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Bristol Activity Centre

TERMS & CONDITIONS

BRISTOL ACTIVITY CENTRE LTD

TERMS & CONDITIONS

These Terms & Conditions apply to bookings made with Bristol Activity Centre Ltd (“Bristol Activity Centre”, “we”, “us” or “our”).

By making a booking, you confirm that you have read and accepted these Terms & Conditions.

Where you make a booking on behalf of other participants, you are responsible for making them aware of the relevant booking conditions, activity requirements and safety information before attending.

Nothing in these Terms & Conditions affects your statutory rights.

1. BOOKINGS

1.1 Booking Confirmation

A booking is not confirmed until the required deposit or payment has been received and confirmation has been issued by Bristol Activity Centre.

Bookings made online, by telephone, by email or through an authorised booking agent are subject to these Terms & Conditions.

All bookings are subject to availability.

1.2 Provisional Bookings

A provisional booking is a reservation held without the required payment having been received.

A provisional booking is an indication of your intention to book and does not guarantee that the booking will be held indefinitely.

Unless otherwise agreed by us in writing, provisional bookings may be released:

For large groups or bookings where multiple activity slots are being held, particularly during peak periods, we may contact the organiser to confirm expected participant numbers.

We reserve the right to release spaces that are no longer reasonably required.

1.3 Booking Deposits

Unless otherwise stated at the time of booking, bookings are secured with a £10 per person, per activity non-refundable booking deposit.

The booking deposit forms part of the total activity price and will be deducted from the final balance.

This booking deposit is separate from any refundable equipment or damage deposit, including the damage deposit applicable to certain quad biking bookings.

1.4 Final Payment

Unless otherwise agreed in writing, the full balance of a booking must be received no later than 7 days before the activity date.

If payment is not received by the required date, we reserve the right to cancel the booking and release the spaces.

Where a partially paid booking is cancelled because the outstanding balance has not been paid by the due date, any refund or credit due will be calculated in accordance with the cancellation provisions within these Terms & Conditions.

1.5 Minimum Group Sizes

Some activities require a minimum number of participants.

Our standard minimum group sizes are:

Where numbers fall below the applicable minimum, we may:

Where possible, we will combine smaller groups to meet minimum participant requirements.

Unless expressly confirmed in writing, bookings should not be assumed to be private sessions.

1.6 Additional Participants

Additional participants may normally be added up to 24 hours before the activity, subject to availability, activity capacity and office opening hours.

We cannot guarantee that additional spaces will be available.

1.7 Group Organisers

The person making a group booking is responsible for providing accurate booking information and communicating relevant information to their participants, including:

Each participant remains responsible for complying with our safety instructions and completing any required participant declaration or waiver.

2. PAYMENT

2.1 Payment Methods

We accept payment using the methods displayed during the booking process or advised by our booking team.

We accept debit and credit cards and, where available, cash payments on site.

We do not accept cheques on site.

2.2 Agencies, Schools, Companies & Approved Account Customers

Where we have expressly agreed that payment may be made by invoice, purchase order or after the normal payment deadline, payment must be made in accordance with the payment terms stated on the invoice or booking confirmation.

Where an organisation has agreed to pay for a booking and fails to cancel within the applicable cancellation period, it will remain responsible for charges due under these Terms & Conditions.

2.3 Late Commercial Payments

For qualifying business-to-business debts, Bristol Activity Centre reserves the right to claim statutory interest and applicable recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998, where legally applicable.

3. CANCELLATIONS, AMENDMENTS & REFUNDS

3.1 How to Cancel or Amend a Booking

Requests to cancel, reduce participant numbers or materially amend a booking must be made by the booking organiser in writing, normally by email.

A cancellation or amendment is not confirmed until Bristol Activity Centre has acknowledged the request in writing.

Requests are processed during our published office opening hours. Requests received outside these hours will be treated as received when the office next reopens.

3.2 Cancellation Charges

Unless different cancellation terms were expressly agreed at the time of booking, the following cancellation policy applies.

