Deposit payment A deposit of £250 per person reserves your place on a holiday pending receipt of the balance (8 weeks prior to the start of the trip). When you pay your deposit you will receive a payment confirmation and information about travel. Balance payment Your place is not confirmed until full payment has been made. On receipt of full payment an itinerary and equipment list for the event will be emailed to the client within 48hrs. At this stage you will be asked for your personal information, and to confirm your travel plans. Booking cancellation by client All cancellations must be advised in writing via email. Deposit paid stage: If you need to cancel your place we will retain your deposit and re-advertise the place. Once the place has been filled we will refund your deposit less £25 to cover our costs for administration. Balance paid stage: If you need to cancel after you have paid your balance, the entire amount paid will be retained and your place will be re-advertised. Once the place has been filled we will refund your payment less £25 to cover our costs for administration. If we have to offer a reduction in order to fill your place, this will be deducted when issuing your refund from the money you have paid. If we am not able to fill your place then unfortunately we will not be able to refund your payment, and you should make a claim on your holiday insurance. Booking cancellation by Suzanna Swims In the rare event of a cancellation by Suzanna Swims the client will be notified as soon as possible before the event. This will be by email and/or text and phone call. Please ensure you have provided a current correct email address and that your mobile phone is switched on. For changes 24-48hrs in advance of the event you will be notified by email. For changes less than 24hrs in advance of the event you will be notified by phone call. Cancellation would only be necessary due to unforeseen or uncontrollable circumstances. Suzanna Swims will not be liable for any travel or accommodation related expenses other than those relating to the holiday accommodation. In the rare case of a cancellation, you will be offered three options: Transfer to a new date, Or a 12 month credit note for events, holidays, or 1:1 sessions, Or a full refund. There is no charge to process a transfer or refund if we have to cancel or postpone the holiday. Travel You should ensure your holiday insurance covers you travelling to and from the holiday, for activities that take place during the holiday, illness and injury, and cancellation. It is your responsibility to make your way to the start of the holiday. Weather Outdoor swimming means out activities are at the mercy of the weather gods. It doesn’t always rain but when it does, walks and swims will usually go ahead in light rain, drizzle, or windy conditions unless we feel this will compromise your safety. This is an outdoor activity holiday in northern England and as such you should expect to encounter inclement weather during the trip and pack accordingly. I reserve the right to shorten walks or offer an alternative activity if the weather poses a risk to our safety. Changes to the itinerary Sometimes it may be necessary to change the itinerary and the client will be informed as soon as the decision has been made. Changes may be made due to weather conditions, or for environmental reasons such as access and parking. In most cases, but not all, there is no monetary compensation due to itinerary changes as these are usually factors outside of our control. Non-attendance or Late Arrival Advice on travel and the meeting times will be sent once your balance is paid. It it the client’s responsibility to arrive on time for the trip. If the client is going to be late, please contact Suzanna as soon as possible by mobile phone (call and WhatsApp/text message). For daily activities, the schedule and timings will be confirmed the night before. We reserve the right to refuse entry to the given swim event when the client has missed the safety briefing, or the group has already left the rendezvous point. The final decision is made by Suzanna and is non-negotiable. Personal information Certain information is required from the client in order to take part in the holiday. This includes: Contact mobile number and email address, Next of kin name and mobile number, Medical conditions and medication taken, Dietary preferences and/or allergies and intolerances. If this information is not made available then it may not be possible for you to take part in the holiday and your place will be cancelled. Your information is held securely for the duration of the trip. Insurance and Loss Suzanna Swims is insured to guide outdoor swimming and walking in the UK. Any event does not include insurance (personal, accident, cancellation and/or third-party insurance). We advise that the client takes out personal accident/cancellation insurance. We do not accept any liability for loss or damage to any personal property during an event. Please ensure your holiday insurance covers payment and participation for activities. Outdoor/open water swimming are activities with a certain amount of risk and personal danger. Clients should be aware before making a booking that there are risks associated with outdoor swimming which cannot be completely removed. The client must accept these risks and be responsible for their own actions, safety and involvement. As a swim guide Suzanna Swims will help clients navigate the risk and behave accordingly. Personal fitness Suzanna Swims provides fun and relaxed guided swimming activities, not boot camps. None of the advertised activities are designed to be used for training or as strenuous exercise and should not be considered as such. All activities are guided at a relaxed pace suitable for the entire group. The usual swim stroke required is breaststroke however there will be opportunities to swim front crawl in most cases. Although the activities are relaxed, a minimum level of fitness does apply and all participants should be able to manage the following activity prerequisites: Tread water for 5 minutes. Swim unaided for at least 100m using any stroke. Swim out of their depth in a calm and controlled manner. Don and remove your swimwear and clothes without any assistance. Walk at least 5km at a relaxed social pace (ie strolling and chatting pace). Carry a backpack containing all swim equipment, refreshments and food, warm clothes, and other personal items. Walk on uneven (but not steep) ground. A packing list for each swim event will be made available in advance and the client should be able to carry everything needed for swimming to the swim site. Clients must be in good health at the start of the trip and any pre-existing medical conditions must have been reported when booking the event. Clients are required to declare medical conditions to enable Suzanna Swims to risk assess participation and make any necessary adjustments. Failure to disclose medical conditions that may subsequently pose an issue during the session not only puts the client at risk but also affects the rest of the group. Please ensure your vaccinations are up to date, including covid vaccinations, in order to take part in this holiday. Privacy Policy & GDPR All information and material on Suzanna Swims website are intended for general use only and may be changed without notice. The website and all its content are the intellectual property of Suzanna Cruickshank t/a Suzanna Swims. It should not be reproduced or shared in any way, with the sole exception of letting loved ones know the details of the activity the client is taking part in. Photos taken by Suzanna may be used in advertising. Your participation assumes consent to appear in photography. Please advise us in advance if you would not like to feature. When taking photos of other members of the group, and Suzanna, please ensure you have consent before using the photos online. In order to take part in the trip, I require you to share some data, such as your name, contact information, emergency information, medical and dietary information. This information is not shared with any third party and I personally have no access to your payment information. After the trip, we retain your name and email address to share trip photos and information about future trips. We may also invite you to leave a review about your experience. By law we are required to keep a record of your attendance to an event for 6 years, after which time you can request that your information is deleted. Should you wish to remove or change any of your data I retain for business purposes, please contact me: getwet@suzannaswims.co.uk to request removal and deletion.