Terms and Conditions

Woodland Roots Ltd

Registered Address: B1 Vantage Park, Old Gloucester Road, Hambrook, BS16 1GW

Email: hello@woodlandroots.co.uk

Contact: Thomas Wright – 07472 030558

Website: https://www.woodlandroots.co.uk

Company Registration Number: 15501182

ICO Registration: ZB720090

Introduction

Welcome to Woodland Roots Ltd, where we bring the art of bushcraft to life through immersive and hands-on experiences. Founded by passionate outdoor enthusiasts, our mission is to connect people with nature through experiences where you can learn new skills, new knowledge, and sustainable woodland practices.

All of our instructors are professionally qualified in Bushcraft Instruction and Outdoor First Aid, and are DBS Enhanced Certified. Together with our comprehensive Public Liability Insurance, you can be assured that you’re learning in a safe, but most importantly fun, environment.

Whether you’re looking to learn new skills, strengthen team dynamics, or simply enjoy a day in nature, we provide the expertise and environment for a truly enriching experience. Join us at Woodland Roots Ltd and discover the knowledge, confidence, and community that come with mastering the wild.

Services

At Woodland Roots Ltd, we provide the following services to all members of the public as well as schools and any other educational organisations:

  • Bushcraft courses

  • Team building activities

  • Bespoke sessions

  • Customised skill development

  • Workshops at events

  • Schools and community groups

  • Private bookings for individuals or groups

  • Retail sales of products

Our Responsibility

Woodland Roots Ltd's overall responsibility is for everyone to have a great outdoor experience in a safe environment with the appropriate equipment.

Woodland Roots Ltd will make sure that the environment and location are suitable for the chosen course. Once your booking has been processed you (the client) will be informed about the personal equipment for example clothing and suitable footwear, you will need for the session(s). All tools required to take part in the activities on the course will be provided, with some items also available to purchase at the end of the day. There may also be the option to purchase items at time of booking through the website, with the purchased items being given to you at the end of your course.

Woodland Roots Ltd will deliver each course to match the age group within the session (see Services).

Woodland Roots Ltd will need to confirm that the information you (the client) have provided is accurate before proceeding with the final stage of booking. If you provide any incorrect information, then Woodland Roots Ltd have the right to reject the booking. 

Woodland Roots Ltd has no control over the weather or any other natural disasters. This includes certain weather as, for example, it would be deemed to be unsafe during storms. If in the scenario where it is unsafe for the course to go ahead, Woodland Roots Ltd will contact the main contact on the booking by 4pm the day before the course date to provide an alternative day, offer a credit note, or a refund.

All bookings will be accepted from clients over the age of 18 without a parent or legal guardian. Clients under this age will require a parent/ legal guardian/ school organiser or carer to book and attend the session(s) with them.

We will provide 

  • A qualified instructor

  • All relevant equipment (these will be provided by us because personal kits will not be accepted as we cannot be responsible for the condition). 

  • First Aid Kit (will be made available as and when necessary)

Your Responsibility

You will be advised to

  • Wear appropriate clothing and footwear as we will be outdoors in the woodland, where the temperature can be a few degrees lower than normal.

  • Bring a reusable drinking bottle.

  • Read the booking confirmation email which provides all relevant information and what else you should bring.

You need to ensure that the shoes worn during the session are in good or excellent condition for work to avoid soreness, blisters or any other form of injury to the body.

On arrival, Woodland Roots Ltd will expect the following

  • All attendees to have completed, or have completed for them, the medical history and emergency contact form.

  • All attendees to have completed, or have completed for them, all relevant consent forms.

  • All attendees are to have a photo ID available.

  • The attendees who require additional support are introduced to the Woodland Roots Ltd instructor.

  • All attendees are responsible for any personal equipment they bring.

All group leaders, teachers, and support carers must ensure that their members stay close to the Woodland Roots Ltd instructor during and at the end of the session.