29 Days or More Before Your Activity

Where we receive and accept your cancellation 29 days or more before the activity date, you may choose:

15–28 Days Before Your Activity

Where we receive and accept your cancellation between 15 and 28 days before the activity date, payments made will be issued as a credit note valid for 12 months.

No cash or card refund will normally be provided.

2–14 Days Before Your Activity

Where we receive and accept your cancellation between 2 and 14 days before the activity date, the £10 per person, per activity booking deposit will be forfeited.

Any remaining eligible balance paid will normally be issued as a credit note valid for 12 months.

Less Than 24 Hours’ Notice / Non-Attendance

Where a participant cancels with less than 24 hours’ notice, fails to attend or arrives too late to participate, the booking will be treated as a late cancellation.

No refund, credit note or postponement will normally be provided.

This applies to individual participants who fail to attend as well as whole-group cancellations.

3.3 24-Hour Booking Grace Period

Bristol Activity Centre voluntarily provides a 24-hour Booking Grace Period for activity bookings made 7 days or more before the activity date.

If you change your mind, you may contact us in writing within 24 hours of making your booking to request cancellation.

Where a cancellation qualifies under the Booking Grace Period:

The Booking Grace Period:

Statutory Cancellation Rights

The 24-hour Booking Grace Period is a voluntary Bristol Activity Centre policy and should not be confused with the statutory 14-day cancellation period that applies to some online or distance purchases.

Bookings with Bristol Activity Centre are generally for leisure activities taking place on a specific date or during a specific period. Such bookings are generally excluded from the usual 14-day cancellation right under Regulation 28(1)(h) of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

Nothing in these Terms & Conditions affects any statutory cancellation rights or remedies which apply in the particular circumstances.

3.4 Reducing Participant Numbers

A reduction in participant numbers will be treated as a cancellation of the spaces being removed.

The cancellation terms in Section 3.2 will apply to those spaces based upon the date we receive the request.

If reducing participant numbers causes the booking to fall below:

we reserve the right to recalculate the booking price accordingly.

3.5 Moving or Rescheduling a Booking

Requests to move an activity to another date are subject to availability and the applicable cancellation and amendment terms.

A change of date is not confirmed until Bristol Activity Centre has confirmed the new date in writing.

Where we agree to move a booking as a gesture of goodwill outside our normal amendment terms, additional restrictions may be applied to the replacement booking and will be communicated at the time.

3.6 Refund Method

Where a monetary refund is due, we will normally return the eligible amount to the original payment method.

Where the original booking was paid wholly or partly using a gift voucher or credit note, any amount due back in respect of that payment will normally be returned by gift voucher or credit note.

Refunds will not exceed the amount actually paid for the affected booking or participant.

Nothing in this section limits any refund or remedy to which you are legally entitled.

4. CREDIT NOTES & GIFT VOUCHERS

4.1 Credit Notes

Unless otherwise stated when issued, credit notes are valid for 12 months from the date of issue.

Credit notes:

A booking paid for using a credit note which is subsequently cancelled will normally be returned to credit, subject to the applicable cancellation terms.

The maximum value of a credit note will not exceed the amount eligible to be credited from the original payment.

4.2 Gift Vouchers

Gift vouchers are subject to the validity period and conditions displayed when purchased or issued.

Gift vouchers cannot normally be exchanged for cash.

Expiry dates cannot normally be extended unless required by law or expressly agreed by Bristol Activity Centre.

Where a booking paid for using a gift voucher is subsequently cancelled and a credit is due, this will normally be returned as a voucher or credit rather than a cash refund.

5. CANCELLATION OR CHANGES BY BRISTOL ACTIVITY CENTRE

5.1 Operational Changes

We reserve the right to make reasonable changes to an activity where necessary for operational or safety reasons.

This may include changes to:

Reasonable operational changes which do not materially alter the activity do not normally entitle the customer to a refund.

5.2 Safety

Safety takes priority over the completion of an activity.

We may delay, modify, suspend or stop an activity where our staff reasonably believe that continuing would present an unacceptable safety risk.

