Impact Marathon Series

Impact Marathon Series - Terms and conditions

IMPACT MARATHON SERIES: TERMS AND CONDITIONS

These are the terms on which you enter one of our events. Please read them; they are short and they matter.

1. Who we are

Your booking is with Impact Marathon Series Ltd, company number 09561970, registered office The Stable, Cilgelynnen, Llanychaer, Fishguard, Wales, SA65 9TG ("we", "us", "Impact Marathon"). Email info@impactmarathon.com.

2. What you are booking

"Event" means any race week, expedition, challenge, retreat or add-on trip you book with us. "Participant" or "you" means anyone on your booking, whether or not they are running.

Our events are land-only. We do not sell flights. Your event starts at the meeting point and time in your Event Notes and ends with the last service listed there. Getting to and from the event is your responsibility.

Every event has Event Notes on our website: the itinerary, what is included, what is not, the minimum numbers, the fitness required and any event-specific terms. The Event Notes form part of your contract. If the website and the Event Notes differ, the Event Notes are right.

3. Your booking

A booking exists when we send you our booking confirmation email. The person making the booking (the lead name) must be 18 or over, accepts these terms on behalf of everyone on the booking, and is the person we deal with for changes and cancellations. Under-18s may take part only on events that say so in the Event Notes, as a named participant on a parent's or guardian's booking, with the parent's or guardian's written consent, and that parent or guardian is responsible for them throughout the event.

Check your confirmation when it arrives and tell us straight away if anything is wrong. Names must match passports; we need them for permits.

Prices are those shown at the time you book. Offers cannot be combined unless we say so. If an obvious pricing error appears on the site we may correct it, including after booking, and you may cancel for a full refund if you do not accept the corrected price.

4. Fitness, health and checks

Our events are physically demanding, often remote, sometimes at altitude. By booking you confirm that you have read the Event Notes, that you are fit and able to take part, and that you will tell us at booking, and again if anything changes, about any medical condition, medication, allergy, dietary need or reduced mobility that could affect you or others during the event. We may ask for a medical certificate no later than eight weeks before the start date where the Event Notes say so.

Where an event involves working with children or vulnerable adults, we may ask you for references or a DBS check before the event. If we do, we will tell you at booking and explain how it is handled.

5. Paying

Your deposit is £395 per person (or the amount shown on the event page if different) and it is non-refundable. You can pay it in full when you book, or start a payment plan from £99 today. On a payment plan, the first £395 you pay, however many instalments it takes, is your deposit. Instalments after that are also non-refundable but deferrable, as set out in clause 8.

If you cancel before you have paid £395, you lose what you have paid and owe nothing more. Once you have paid £395, clause 8 applies.

The balance is due on the balance due date shown on your booking confirmation. This is normally between 60 and 90 days before the event, and earlier where our local suppliers need payment sooner; we tell you the date when you book. If you do not pay on time we will contact you; if it remains unpaid 14 days after the due date we may cancel your booking and keep the deposit and any instalments.

Some events include items that are non-refundable from the moment we buy them, such as permits, park fees and peak-season accommodation. The Event Notes say what these are.

We accept Visa, Mastercard, American Express, Apple Pay, Google Pay and bank transfer.

Commit to Impact. (Offered on some events only; the event page says if it applies.) On some events you can commit to raising a higher amount for the charity partner in return for a contribution towards your entry price. You pay the standard price when you book. If you reach the target by the deadline shown on the event page, we refund the contribution to the card you paid with. If you fall short, we refund it in proportion to what you raised. Example: contribution £300, target £1,000; raise £1,000 and we refund £300; raise £500 and we refund £150.

6. Insurance

Travel insurance is compulsory. It must cover you for the whole event, for the activities and altitudes in your Event Notes, and for medical costs, repatriation, cancellation and curtailment. Buy it when you book, because cancellation cover only helps if you have it before something goes wrong. Tell your insurer about any medical condition. We ask you to give us your insurer, policy number and emergency line before the event, and you must carry proof with you. We are not responsible for costs that insurance would have covered.

7. Minimum numbers and confirmation

Most events need a minimum number of participants to run; the number is in the Event Notes. Until we reach it, your booking is confirmed but the event is not guaranteed. We tell you when it is.

Do not book flights, visas or anything non-refundable until the event shows as Guaranteed. If you do and the event then changes or does not run, we are not responsible for those costs.