All forms for all attendees must be completed and submitted 4 weeks before the course date.

You must inform the instructor of any physical or medical difficulties, including those not covered in the medical history and emergency contact form.

You must also make sure the instructor is aware of any prescribed medication that is being taken including inhalers or aspirin.

During the session, you need to make sure that any vehicles parked are locked and none of the valuables are visible.

You are responsible for any personal items that you bring on-site. Such items include, but are not limited to

  • Jewellery

  • Cameras

  • Mobile phone

  • Bag/ Rucksack

  • Glasses, whether prescribed or not

Code of Conduct

By participating in any Woodland Roots Ltd activities, you agree to

  • Show respect and courtesy to all participants, instructors, and staff.

  • Follow all instructions provided by Woodland Roots Ltd instructors.

  • Treat all equipment, tools, and resources with care.

  • Respect the natural environment; avoid disturbing wildlife and leave no trace.

  • Refrain from disruptive or harmful behaviour; prioritise safety at all times.

  • Avoid touching insects, animals, and plants without guidance.

  • Do not pick or uproot anything without the instructor’s permission.

  • Stay with the group; never wander off alone.

  • Maintain a safe distance from wildlife when taking photos.

Failure to adhere to this code of conduct may result in removal from the course or activity without a refund.

Data Protection (UK GDPR)

See Privacy Policy

Payments and Bookings

Our Courses
- all courses need to be paid in full at the time of booking.
- if add-ons are available on the course booking page, these also need to be paid in full at the time of booking.

Team Building and Bespoke Sessions
- you have the option of paying in full at the time of booking or, if your date is more than 8 weeks in advance, to pay a deposit to secure your booking, and then pay the balance closer to the time, subject to the following terms.

Booking is made more than 8 weeks before the course/ session date

  • Pay in full, or

  • Pay a deposit of 25%, with balance due 4 weeks prior to the course/ session date

Booking is made less than 8 weeks before the course/ session date

  • Full payment required

Gift Vouchers

Any Woodland Roots Ltd gift vouchers are subject to the following terms and conditions.

Validity

  • Gift vouchers are valid for 12 months from the date of purchase unless otherwise stated.

  • Vouchers must be redeemed within the validity period; expired vouchers will not be accepted.

  • Woodland Roots Ltd is not responsible for lost, stolen, or unauthorised use of vouchers.

Redemption

  • Gift vouchers can be redeemed against the specified Woodland Roots Ltd course offered on our website.

  • Vouchers cannot be exchanged for cash or refunded.

  • Vouchers can only be used for a single transaction. Any remaining balance will be forfeited.

  • To redeem a voucher, enter the voucher code at the time of booking online.

Booking

  • Courses are subject to availability. Early booking is recommended to secure a place.

  • Gift vouchers can be used to pay for part or all of the course fee. If the course fee exceeds the voucher value, the balance must be paid at the time of booking.

  • Woodland Roots Ltd reserves the right to cancel or reschedule courses. In such cases, alternative dates will be offered, or a refund may be provided at the discretion of Woodland Roots Ltd.

Transferability

  • Gift vouchers are transferable and can be gifted to others. The person redeeming the voucher must meet any course-specific requirements.

  • Vouchers cannot be transferred once they have been redeemed against a booking.

Cancellation and Rescheduling

  • If you need to cancel a booking made with a gift voucher, please notify us at least 4 weeks before the course date.

  • Cancellations made within 4 weeks of the course date will not be eligible for rescheduling.

  • In the event of a valid cancellation, the voucher will be reactivated to be used for a future course, provided the cancellation meets the 4-week notice requirement.

  • Rescheduling is permitted if requested at least 4 weeks before the course date, subject to availability.

Price Changes

Woodland Roots Ltd may need to revise the prices shown on the website. This could be because of price increases on certain retail items or within the catering facilities or other services. Additionally, the price may differ if we increase the number of staff members to ensure the safety and well-being of all individuals booked on the course. Any existing bookings will be honoured at the price at the time of booking.