5.3 Cancellation by Us

If we are unable to provide the booked activity, we will consider the circumstances and your applicable legal rights and may offer, as appropriate:

Nothing in these Terms & Conditions limits any refund or other remedy to which you are legally entitled.

5.4 Circumstances Beyond Our Reasonable Control

Activities may occasionally be affected by circumstances outside our reasonable control, including severe weather, fire, flooding, utility failure, government restrictions, civil disturbance, terrorism, industrial action or other exceptional events.

Where this occurs, we will take reasonable steps to minimise disruption and will communicate the available options to affected customers.

6. WEATHER

Bristol Activity Centre operates predominantly outdoor activities.

Activities will normally continue during rain and other ordinary weather conditions.

Unless Bristol Activity Centre contacts you to advise that your activity has been cancelled or the site is closed, you should assume that your booking is proceeding as scheduled.

If you decide not to attend because of the weather while we remain open and the activity is operating, this will normally be treated as a cancellation by you and the standard cancellation policy will apply.

Where weather conditions make an activity unsafe, Bristol Activity Centre may delay, amend, relocate, reschedule or cancel the activity.

Safety decisions made by our instructors or management team are final.

7. ARRIVAL & LATENESS

Participants should arrive at least 10 minutes before their stated activity start time, unless their booking confirmation instructs them to arrive earlier.

Activities operate to scheduled start and finish times.

Late arrival may result in:

Participants who miss a mandatory safety briefing may not be permitted to participate.

Where activity time is reduced or lost because a customer or group arrived late, no refund will normally be provided.

8. PARTICIPATION & SAFETY

8.1 Participant Waivers

Participants may be required to read and complete a participant declaration, disclaimer or waiver before taking part.

Failure or refusal to complete a required declaration may mean that the participant cannot participate.

8.2 Safety Instructions

All participants must:

Failure to comply may result in the participant being removed from an activity without a refund.

8.3 Medical Conditions

Participants are responsible for informing us of relevant medical conditions, disabilities, injuries, pregnancy or other circumstances which may affect their ability to participate safely.

Where a participant is unsure whether an activity is suitable because of a medical condition, they should seek appropriate medical advice before participating.

Our staff cannot provide medical advice or determine whether a medical condition makes participation medically safe.

We will consider reasonable adjustments where appropriate and where they can be made without compromising safety.

8.4 Age, Height, Weight & Other Restrictions

Individual activities may have age, height, weight, ability or other participation requirements.

These restrictions may exist for safety, equipment, manufacturer or insurance reasons and must be followed.

Where an age restriction applies, we may request reasonable evidence of age.

Participants who do not satisfy an applicable safety requirement may be unable to participate.

8.5 Alcohol & Drugs

Participants must not take part while under the influence of alcohol or illegal drugs, or where medication or another substance has impaired their ability to participate safely.

We reserve the right to refuse participation where staff reasonably believe a person is impaired or poses a safety risk.

No refund will normally be provided where participation is refused because of intoxication or impairment caused by alcohol or illegal drugs.

8.6 Behaviour

We reserve the right to refuse or terminate participation where a person:

Serious behaviour may result in removal from the site.

Where a participant is removed because of their own behaviour, no refund will normally be provided.

9. CLOTHING, FOOTWEAR & ACTIVITY REQUIREMENTS

9.1 Appropriate Clothing

Participants are responsible for arriving in clothing and footwear suitable for their booked activity, the weather conditions and an outdoor activity environment.

Bristol Activity Centre is an outdoor activity venue. Clothing and footwear may become wet, muddy, dusty or damaged during activities. We therefore recommend wearing comfortable clothing that you do not mind getting dirty.

For many of our activities, participants are required to have their arms and legs fully covered for safety and protection.

Any activity-specific clothing or equipment requirements provided during the booking process, in your booking confirmation or by Bristol Activity Centre staff must be followed.

9.2 Footwear

Suitable, secure and fully enclosed footwear must be worn by all participants.