We decide whether an event runs on its balance due date, because that is when we know who is coming. If we do not reach the minimum, we tell you within seven days of that date and never later than 45 days before the start, and you can choose a full refund of everything you have paid to us, or a transfer of everything you have paid to another event or edition.

8. If you cancel

Tell us in writing (email is fine) from the lead name's address. The date we receive it is the cancellation date.

We charge only what your cancellation costs us, and we would always rather move you than lose you:

- Before the balance due date: your deposit and any instalments are not refunded, but you can defer them once, free, to another event or a later edition within 12 months, or transfer them to a new booking in that time. Anything else you have paid is refunded. A second deferral, and any later change, carries a £50 administration fee.

- After the balance due date and more than 30 days before the start: nothing is refunded, but everything you have paid, less any non-refundable supplier costs listed in your Event Notes, can be deferred once, free, to the next edition of the same event or another event within 12 months.

- 30 days or fewer before the start, or if you do not turn up: nothing is refunded or deferred.

If your reason for cancelling is covered by your insurance, you can usually claim these charges back. That is why clause 6 exists.

If you leave an event early for any reason other than our fault, we cannot refund the parts you did not use.

9. If you change your booking

You can transfer your place to someone else who meets the conditions for the event (fitness, insurance, any checks) by telling us in writing at least 14 days before the start. You and the new participant are jointly responsible for any costs we incur, such as permit name changes, which we will tell you before we make them.

Other changes (dates, accommodation type, add-ons) carry a £50 administration fee plus any supplier costs. Some items cannot be changed once bought; the Event Notes say which.

10. If we cancel or change your event

We may cancel an event if the minimum number is not reached (clause 7), if you do not pay (clause 5), or because of unavoidable and extraordinary circumstances (clause 11). If we cancel for any other reason we will tell you as soon as we can and you can choose a full refund or a transfer of everything you have paid.

If we cancel, you choose: a full refund of everything you have paid to us, or a transfer of it to another event or edition. If the alternative costs less, we refund the difference. We are not responsible for flights or other arrangements you made yourself, which is why clause 7 says to wait until Guaranteed.

We may make minor changes before the event (for example, accommodation of the same or higher standard, a different local transport provider, an adjustment to the running order of the itinerary) and will tell you. Some events have a contingency start date stated at booking; moving to it is a minor change.

If we have to make a major change to the main features of your event, we will tell you promptly and you can accept it, transfer to another event or edition, or take a full refund of everything you have paid to us.

Your price will not change after booking, except where a government or park authority introduces or increases a tax, permit fee or entry fee after you book. If that adds more than 10% to your price, you can cancel for a full refund.

11. Unavoidable and extraordinary circumstances

These are events beyond our control that we could not have avoided even with all reasonable care: war or threat of war, civil unrest, terrorism, natural disaster, epidemic or serious disease outbreak at the destination, severe weather, strikes, border closures, and the UK Foreign, Commonwealth and Development Office advising against travel to the event area. We follow FCDO advice.

If such circumstances mean the event cannot run, we will tell you and you can choose a transfer of everything you have paid to another event or edition, or a refund of everything you have paid less any costs we have already paid to local suppliers that we cannot recover. We will show you those costs. We will not pay compensation for cancellations or changes caused by these circumstances.

12. Our responsibility to you, and yours to us

We will run your event with reasonable skill and care. We are responsible for the services we have agreed to provide; we are not responsible for services you book directly with someone else (clause 17), for your own travel to and from the event, or for anything caused by you, by a third party unconnected with the event, or by unavoidable and extraordinary circumstances.

We do not exclude or limit our liability for death or personal injury caused by our negligence. For other loss, our liability is limited to the price you paid for the event.

Our events happen in places where accommodation, transport, roads, medical care and infrastructure may be below what you are used to and may vary during the event. Itineraries are our best plan, not a promise of every detail; local conditions, weather, illness, access and safety can change them, and where that happens we will do what we reasonably can and refund unused services where we can recover the cost.

All sport and travel carries risk. You accept that trail running, trekking, altitude and remote travel carry a risk of injury, illness and loss, and that you take part at your own risk except where injury is caused by our negligence. You may refuse any activity you believe is unsafe for you or not covered by your insurance. On some events our local team will ask you to sign an acceptance of risk form on day one; the Event Notes say where this applies and you can ask for a copy in advance.

