants must attend the full course and arrive at the specified time and location.

9.2. Late arrival may prevent participation where essential safety briefings, training activities or assessment requirements have been missed.

9.3. Participants who fail to attend without prior notice, or voluntarily leave a course early, will not normally be entitled to a refund for the missed activities, subject to applicable statutory rights.

9.4. Where Mountain Training requires full attendance or completion of specified activities, BGH cannot guarantee that a participant who misses part of a course will receive the relevant completion or assessment outcome.

10. Weather and Changes to Course Delivery

10.1. Outdoor courses normally proceed in a range of weather conditions.

10.2. BGH and its appointed instructors reserve the right to amend routes, activities, timings or locations where conditions make the original arrangements unsuitable or unsafe.

10.3. Where reasonably practicable, alternative activities will be provided to meet the course's learning objectives.

10.4. Participants are responsible for bringing suitable clothing and equipment for the conditions described in their joining instructions.

11. Cancellation or Changes by BGH

11.1. BGH reserves the right to cancel or reschedule a course where necessary, including because of:

• Insufficient participant numbers.

• Instructor illness or unavailability.

• Unsafe weather or outdoor conditions.

• Venue unavailability.

• Circumstances beyond BGH's reasonable control.

11.2. Where a course is cancelled because minimum participant numbers have not been met, BGH will aim to provide at least 10 calendar days' notice wherever reasonably practicable.

11.3. For other cancellations, BGH will notify participants as soon as reasonably possible.

11.4. Where BGH cancels a course, participants will be offered either a full refund of the course fee paid or the opportunity to transfer to another available date.

11.5. Where an alternative course has a different fee, any price difference will be explained and agreed before a new booking is confirmed.

11.6. BGH will not automatically reimburse independently arranged accommodation, travel or other expenses, subject to participants' statutory rights and the liability provisions in these terms.

12. Assessment Outcomes

12.1. Booking and attending an assessment does not guarantee a successful outcome.

12.2. Mountain Training assessments are conducted in accordance with the relevant scheme requirements and assessment standards.

12.3. Assessment outcomes may include Pass, Defer or Fail, as applicable to the scheme.

12.4. Participants are responsible for meeting the required assessment standards.

12.5. A Defer or Fail outcome does not, in itself, entitle a participant to a refund.

12.6. Any appeal concerning an assessment outcome will be handled in accordance with the applicable Mountain Training procedures.

13. Group, Funded and Subsidised Bookings

13.1. For group bookings made by an organisation, BGH may require a nominated main contact to coordinate booking arrangements, payments and changes.

13.2. Individual participants must still provide any information necessary to confirm eligibility and support safe participation.

13.3. Group or commissioned training may be subject to separate written booking arrangements agreed with the commissioning organisation.

13.4. Places funded or subsidised through grants, partnerships or other programmes may be subject to additional participation and reporting requirements, which will be communicated before booking.

13.5. Where a funded participant withdraws or fails to attend, BGH may apply any previously agreed and lawful cancellation or commitment conditions. No charge will be imposed unless the participant or commissioning organisation has been informed of and agreed to the relevant terms.

14. Limitation of Liability

14.1. Circumstances Beyond Our Control

BGH will not be liable for delays, changes or failures in course delivery arising from circumstances beyond its reasonable control, provided reasonable steps have been taken to minimise disruption. This does not affect any refund or other remedy required by law.

14.2. Personal Property and Equipment

Participants are responsible for their personal belongings, equipment and vehicles. BGH will not be liable for loss, theft or damage except where caused by BGH's negligence or breach of its legal obligations.

14.3. Participant Responsibilities

BGH will not be liable for losses caused solely by a participant's failure to follow reasonable safety instructions, misuse of equipment or activities undertaken independently of the supervised course.

14.4. Limitation of Financial Liability

To the extent permitted by law, BGH's liability for reasonably foreseeable financial losses arising from a breach of contract shall be limited to the total course fee paid by the participant, provided that this limitation is fair and enforceable in the circumstances.

BGH will not be liable for indirect or consequential losses that were not reasonably foreseeable when the booking was made.

14.5. Liability That Cannot Be Excluded

Nothing in these Terms and Conditions excludes or restricts BGH's liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any other liability that cannot lawfully be excluded or restricted.

Nothing in these Terms and Conditions affects participants' statutory consumer rights.

15. Insurance

15.1. Participants are encouraged to consider appropriate personal insurance covering cancellation, injury, loss or damage to personal belongings and other relevant risks associated with outdoor activities.

15.2. Participants are responsible for checking that any insurance purchased provides suitable cover for their chosen course.

16. Photography and Data Protection

16.1. BGH may take photographs or video during courses for programme documentation, reporting or promotional purposes.

16.2. Where consent is required for identifiable promotional photography or video, BGH will obtain this through its appropriate consent arrangements.

16.3. Personal information will be processed in accordance with applicable data protection legislation and BGH's Privacy Policy.

16.4. Relevant information may be shared with appointed instructors, assessors or delivery partners where necessary for course administration, eligibility, safety or delivery, subject to applicable data protection requirements.

17. Complaints and Feedback

17.1. Participants are encouraged to raise concerns during a course with their instructor or course director so that issues can be addressed promptly.

17.2. If a concern cannot be resolved during the course, participants should contact info@bghuk.com, providing their name, course date and details of the issue.

