Terms and Conditions

Contact Information

steven@underthetrees.co.uk 07305 051 749

Booking and event delivery

When booking an event with Under The Trees Ltd you are reserving a place at the event and signing up to these term and conditions. You will receive confirmation of your booking. Please do get in touch if you do not receive this confirmation. By completing an online booking you are indicating you will attend the event/training organised by Under The Trees Ltd. Places on events/training are booked on a first-come first-served basis, with a waiting list opened up after places have been filled. We CANNOT accept bookings on the day of the training/event unless prior agreement has been made. We reserve the right to prevent attendees from taking part in events/training which has not been pre-booked. Group bookings for training are available, but for some events/training we may accept only limited attendees from the same organisation – see individual training details for more information. If the event is full you may be added to a waiting list. We will contact you to offer you a place should one become available, and will provide as much notice as we possibly can. We cannot guarantee a place on the event to those on the waiting list. Event details can be found attached to each event, any problems let us know.

Contacting us

We can be contacted on the above details. Please note that we will reply as quickly as possible. On the day of the event the above mobile will be the main contact unless otherwise specified. We are busy prior to events so we may not get your message in time. If you have not heard from us within 4 days please do get in touch – tech problems sometime get in the way.

Inclusion & Equality

All of our events at Under The Trees Ltd are committed to make every effort to ensure the equality of access and to meet the needs of our customers. Please let us know if you have any specific needs not covered in the booking forms. Due to the nature of our events not all locations will be suitable for wheelchair users and prams/buggies. In this case we will let you know in advance. We do not always have access to an indoor toilet and often going behind a bush is the only option we may have. Please contact us to discuss this further if this may cause any inconvenience.

Event fees

The fees incurred are for all materials incurred during the event/training. We will inform you if lunch and refreshments are included. There will be no additional costs incurred on the day unless advertised beforehand.

Payment

Where a fee is charge for attending an event, all payments must be completed online via our online system. No card details will be held by Under The Trees Ltd. Bookings will not be accepted until payment has been made. Where training allows for payments to be made in instalments, all payment must be made within the agreed time between yourself and Under The Trees failure to do so may result in removal from the course. Any problems with payment should be sent to the above email address explaining clearly what has happened, bank statements or other evidence to support your problem should be attached. We do not need to see your full statement just the part that has to deal with the problem. We aim to resolve any problems as quick as possible.

Cancellation policy

In the likelihood we have to cancel an event/training due to staff illness, weather conditions or other we will inform you at the earliest opportunity. In this case we will offer the following options:

Refund your money
Swap you to an alternative event of your choice
Offer an alternative date for any cancelled event

Cancellations from yourself with 1 week or more before the beginning of the event will incur no penalty, and we will refund your fee in full, excluding any fees that may apply. Cancellations less than 1 week in advance of the event (unless exceptional circumstances e.g. bereavement, severe illness) are charged in full and no refund will be made. We hope you understand but with less than 1 week before the event we have paid for materials, prepped the session and costs have been paid out for you. You can swap with another family member/arrange transfers with others but this is out with our hands and you MUST inform us of any name changes. To change to another event (where possible and subject to space) please contact us on the above email. In certain circumstances we may offer to swap you to another event. A no-show on the day of the event also follows the same as cancellations under 1 week. We operate a zero strike policy for 2018. 3 no shows without telling us and we will remove you from any future bookings. No refunds will be given for no-show sessions. We have had so many people disappointed at not getting a space last year that we have to take these steps. NB Addition: To change to another event (where possible and subject to space) please contact us on the above email. NB. Swapping to another event must be done within 2 weeks of the original cancellation and must be within the same year of the event, we CANNOT carry changes over to the next year. If a replacement choice cannot be offered we will refund your order.

If Under The Trees cancels an event

In the event of a cancellation we will contact you at the earliest possibility. NB. This maybe as late as 1 hour before the event, please check your email, phone and our Facebook page before you leave to check for any cancellations/changes. We reserve the right to make any changes to an event, due to weather or site conditions or other conditions which may mean to go ahead with the advertised event is not possible. We will aim to let you know but this may not always be possible.

Website booking

These is our new way of booking for 2018 and beyond, please let us know if you experience any problems and we will try our best to resolve them.

Weather

We aim to go ahead as much as possible but sometimes the great Scottish weather is sometimes just out of our hands. Wind levels 25mph and over, driving rain, sleet and snow and cold snaps may at times affect our events. Please check your email, text/our Facebook page before you leave for any updates.

Outdoors

To ensure you have the best time with us and are warm and safe we ask that you please dress for the weather conditions. In winter lots of layers and warm clothes are essential. Spare clothes especially socks, hats, gloves is important. We have some we can let you use. Warm drinks with you is also important, sun block, midge repellent is also important. We cannot administer any medication.

Links to external websites/providers

Where we work with an external provider we are not responsible for the content of any linked website and cannot take responsibility for the consequences of you using the information or services on linked websites. We cannot guarantee that these links will work all of the time. Websites that we link to may have Terms and Conditions that are different from ours. Do not assume our terms and conditions apply to those.

