Wild Swim Retreats Yorkshire

Terms & Conditions and Participation Statement

Policy Updated April 2025

Wild Swim Retreats Yorkshire is a collaborative brand offered by Heather Simpson Ltd and Sarah Banks.
These Terms and Conditions apply to all of the retreats and events that are offered by Wild Swim Retreats Yorkshire.

Acknowledgment of Risks and Participation Statement

Wild Swim Retreats Yorkshire may include any of the following activities:

  • Wild swimming in varying bodies of water in differing conditions

  • Walking and hiking in various terrain and weather conditions.

  • Wellness practices such as guided visualisation and breath work

  • Guest speakers, journaling, coaching, and other miscellaneous activities

Whilst safety is paramount in all our activities, wild swimming, walking and its allied activities contain an element of inherent risk.

All clients of Wild Swim Retreats Yorkshire who participate in our events are deemed to understand and accept as a condition of their booking the following statement, adapted from the Outdoor Swimming Society (OSS) swim responsibly statement:

"While we are always keen to share our passion for outdoor swimming, all swimmers must be solely responsible for making their own assessment as to the risks involved in any particular swim.

Swimming outdoors heightens the risk of serious injury or harm. The risks of outdoor swimming include (but are not limited to) hypothermia, drowning, sickness from polluted water, injury from wildlife, other swimmers or debris in the water. The ‘safety’ of locations varies with the weather, the abilities and knowledge of the swimmer and over time rainfall can dramatically change the safety profile of a swim spot. If you are in any doubt about the safety of a swim or your ability to complete it, you should not take part."

Terms and Conditions

Booking

All bookings are confirmed on receipt of payment. This is either payment in full, or on receipt of the deposit, if you have agreed to a payment plan.

Once a booking is confirmed and paid for you will be required to complete a Participant Details Form. We cannot deliver our retreats without a completed form for each participant. Should the retreat be
cancelled due to a Participant Details Form not being submitted, being incomplete or inaccurate, no refund will be offered.

Payment of deposits or fees must be paid in sterling via bank transfer or credit/debit card (including Apple Pay and PayPal).

The retreats advertised by Wild Swim Retreats Yorkshire on the website and elsewhere are illustrative only and while intended to provide an explanation of the type and scope of activities to be undertaken, the activities and/or the location of the retreat may be subject to change. Wild Swim Retreats Yorkshire accepts no liability for, or the consequences, of any such changes.

Group Booking

If a client wishes to make a group booking, a Main Contact must be provided at the time of booking. Wild Swim Retreats Yorkshire will only deal with the Main Contact in relation to the booking, including any changes or cancellation, unless this is delegated to another person within the organisation.

The Main Contact will be responsible for the payment of all deposits and fees and it will be assumed by Wild Swim Retreats Yorkshire that the Main Contact has authority to act on behalf of all group members. Each group member must complete and submit a Participant Details Form.

Cancellation by Client

All cancellations must be in writing (by email) and acknowledged by Wild Swim Retreats Yorkshire. Cancellation costs charged to the client are:

More than 30 days prior to the original date of the retreat/event – 50% of the booking value

at 30 days or less prior to the original date of the first arranged session – 100% of the booking value

Deposits are non refundable.

Any refunds due, after deduction of cancellation costs, will be made within 15 working days of Wild Swim Retreats Yorkshire acknowledging the cancellation.

Cancellation by Wild Swim Retreats Yorkshire

Whilst every attempt is made to ensure our retreats run as advertised, Wild Swim Retreats Yorkshire reserves the right to cancel any retreat due to:

- Circumstances outside its control, including, but not limited to, war, civil unrest, strikes, accident, incapacitating illness, fire, flood, travel disruption

- Dangerous and / or unsuitable conditions for the retreat being present or forecast

If cancelled, Wild Swim Retreats Yorkshire will notify clients as soon as reasonably practicable.

Where a retreat is cancelled by Wild Swim Retreats Yorkshire, a client will be offered:

- A full refund of the retreat fee/deposit they have paid, or

- another retreat on a different date.

Any difference in the cost of the cancelled retreat and the other retreat will (as appropriate) be credited by Wild Swim Retreats Yorkshire or paid by the client in accordance with these Terms and Conditions.

