Kandersteg '24

The Small Print

The following terms and conditions apply:

1. All payments are considered non-refundable. We may provide a refund where:.
   1. .Non-attendance is due to unforeseen serious ill-health (at the trip leadership team's discretion)
   2. Other extraordinary circumstances do not allow attendance (at the trip leadership team's discretion)
   3. following point 2 below
      
2. If an attendee wishes to cancel, the trip leadership team reserves the right to require the cancelling attendee to find a replacement attendee as a pre-requisite for a refund, unless the cancellation is covered by the Travel Insurance policy
3. Where an attendee (young person or adult) is suspended from the Scouts, this will result in them being unable to attend the trip and a refund cannot be provided.
4. A code of conduct will be drawn up at the pre-events, however, in all cases we expect young people to follow the Scout Law. The trip is being run in accordance with Policy, Organisation and Rules (POR) and all attendees are bound by the rules laid out in this. Poor behaviour at the pre-events/prior to the event could result in participation in the trip being terminated. A refund will not be possible in this situation, in line with point 1.
5. In the event of poor behaviour during the trip resulting in an individual needing to leave the event early. Parents/guardians will be expected to arrange and fund the individual leaving the event early. A decision to send an attendee home from a trip early will be made by the trip leadership team in consultation with the District Commissioner.
6. Some changes are necessary because of unusual or unforeseen circumstances which neither we nor our suppliers could foresee or avoid, even with all due care. These circumstances include industrial disputes, closure or congestion of ports or airports, road blockades, unavoidable technical transport problems, war, civil unrest, terrorist activity, natural or nuclear disaster, epidemic or disease, adverse weather conditions, natural or manmade disasters or similar events. In these circumstances, you will not automatically be entitled to a refund or compensation. In these circumstances, the trip leadership team in consultation with Malling District Scout Council will work diligently with their insurance underwriters to determine if refunds or compensation should be provided. 
7. We have outlined a series of activities that are likely to feature in the trip programme (available on the programme page), however, this is simply an outline. The leadership team will aim to adhere as closely as possible to the programme outlined, but we may need to make adjustments for a variety of reasons, including those outside our control.
8. The trip budget has been prepared factoring in foreign exchange fluctuations, a variety of quotations and a contingency. The trip leadership team will work to ensure the best trip possible can be provided in line with these wider factors. However, in the event of unforeseen circumstances that cannot be easily managed, we will update parents as soon as possible on our actions and next steps.
9. Whilst the trip budget is prepared on the basis of breaking even and does not intend for a surplus to be made, sometimes surpluses exist due to unexpected discounts/price savings/foreign exchange changes etc. Any surplus that arises from the trip budget following the end of the trip will be used as part of the post trip legacy - including supporting the delivery of the wider programme to the age group attending the trip and future trips of a similar nature.
10. All attending adults must hold a role in Scouts with a current valid DBS check and up to date mandatory training (ie being compliant) on the date of departure and for the duration of the trip.
11. Passport, Visas and Immigration requirements- Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
12. You are responsible for your own personal possessions and property that you bring to the pre-events and the trip itself, you should take care of these. Malling District Scout Council cannot accept any liability for lost, stolen or damaged items.
13. Media - The media team will be taking photos and videos during the event. These images will be used by Malling Scouts to share news about the trip, and to publicise future trips. Images may be used in press releases, printed publicity and published on Malling Scouts' social media streams such as Facebook, Twitter, Instagram & Snapchat. They will be stored securely. If you would prefer for you not to be recorded, please highlight this in the registration portal and we will facilitate the management of these photos to our best efforts
14. As part of the trip, we will be required to collect personal data about participants. This will be available to the event leader(s) and required contacts as part of our InTouch (emergency) contact process. This data is required so that we can prepare for the event and in the event of an emergency. We will also be required to collect sensitive (special category) data about you, this data is required so that we can offer additional support if required and keep you safe whilst on the event. We may share your personal data with third parties, for event/activity registration. These third parties are used on the basis that they align with our data privacy policies. We take your personal data privacy seriously. The data you provide to us is securely stored in Cognito forms and Malling District Cloud Storage (Office 365) and will be kept for 6 months after the event for any queries that arise before being securely destroyed. For further detail please get in touch with kandersteg@mallingscouts.org.uk

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