Suitable footwear includes:

The following footwear is not permitted for participation in activities:

Footwear must be securely fitted to the participant’s feet and suitable for the activity and outdoor terrain.

9.3 Quad Biking / Quad Trekking

Participants taking part in Quad Biking or Quad Trekking must wear clothing which fully covers their arms and legs.

All quad biking participants are also required to wear:

Snoods and suitable gloves can be purchased from Bristol Activity Centre, or participants may bring their own.

Any gloves brought by a participant must be full-finger gloves, securely fitted and fit for purpose. Bristol Activity Centre staff reserve the right to refuse the use of a participant’s own gloves if they reasonably consider them unsuitable or unsafe for the activity.

Participants must also wear all helmets, body protection and any other safety equipment provided or required by Bristol Activity Centre.

9.4 Paintball & Airsoft

Participants taking part in Paintball or Airsoft are required to have their arms and legs fully covered.

Participants may wear their own suitable long-sleeved clothing and full-length trousers.

Alternatively, Bristol Activity Centre provides coveralls which can be worn over the participant’s own clothing to ensure their arms and legs are covered.

Participants must also wear all eye, face and other protective equipment required for the activity and must follow staff instructions regarding when protective equipment must be worn.

9.5 Other Activities

Other activities may have additional clothing, footwear or protective equipment requirements depending on the nature of the activity, weather conditions and individual participant requirements.

These requirements will be communicated where applicable and participants must follow the instructions of Bristol Activity Centre staff.

9.6 Failure to Meet Clothing or Footwear Requirements

It is the participant’s responsibility to arrive appropriately dressed and to comply with the clothing, footwear and personal equipment requirements communicated by Bristol Activity Centre.

Participants who arrive without suitable clothing, footwear or required personal items may be refused participation where Bristol Activity Centre staff reasonably consider that allowing them to take part would be unsafe.

Where suitable equipment is available to purchase or borrow from Bristol Activity Centre, participants may be given the opportunity to do so before their activity begins.

We cannot guarantee that suitable replacement clothing, footwear or equipment will be available.

Where a participant is unable to take part because they have failed to comply with the clothing, footwear or personal equipment requirements communicated by Bristol Activity Centre, no refund, credit note or alternative activity will normally be offered.

Nothing in this section affects your statutory rights.

9.7 Personal Belongings

Customers should avoid bringing unnecessary valuables onto the site.

Participants are responsible for looking after their personal belongings during their visit.

We will take reasonable care but cannot accept responsibility for loss of or damage to personal belongings except where liability cannot lawfully be excluded.

10. EQUIPMENT & QUAD BIKE DAMAGE DEPOSITS

10.1 Equipment

Equipment supplied by Bristol Activity Centre must be used only as instructed.

Participants must take reasonable care of all equipment provided and must not intentionally, recklessly or negligently damage equipment.

Where equipment is deliberately, recklessly or negligently damaged, Bristol Activity Centre reserves the right to seek recovery of the reasonable costs associated with the damage, including repair or replacement where appropriate.

10.2 Quad Bike Damage Deposit – 16+ Quad Bikes

A refundable damage deposit is required for bookings using our larger quad bikes intended for participants aged 16 years and over.

The damage deposit is calculated according to the number of participants using these quad bikes:

The damage deposit is separate from the activity price and the £10 per person booking deposit.

The damage deposit is held as security against deliberate, reckless or negligent damage to the quad bikes during the session.

10.3 Refund of Quad Bike Damage Deposit

Provided that no deliberate, reckless or negligent damage has been caused to the quad bikes, the damage deposit will be processed for refund on the next working day following the activity.

Once the refund has been processed by Bristol Activity Centre, the time taken for the funds to appear in your account will depend upon your bank, card issuer or payment provider.

10.4 Damage to Quad Bikes

Participants must follow all instructor directions and operate the quad bikes in accordance with the safety briefing and activity rules.

Bristol Activity Centre reserves the right to retain some or all of the damage deposit where a quad bike is damaged as a result of deliberate, reckless or negligent behaviour, including where a participant has failed to follow reasonable safety or operating instructions.