Changing a Booking

In exceptional circumstances, at the discretion of Wild Swim Retreats Yorkshire, a client may amend or change their booking.

Insurance

For all retreats, clients are advised to take out travel and / or personal insurance that covers them for the retreat activities they will be undertaking. These insurance policies will usually include cover for cancellation, curtailment, loss or damage to personal property and equipment, personal accident and personal liability. It is a client’s responsibility to ensure they are adequately insured.

Limitation of Liability

Except to the extent expressly stated in these Terms and Conditions, Wild Swim Retreats Yorkshire will not be liable where any failure or delay in the delivery of a retreat is due to:

- the client

- an event described in these Terms and Conditions (Cancellation by Wild Swim Retreats Yorkshire)

- any other unusual and / or unforeseeable circumstances or event beyond Wild Swim Retreats Yorkshire's control or which Wild swim Retreats Yorkshire could not have foreseen

Wild Swim Retreats Yorkshire will not be liable for any damage to or loss of a client’s personal property, equipment or vehicle.

Wild Swim Retreats Yorkshire's liability in tort (including negligence), breach of contract, breach of statutory duty or otherwise shall be limited to direct losses arising from its breach of a legal duty of care or a breach of these Terms and Conditions and shall not exceed the cost of the retreat booked. Wild Swim Retreats Yorkshire accepts no liability for any direct loss of profits or any indirect loss.

Nothing in these Terms and Conditions shall limit or exclude Wild Swim Retreats Yorkshire's liability for any personal injury or loss of life sustained on a retreat caused by the negligence of Wild Swim Retreats Yorkshire, its employees, agents or sub-contractors, or for fraud or fraudulent misrepresentation.

Photographs

Photographs and video footage taken on a retreat may be used by Wild Swim Retreats Yorkshire for publicity purposes on its website and in promotional material (including on social media) without payment to the participant. If a client does not consent to this they must inform Wild Swim Retreats Yorkshire at the time of booking or the leader immediately prior to the start of the retreat.

Data Protection

Wild Swim Retreats Yorkshire has appropriate procedures and security measures in place to protect client’s personal information.

When a client makes a booking, they are deemed to consent to their personal information (including medical information) being passed to Wild Swim Retreats Yorkshire staff, suppliers, agents or sub-contractors (including retreat leaders)  as necessary for the purpose of providing the retreat.

Please see https://www.sarahbanks.me/privacy-policy for further details on how Wild Swim Retreats Yorkshire collects, uses and safeguards clients’ personal information.

Complaints

A client should report any problems or complaints, while on a retreat, to the retreat leader immediately so that they can seek to remedy it. If not resolved to your satisfaction, please write to Wild Swim Retreats Yorkshire within 2 weeks of the retreat date, by email to sarahleesebanks@gmail.com or heatherhgscoach@gmail.com.  Please include your full name, the retreat name, retreat date and details of the problem or complaint.

General

These Terms and Conditions may only be varied, waived or amended in writing by Sarah Banks or Heather Simpson (Wild Swim Retreats Yorkshire founders).

If any of these Terms and Conditions is found to be unlawful, invalid or unenforceable, it shall be deemed modified to the extent necessary to make it valid, legal or enforceable. If such modification is not possible, the relevant provision or part of it will be treated as severed from the remainder of these Terms and Conditions which will remain legal, valid and enforceable.

No third party rights are granted.

Supplier / Wild Swim Retreats Yorkshire

All bookings and agreements made in accordance with these Terms and Conditions are made with Wild Swim Retreats Yorkshire. Wild Swim Retreats Yorkshire is a collaborative brand offered by Heather Simpson Ltd, company registered in England and Wales (under co. no. 15880850) and having its registered office at 1 Poppleton Hall Gardens, Nether Poppleton, York, YO26 6LE and Sarah Banks at The Old School, Low Hutton, York, North Yorkshire YO60 7HF.

Law & Jurisdiction

These Terms and Conditions and all bookings and agreements made with Wild Swim Retreats Yorkshire will be subject to and governed by English law and the Courts of England and Wales shall have exclusive jurisdiction over any dispute.