17.3. BGH will review complaints fairly and respond within a reasonable timeframe.

17.4. Complaints relating specifically to Mountain Training assessment decisions may be subject to the relevant scheme's appeals procedures.

18. General Terms

18.1. Any agreed variation to these booking terms must be confirmed in writing by an authorised BGH representative.

18.2. If any provision is found to be unlawful or unenforceable, the remaining provisions will continue to apply.

18.3. These Terms and Conditions are governed by the laws of England and Wales, subject to any mandatory consumer protections that apply.

18.4. The version of these Terms and Conditions accepted at the time of booking will apply to that booking, unless a subsequent change is expressly agreed or required by law.

18.5. These Terms and Conditions do not affect any statutory rights available to participants.

19. Organisation Details

Black Girls Hike CIC

Company Registration Number: 13055208

Registered Office: Piccadilly Business Centre

Unit C, Aldow Enterprise Park, M12 6AE

Email: info@bghuk.com

Website: www.bghuk.com

Please ensure you have read and understood these Terms and Conditions before completing your booking.

Terms and conditions

Participant responsibility

• Participants are responsible are responsible for their own health, safety and well-being

• Participants are required to inform Black Girls Hike UK C.I.C of any medical conditions, dietary restrictions or special needs in advance.

• Participants are expected to behave respectfully and considerately toward other participants, staff, guides and local community.

• It is the clients sole responsibility to ensure that they have purchased comprehensive & appropriate travel, medical and/or sports insurance for the full duration of the trip, this should include but not be limited to personal accident, holiday & cancellation insurance.

Medical and Health

All clients using Black Girls Hike UK C.I.C services should be aware that when participating in any exercise or exercise program, including outdoor activities and any other sports as within a Black Girls Hike UK C.I.C experience, that there is the possibility of physical injury, accident that could result in injury or even death. In making a reservation/booking with Black Girls Hike UK C.I.C you agree to assume such risk and agree to release & discharge Black Girls Hike UK C.I.C from any and all claims for liability, injury, loss, death and damage arising from your participation in our services.

If you have any medical conditions/s that may make you unsuitable to participate and or may impact your participation in Black Girls Hike UK C.I.C activities and services, you are required to notify us of them in full prior to making your booking.

If Black Girls Hike UK C.I.C or any member of the Black Girls Hike UK C.I.C team believe that your health or safety is at risk or if you have failed to disclose to Black Girls Hike UK C.I.C in writing of any illness, injury or previous medical conditions/reason that could impact your ability to participate, this could result in Black Girls Hike UK C.I.C’s refusal to allow you to participate in part or all of the services. In such a situation your contract may be terminated by Black Girls Hike UK C.I.C at the sole discretion of Black Girls Hike UK C.I.C without refund or compensation.

The client must confirm that he/she is in good physical and mental health and not aware of any reason why they may not be able to participate.

It is always advisable to consult with a doctor prior to beginning any type of exercise program or regime.

Itinerary changes variations or amendments

The trip schedule and activities are subject to change due to weather, local conditions, or unforseen circumstances. We will make every effort to provide similar activities or replacements where changes are necessary.

Transport

All travel and transport is specific to each Black Girls Hike UK C.I.C trip. Certain Black Girls Hike UK C.I.C trips will provide airport transfers and transfers to and from activities, in those instances dates and times will be provided to each client prior to their booked event.

Accommodations 

Accommodation option and room assignments are subject to availability and are allocated on a first come first serve basis. If you wish to request a specific room type or share accommodations with a specific participant, please notify us during the registration process.

Meals 

Black Girls Hike UK C.I.C will do our best to accommodate all dietary restrictions or preferences. Please inform us of any dietary requirements in advance. Participants are responsible for any additional meals, snacks and drinks not included in the programme.

Personal belongings

Black Girls Hike UK C.I.C are not responsible for any loss, theft, or damage to personal belongings during the retreat. Participants are advised to keep their valuables secure at all times.

Photography and media 

Photographs and videos may be taken during the retreat for promotional purposes. Participants who do not wish to be included in such materials must inform the retreat organisers in writing. Black Girls Hike UK C.I.C reserve the right to use all photos, videos and materials collected during the retreat for copyright on websites, online, social media and any other marketing material.

Privacy and data collection

Information collected during the registration process will be used for the trip related communication and planning only. We respect your privacy and will not share your personal information without your consent.

Force Majeure 

Black Girls Hike UK C.IC are not liable for delays, changes or cancellations caused by events beyond our control, including natural disasters, pandemic, political unrest, or other force majeure events.

Dispute resolution

Any disputes arising in connection with the retreat will be resolved through negotiation and, if necessary legal action. By registering for a Black Girls Hike UK C.I.C trip, you acknowledge that you have read and agree to these terms and conditions. If you have any questions or require clarification on any aspect of these terms, please contact us an info@bghuk.com before proceeding with your registration.

Liability 

All guests must refrain from any illegal act or any conduct unbecoming a trip guest, conduct or language which may give offense to a team member or guest or any act which may cause damage to property. If Black Girls Hike UK C.I.C or any of its staff, consultants or agents become aware of any such act/ conduct then Black Girls Hike UK C.I.C reserves the right to ask a client to leave the premises, property or facility, this will be without refund or compensation to the guest. In these circumstances, Black Girls Hike UK C.I.C will have no further responsibility to the guest.