Terms and Conditions

1. Who these terms are with

“We”, “us” and “our” mean Kayak King Pembrokeshire Ltd, trading as Sea Kayak Academy. “You” means the person making the booking or purchase and, where relevant, the participants covered by that booking.

“Activity” includes a course, training day, private coaching, guided journey, retreat, club weekend, assessment or other booked session. Some activities are delivered by an appointed coach, instructor or specialist provider selected for that work.

2. Bookings, prices and payment

• A booking is confirmed when we have received the required payment and sent written confirmation.
• Payment indicates acceptance of these terms by the person making the booking. The lead booker must make other participants aware of the relevant terms and practical requirements.
• Payment may be made through the displayed online booking or shop system, or by bank transfer where agreed with us in advance.
• Prices and any platform, delivery or other fees are shown before payment. The price displayed or agreed when the booking is confirmed applies.
• Availability is not guaranteed until the booking has been confirmed.
• If a payment fails, is reversed or remains outstanding, we may withhold confirmation or cancel the booking after contacting you.

3. Changes or cancellation by you

Please email us as soon as possible if you need to change or cancel an activity.

• No-shows receive no refund or transfer, including where absence results from illness, injury, transport problems or travel disruption.
• In genuinely exceptional circumstances, such as bereavement or major injury, we may choose to offer a credit or transfer. This is discretionary, may require supporting information and does not alter the standard policy.
• A change in participant or group size must be agreed in advance. Any increase in price must be paid when the change is accepted. A reduction in numbers does not automatically produce a partial refund.
• Any agreed transfer is subject to availability and may require payment of a price difference.

We strongly recommend suitable travel or activity-cancellation insurance.

4. Changes or cancellation by us

We may change a location, route, timetable, coach or activity plan where reasonably necessary for weather, sea conditions, safety, group needs or operational reasons.

Coach requests and allocation

We will make reasonable efforts to accommodate requests for a particular coach, but cannot guarantee their availability unless we expressly agree this in writing. We reserve the right to appoint a different, suitably qualified coach where reasonably necessary because of illness, availability, scheduling changes or other operational circumstances. Any replacement will be appropriate for the booked activity and will work within their qualification remit. We will notify you of a change as early as reasonably possible. Your statutory rights are unaffected.

We may cancel because of unsafe or unsuitable conditions, insufficient bookings, coach unavailability, operational difficulty or another unforeseen circumstance. If we cancel the booked activity, you may choose:

• a full refund of the amount paid to us for that activity; or
• a transfer to an alternative available date.

We will notify you as early as reasonably possible. We are not responsible for separate travel, accommodation or other costs you incur, which is another reason we recommend suitable insurance.

5. Weather, venues and decisions

Activities run in rain and a wide range of weather. Coastal venues and plans are chosen using the forecast, tides, sea state, course aims and group experience. Meeting at the Academy does not guarantee that the paddling itself will take place there.

The appointed coach or activity lead has final operational responsibility for the day and may adapt or stop an activity where they consider this necessary. Delivery remains within the appointed coach’s Paddle UK qualification remit and the scope of the booked activity.

6. Participation, health and forms

• You must read the stated experience requirements and provide accurate information relevant to participation.
• You must tell us about health conditions, injuries, medication, accessibility needs or other circumstances that could reasonably affect participation or emergency care.
• Required booking, medical, emergency-contact and waiver forms must be completed accurately before participation.
• You should have a reasonable level of fitness for the chosen activity. Sea kayaking may take place in remote coastal locations where assistance or evacuation can take time.
• We welcome conversations about disability, health and reasonable adjustments. Contact us before booking where possible so we can assess the activity honestly and plan appropriately.
• We may refuse or stop participation where information has not been disclosed, requirements are not met, or continuing would create an unreasonable safety concern. The normal cancellation terms apply unless the law requires otherwise.

7. Instructions, conduct, alcohol and drugs

• Participants must follow reasonable safety and group-management instructions from the coach, guide or instructor.
• Unsafe, abusive, discriminatory, aggressive or seriously disruptive behaviour may result in exclusion without refund.
• Participants must not take part while impaired by alcohol, illegal drugs or misused medication. We may refuse participation without refund where impairment creates a safety concern.
• Participants may be responsible for loss or damage they deliberately or negligently cause.