The amount retained will take into account the nature of the damage and the reasonable costs associated with inspection, repair or replacement.

Where the reasonable cost of damage exceeds the damage deposit held, Bristol Activity Centre reserves the right to seek recovery of the additional reasonable costs from the person responsible or, where appropriate, the person responsible for the booking.

The damage deposit will not be retained for reasonable wear and tear, mechanical failure or damage which was not caused by deliberate, reckless or negligent actions of a participant.

11. PHOTOGRAPHY, VIDEO & CCTV

11.1 Promotional Photography & Video

Bristol Activity Centre may occasionally take photographs or video footage during activities, events and sessions for promotional and marketing purposes, including use on our website, social media channels, printed promotional materials and other advertising.

Where we rely on consent to use identifiable photographs or video for promotional purposes, consent is optional and is not a condition of participating in an activity.

Refusing photographic consent will not affect your booking or your ability to participate.

Where photographic consent is requested as part of our participant waiver or registration process, participants will be provided with the opportunity to indicate whether or not they consent.

11.2 Notifying Your Instructor

Due to the nature of our activities, instructors may not always have direct access to photographic consent information provided during the booking or waiver process.

If you do not wish to be photographed or filmed for promotional purposes, you should make your instructor aware at the beginning of your activity.

This enables our staff to identify you and take reasonable steps to exclude you from photographs or video intended for promotional use.

If you are responsible for a child or another participant who should not be photographed, you should also make the instructor aware before the activity begins.

11.3 Background Inclusion

Due to the nature of group activities and a busy activity centre, participants may occasionally appear unintentionally in the background of photographs or video.

Where we are aware that an identifiable individual has not consented to promotional photography, we will take reasonable steps not to publish identifiable promotional images of that individual.

11.4 Withdrawing Consent

Where we rely upon your consent for promotional photography, you may withdraw that consent at any time.

You may do this by speaking to a member of staff during your visit or by contacting Bristol Activity Centre afterwards.

Further information about photography, video and withdrawing consent is contained within our Privacy Policy.

11.5 CCTV

Bristol Activity Centre operates CCTV on site for security, safety and crime prevention purposes.

CCTV is separate from promotional photography and does not rely upon promotional photography consent.

Choosing not to consent to promotional photography does not prevent you from being recorded by our CCTV systems.

CCTV footage is normally retained for a maximum of 30 days, after which it is automatically overwritten or securely deleted.

Footage may be retained for longer where necessary in connection with a specific accident, incident, security matter, investigation, insurance claim, legal claim or lawful request from an authorised body.

Please see our Privacy Policy for further information.

12. LIABILITY

Activities provided by Bristol Activity Centre may involve inherent risks.

Participants are required to follow safety instructions and use the protective equipment provided or required for their activity.

Nothing in these Terms & Conditions excludes or limits Bristol Activity Centre’s liability where it would be unlawful for us to do so, including liability for death or personal injury caused by our negligence.

To the extent permitted by law, Bristol Activity Centre will not be responsible for losses that:

Nothing in these Terms & Conditions affects your statutory rights.

Businesses, employers and organisations arranging activities for their staff or members remain responsible for any obligations they have towards those individuals, including obtaining any insurance or internal approvals they consider necessary.

13. ORGANISER DISCOUNTS & FREE PLACES

Some group bookings may qualify for organiser discounts or free places based upon a minimum number of paying participants.

Where the number of participants subsequently falls below the qualifying number, the discount or free place may be removed and the booking price recalculated accordingly.

14. VOUCHERS, DISCOUNT CODES & PROMOTIONS

Bristol Activity Centre may periodically offer promotional discounts, vouchers, special offers and promotional codes.

Unless the specific promotion states otherwise:

14.1 Exclusions

Unless specifically stated otherwise, promotional discount codes do not apply to:

14.2 Verified Discounts

Where we offer discounts to groups such as military personnel, NHS staff, emergency service personnel or students, eligibility may need to be verified through our nominated verification provider.

The applicable discount, qualifying activities and exclusions will be displayed with the relevant offer.