Data protection and privacy policy

You must read and accept our data protection and privacy policy before continuing. As you may be aware the law relating to data protection is changing as of the 25th of May 2018. Under The Trees Ltd takes data protection seriously. Please do not hesitate to contact us with any questions you have in relation to how your data is protected/stored and managed. Data is not stored on any hard copy and is only held via our website/Paypal. Once personal data in no longer needed, we will destroy it securely. Please be aware that we will never distribute your data without your consent and we will not share it with any third parties. Consent for holding your data/photographs can be removed at any time, please contact us should you wish us to do so. You can opt out of any newsletter/email information at any time by emailing us at jess@underthetrees.co.uk

Data protection policy

We are committed to protecting personal data and this policy sets out how we will implement that commitment with respect to the collection and use of personal data. We will ensure that we comply with the eight principles of the Data Protection Act 1998 listed below, and meet the legal obligations set out in the act

Data protection act principles

Personal data shall be processed fairly and lawfully.
Personal data shall be obtained for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes.
Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
Personal data shall be accurate and, where necessary, kept up to date.
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998.
Appropriate technical and organisational measures shall be taken against unauthorised and unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
Personal data shall not be transferred to a country or territory outside the United Kingdom unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data. We are committed to:
ensuring that data is collected and used fairly and lawfully.
processing personal data only in order to meet our operational needs or fulfil legal requirements.
taking steps to ensure that personal data is up to date and accurate.
establishing appropriate retention periods for personal data.
ensuring that data subjects’ rights can be appropriately exercised.
providing adequate security measures to protect personal data.
ensuring that a nominated officer is responsible for data protection compliance and provides a point of contact for all data protection issues.
ensuring that all staff are made aware of good practice in data protection.
providing adequate training for all staff responsible for personal data.
ensuring that everyone handling personal data knows where to find further guidance.
ensuring that queries about data protection, internal and external to the organisation, is dealt with effectively and promptly
regularly reviewing data protection procedures and guidelines within the organisation.

In this policy, “us”, “we” or “our” means Under The Trees Ltd. This policy sets out:

what kind of information we collect;
how we collect it
why we collect it
how we use it
how we disclose it
opting in and out
management and security
how to seek access to and update your personal information and
how to contact us.

We are bound by the data protection act 1998. All personal data shall be processed in accordance with the rights of data subjects under this act. We may, from time to time, review and update this policy, including to take account of new or amended laws, new technology and/or changes to our operations. All personal information held by us will be governed by the most recently updated policy. This policy was last updated in April 2018.

What information we collect

In general, the personal information we collect about you includes (but is not limited to) your name, contact details (including phone numbers and electronic and postal addresses), and your organisational and employment details if you are a member of staff or fellow.

How we collect information

We may collect your personal information from a variety of sources, including from you or your partners. We may collect your personal information when you register with us our newsletter, participate in our events or when you communicate with us by e-mail, telephone or in writing. If, at any time, you provide personal or other information about someone other than yourself, you warrant that you have that person’s consent to provide such information for the purpose specified.

Why we collect information

The primary purpose for which we collect information about you is to provide you with information and support relating to the programme. We also collect information to get in touch with you regarding news, events, notifications and new funding opportunities within the programme. We may state a more specific purpose at any point when we collect your information. If you do not provide us with the information that we request, we may not be able to support you adequately with funding and information. For example, if you do not register as a user of the online applicant portal, you will not be able to access features or services that are reserved for registered users only such as reviewing grant applications and reports and submitting comments and enquiries.

How we use information

In addition to the primary purpose outlined above, we may use the personal information we collect, and you consent to us using your personal information:

to provide you with news and information
to personalise and customise your experiences
to communicate with you, including by email, mail or telephone
to investigate any complaints about or made by you, or if we have reason to suspect that you are in breach of any of our terms and conditions or that you are or have been otherwise engaged in any unlawful activity; and/or
as required or permitted by any law.

How we disclose information

We may also disclose personal information, and you consent to us disclosing your personal information, to third parties: as required or permitted by any law.

Opting in or out

At the point we collect information from you will be asked what consent you give us in using or disclosing your personal information, other than in accordance with this policy or any applicable law.   You will be given the opportunity to “opt out” from receiving communications from us or from third parties that send communications to you in accordance with this policy. For example, you will be given the option to unsubscribe from newsletters and other material sent by us. You may “opt out” from receiving these communications by following the instructions on the email or similar.   If you receive communications purporting to be connected with us that you believe have been sent to you other than in accordance with this policy, or in breach of any law, please let us know about this.

Management and security

Other than in relation to Non-Confidential Information, we will take all reasonable steps to protect the personal information that we hold from misuse, loss, or unauthorised access, including by means of firewalls, password access, secure servers and encryption of financial transactions. However, you acknowledge that the security of communications sent by electronic means or by post cannot be guaranteed. You provide information to us via the internet or by post at your own risk. We cannot accept responsibility for misuse or loss of, or unauthorised access to, your personal information where the security of information is not within our control. You acknowledge that we are not responsible for the privacy or security practices of any third party (including third parties that we are permitted to disclose your personal information to in accordance with this policy or any applicable laws). The collection and use of your information by such third party/ies may be subject to separate privacy and security policies. If you suspect any misuse or loss of, or unauthorised access to, your personal information, please let us know immediately.

Accessing and updating your information and how to contact us

You can seek access to and update the personal information we hold about you. If you make an access request, we will ask you to verify your identity. We request that you keep your information as current as possible so that we may continue to improve the service of the portal and support we can offer you. If you would like to seek access to personal information we hold about you, or if you have any questions or complaints about how we collect, use, disclose, manage or store your personal information, you can contact us directly: steven@underthetrees.co.uk