Cancellations and Refunds

If Woodland Roots Ltd cancels, then you will be offered to rebook to an alternative date, or a credit note for an equivalent course. If neither of these meet your requirements then you will be offered a full refund.

If you need to cancel your course, then the following terms will apply depending on when written notice is received.

If you cancel more than 8 weeks before the course/ session date

  • A refund of any money paid

If you cancel less than 8 weeks, but more than 4 weeks, before the course/ session date

  • If you have only paid the deposit then there will be no refund

  • If you have paid in full then 75% of the amount paid is returned

If you cancel less than 4 weeks before the course/ session date

  • No refund

If you purchased any add-ons at the point of booking, you will always receive a full refund for these items if you cancel your course booking.

If you need to make changes to your booking, please email hello@woodlandroots.co.uk as all requests must be in writing.

Woodland Roots Ltd's method for refunds will be via the original payment method.

Rescheduling

If you need to reschedule your course, then the following terms will apply depending on when written notice is received.

If you reschedule more than 8 weeks before the course/ session date

  • You will not incur a fee to reschedule your booking

If you cancel less than 8 weeks, but more than 4 weeks, before the course/ session date

  • You will incur a 25% administrative fee to reschedule your booking

If you cancel less than 4 weeks before the course/ session date

  • It is not possible to reschedule your booking

If you need to make changes to your booking, please email hello@woodlandroots.co.uk as all requests must be in writing.

Late Payments

If a payment is made late, the course/ session date provisionally booked may be affected. Once the late payment has been made, we will check to see if the originally booked date is still available, otherwise a new date will need to be agreed. If it is 2 weeks past the due date, then we will cancel your booking, with a cancellation charge of 25% of the course or booking cost applied.

Additional Information 

Depending on the location of the course/ session, there will be ample parking within walkable distance to the woodland, toilets, fire equipment and seating. Please see the “How to find us” information attached to your booking confirmation email for details of the meeting point.

First Aid equipment and covered areas will be available on-site.

Late arrival at the meeting point may affect the length of the course.

Liability

By participating in any activities, courses, or sessions provided by Woodland Roots Ltd, you acknowledge and agree to the following:

  1. Assumption of Risk: You understand that outdoor activities, including bushcraft and survival skills, inherently involve risks. These risks include, but are not limited to, physical exertion, use of sharp tools, exposure to natural elements, and unpredictable environmental conditions.

  2. Personal Responsibility: You agree to take full responsibility for your own personal items, safety, and well-being during the course or activity. This includes following all instructions provided by Woodland Roots Ltd instructors and using equipment and tools as directed.

  3. Post-Session Practice: You acknowledge that any practice or application of skills learned during the session is done at your own risk. Woodland Roots Ltd is not liable for any injuries, accidents, or damages that may occur when you engage in these activities independently after the session.

  4. Medical Conditions: You have disclosed all relevant medical conditions or concerns to Woodland Roots Ltd prior to participation. You understand that it is your responsibility to assess your own physical fitness for participation in the activities offered.

  5. No Warranties: Woodland Roots Ltd makes no warranties or representations, express or implied, regarding the safety or outcomes of any activities, courses, or sessions.

  6. Limitation of Liability: To the fullest extent permitted by UK Law, Woodland Roots Ltd shall not be held liable for any direct, indirect, incidental, or consequential damages, injuries, or losses arising from your participation in any activities, courses, or sessions.

By signing up for or participating in any Woodland Roots Ltd activities, you confirm that you have read, understood, and agreed to these statements.

Complaints

Please ask for our Dispute and Complaints Policy. 

Modification of the Terms and Conditions

Any amendments or modifications to the Terms and Conditions will be available for you to view online or upon request.

Last updated: 23rd August 2024

Next review date: December 2026

Version: 1.2