14.3 Misuse

We reserve the right to refuse or cancel a discount where a promotional code has been obtained or used fraudulently, contrary to its stated conditions or as a result of an obvious technical or pricing error.

Any statutory rights remain unaffected.

15. COMPLAINTS

We want customers to give us an opportunity to investigate and resolve problems.

Where possible, concerns should be raised with the instructor, duty manager or another member of staff during your visit, particularly where the issue may be capable of being resolved immediately.

If the matter cannot be resolved on the day, please submit your complaint in writing as soon as reasonably possible and provide:

We ask that complaints are normally submitted within 14 days of the activity so that we have the best opportunity to investigate while records, CCTV where available and staff recollections may still be available.

Complaints may be submitted by the booking organiser or directly by an affected participant where appropriate.

Nothing in this complaints procedure removes or restricts any statutory rights or legal remedies available to you.

16. WEBSITE INFORMATION

We take reasonable care to ensure information published on the Bristol Activity Centre website is accurate and up to date.

Information including prices, activity descriptions, availability, operating arrangements and other website content may occasionally change.

Where an obvious error is identified, we reserve the right to correct it.

Website information does not override information specifically confirmed to you as part of your booking.

17. THIRD-PARTY WEBSITES

Our website may contain links to websites operated by third parties.

Bristol Activity Centre does not control those websites and is not responsible for their content, availability, privacy practices or security.

A link to another website does not necessarily constitute an endorsement by Bristol Activity Centre.

18. COPYRIGHT

Unless otherwise stated, the text, graphics, branding, photographs and other original content on the Bristol Activity Centre website are owned by or licensed to Bristol Activity Centre Ltd and are protected by applicable intellectual property laws.

Content must not be reproduced, distributed or used commercially without our prior permission, except where permitted by law.

19. DATA PROTECTION & PRIVACY

Bristol Activity Centre Ltd respects your privacy and processes personal information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

We may collect and process personal information where necessary to:

The lawful basis we rely upon will depend upon the reason your personal information is being processed.

19.1 Marketing Communications

We may occasionally send information about Bristol Activity Centre activities, offers, events and services where you have consented to receive such communications or where we are otherwise permitted to do so by law.

Where we rely on your consent for electronic marketing, providing consent is optional and is not a condition of making a booking.

Where permitted by the Privacy and Electronic Communications Regulations (PECR), we may contact existing customers about our own similar products or services where the applicable legal requirements are met.

You can unsubscribe from marketing communications at any time by using the unsubscribe option provided in our marketing communications or by contacting us.

Unsubscribing from marketing does not prevent us from sending essential non-marketing communications relating to an existing booking, payment, safety matter or customer service enquiry.

19.2 Sharing Personal Information

We do not sell your personal information.

We may share personal information with trusted service providers and other organisations where necessary to:

We may also disclose information to the police, courts, insurers, regulators or other authorised organisations where we are legally permitted or required to do so.

Where organisations process personal information on our behalf, we take appropriate steps to ensure that information is handled securely and appropriately.

19.3 Your Data Protection Rights

Depending upon the circumstances, data protection law provides individuals with various rights regarding their personal information.

These may include rights to:

For full information about how Bristol Activity Centre collects, uses, stores and protects personal information, including photography, CCTV, cookies, retention periods and your data protection rights, please see our Privacy Policy.

20. CHANGES TO THESE TERMS & CONDITIONS

We may update these Terms & Conditions from time to time.

The Terms & Conditions applicable to your booking will normally be those in force when your booking is made, except where a change is required by law or is otherwise lawfully applicable to an existing booking.

21. GOVERNING LAW

These Terms & Conditions are governed by the laws of England and Wales.

If you are a consumer, you retain any rights you have under applicable law regarding where legal proceedings may be brought.

22. CONTACTING US

If you have any questions about your booking, these Terms & Conditions, your personal information or any of our policies, please contact:

Bristol Activity Centre Ltd

Please use the telephone number, email address or other contact details published on our website.

Last updated: August 2026

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