Local transport during the event (vehicles, boats, any included domestic flight) is provided by local operators under their own conditions, which we will give you on request, and under any convention that limits their liability.

13. Problems and complaints

If something is wrong during the event, tell your event leader at once so we can put it right. If it is not resolved, email info@impactmarathon.com within 28 days of the end of the event with your booking reference. We cannot investigate problems we were not told about during the event, and that may affect what we can do for you.

14. Help while you are away

If you are in difficulty during the event we will help: information on medical services, local authorities and consular help, and assistance with alternative arrangements. If the difficulty is your fault you must pay our reasonable costs. Any money we lend you in an emergency is at our discretion and must be repaid within four weeks of the event ending.

15. Passports, visas and health requirements

Passports, visas, vaccinations and entry requirements are your responsibility. Check them with the relevant embassy and at gov.uk/foreign-travel-advice at least two months before you travel and again in the two weeks before. Some events need permits, so we will ask for your passport details before the event; if you renew your passport after that, bring the old one too. We are not responsible if you cannot travel or enter a country because you did not meet a requirement. Respect local laws and customs; they can differ sharply from the UK.

16. Conduct

Your event leader represents us and you agree to follow their reasonable instructions. We can refuse or end your participation, without refund, if your behaviour is dangerous, abusive, illegal, or damaging to the event or to others, or if the leader reasonably believes you cannot safely complete an activity. Where we stop you doing part of an event for safety we will try to arrange an alternative, but we do not refund missed activities and you may have to pay any extra costs. You are liable for damage you cause. By booking you accept the Code of Conduct in the Appendix. In this clause "you" includes everyone on your booking.

17. Activities you book yourself

Anything you book directly with a local provider during the event (an excursion, a tour, a transfer) is a contract between you and them. We are not responsible for it.

18. Your data, photographs and film

We handle your personal data as described in our Privacy Policy at impactmarathon.com/privacy-policy. Read it before you book; it explains what we collect, who we share it with (including our local teams in the country you are visiting and the charity partner for your event), and how long we keep it.

We photograph and film every event. It is how we tell the story of the communities we work with, and it is central to how Impact Marathon works. By booking you acknowledge that you will be photographed and filmed during your event and that we, or the photographers and filmmakers we license, own the copyright in that material.

We use images and footage in which you appear to tell the story of the event: on our website, social channels, films, print and in our charity partners' channels. Our lawful basis is our legitimate interest in documenting and promoting our events, which we have assessed against your rights. You do not have to agree to this to take part.

You can object at any time, before, during or after the event, by telling your event leader or emailing info@impactmarathon.com. If you object we will not use new images of you and will take down or stop using existing ones where we reasonably can. We will never use an image of you in a way that is, in our reasonable view, defamatory or damaging to you, and we will not use your image in paid advertising for a third party without asking you first. A parent or guardian may object on behalf of a child on their booking.

19. Payment disputes

If you think you are owed a refund, contact us first at info@impactmarathon.com and we will deal with it under these terms. Your rights under section 75 of the Consumer Credit Act 1974 and under your card scheme are not affected. If you raise a chargeback and we also refund you under these terms, you agree we may recover the duplicate.

20. Law

These terms are governed by English law and the English courts. If you live in Scotland or Northern Ireland you may choose the law and courts there.

Appendix: Code of Conduct

You are a guest of the community that hosts the event. You agree to:

- Respect local attitudes, culture and beliefs, and dress, speak and behave appropriately at all times. No derisory, sexist or racist comments to anyone.

- Follow the advice of the event leader and the in-country team at all times. Failure to do so may put you or others in danger and may mean you are asked to leave.

- Take part in the project days as set out in your Event Notes, arrive on time, and tell the leader in advance if you cannot attend.

- Not take time away from the itinerary for personal travel or to meet friends or family without the leader's express permission.

- Not bring anyone into your accommodation without the leader's express permission, and keep shared spaces tidy.

- Drink alcohol only in moderation and respect any local rules on alcohol the leader explains.

- Never buy, carry or use illegal substances. Zero tolerance: anyone found with them, or reasonably suspected of using them, leaves the event immediately.

- Take responsibility for your own health: deal with any ailment promptly and seek medical help and your insurer's advice when you need it. Health facilities may be of a lower standard than you are used to.

- Understand that we advise against sexual relationships with people in the host country, that attitudes to them differ, and that you take any such risk yourself.

- Make sure your passport, visa and return travel are valid for the whole event.