8. Participants under 18

Academy activities are primarily designed for adults. Under-18 participation is only available by prior agreement. A parent or guardian must be present, including on the water, unless we have expressly agreed another arrangement in writing.

The accompanying adult remains responsible for the young person’s welfare and behaviour outside the coach’s direct activity instruction and must provide accurate consent, health and emergency information.

9. Equipment and personal belongings

We supply maintained equipment appropriate to the activity. Participants must use it as instructed, take reasonable care and report damage or loss promptly. Negligent, reckless or deliberate damage may result in a reasonable repair or replacement charge.

You may bring your own equipment, but the coach may check it and refuse its use where it is unsuitable for the participant, conditions or activity.

Please take reasonable care of keys, phones, clothing, vehicles and valuables. We are not responsible for loss or damage unless caused by our negligence or another liability that cannot lawfully be excluded.

10. Photographs and video

We may take photographs or short video during activities for customer delivery, records and promotion. Tell the coach before or during the activity if you do not wish to be photographed. You may also contact us afterwards about a published image, and we will consider the request promptly.

Photographs we take remain our intellectual property unless agreed otherwise. Customer copies are for personal use; please ask before commercial use.

11. Insurance, risk and liability

We hold public liability insurance up to £5 million. Personal accident, travel and cancellation insurance are not included.

Sea kayaking and outdoor activities involve inherent risks that cannot be removed completely. Participants are expected to follow instructions, act responsibly and make us aware of relevant concerns.

12. Gift vouchers

• Vouchers are valid for two years from purchase unless stated otherwise.
• Before expiry, a voucher may be extended once for a further 12 months for a £20 administration fee plus any applicable price increase.
• Expired vouchers cannot be extended.
• Bookings are subject to availability, suitability and the normal weather and cancellation provisions.
• Once a date has been confirmed, the voucher is treated as redeemed against that booking.
• Vouchers cannot be exchanged for cash, without affecting any statutory cancellation rights that may apply to the original online purchase.

13. Camping and accommodation

On-site camping must be booked or agreed and is available only in connection with eligible Academy activities. Campervans are welcome as part of an eligible Academy stay; guests do not need to choose between the campsite and hardstanding in advance and may decide on arrival according to ground conditions. Guests must follow arrival, parking, site-access, waste and safety instructions. We may alter where vehicles or tents are placed to reflect ground and weather conditions.

Holmus Cottage is separate accommodation and may be subject to its own booking information or terms. An activity booking does not include or guarantee camping or cottage accommodation unless this is expressly stated in writing.

14. Shop purchases, returns and faulty goods

Changing your mind about an online purchase

For goods bought online, you normally have 14 days after receiving them to tell us that you wish to cancel, followed by another 14 days to return them. You do not need to give a reason.

Approved refunds are made to the original payment method within the period required by law after we receive the goods back or acceptable evidence that they have been returned. We refund the basic outbound delivery cost where legally required. You normally pay return postage for a change-of-mind return unless we agree otherwise.

You may inspect goods as you could in a shop. We may make a lawful deduction where handling beyond that necessary to establish the nature, characteristics and function of the goods has reduced their value.

Exceptions

Change-of-mind rights may not apply to personalised or custom-made goods, or sealed goods that are not suitable for return for health or hygiene reasons once unsealed. This does not remove your rights where goods are faulty, misdescribed or otherwise not of satisfactory quality.

Faulty, damaged or incorrect goods

Please contact us promptly with the order details and photographs where helpful. We will provide the repair, replacement, price reduction or refund required by your statutory rights. No short notification deadline in these terms limits those rights.

For an in-person shop purchase, we do not have to accept a change-of-mind return unless we have agreed to do so, but statutory rights still apply to faulty, misdescribed or unsatisfactory goods.

15. Personal information

We use personal information to answer enquiries, manage bookings and purchases, plan safe participation and meet legal or insurance obligations. Our Privacy Notice explains the information involved, lawful bases, service providers, retention and your rights.

16. Governing law, enforceability and contact

These terms are governed by the law of England and Wales. If a court finds part of them unenforceable, the remaining provisions continue to apply.

Nothing in these terms prevents a consumer from relying on any mandatory rights or protections that apply to them.

Questions about a booking, purchase or these terms should be emailed to info@seakayakacademy.com.