Booking Terms and Conditions
Woodland Roots Ltd
Registered Address: Blount House, Hall Court, Hall Park Way, Telford, Shropshire, TF3 4NQ
Email: hello@woodlandroots.co.uk
Contact: Thomas Wright – 07472 030558
Website: https://www.woodlandroots.co.uk
Company Registration Number: 15501182
ICO Registration: ZB720090
1. Introduction
Woodland Roots Ltd provides outdoor courses, experiences, target archery, and recognised training delivered in real outdoor environments.
These may include, but are not limited to, bushcraft courses, target archery sessions, overnight experiences, holiday programmes, weekly or term-based programmes, flexi-pass academies, birthday parties, first aid and emergency skills workshops, sessions for schools and youth groups, team-building activities, bespoke group sessions, mobile event delivery, and recognised outdoor training such as Outdoor First Aid.
All sessions are delivered by appropriately qualified, experienced, and insured instructors. Woodland Roots Ltd holds comprehensive Public Liability Insurance and operates with detailed risk assessments and safeguarding procedures.
Sessions are delivered across our dedicated sites in Oswestry, Shropshire (including Treflach Farm and Llanforda Estate) as well as hosted or mobile client venues.
By booking or participating in any Woodland Roots Ltd course, training, or session, you agree to these Terms and Conditions.
2. Services Provided
Woodland Roots Ltd may provide:
Bushcraft half-day and full-day courses
Overnight bushcraft and hammock camping experiences
Target archery "Have a Go" and coached sessions
School holiday outdoor clubs and seasonal programmes
Weekly, term-based, or Flexi-Pass programmes (e.g., Home Ed Woodland Academy)
Accredited and non-accredited first aid and emergency skills workshops
Wild birthday parties
Sessions for schools, alternative provision, youth groups, and community organisations
Corporate team-building and workplace sessions
Bespoke outdoor courses and private experiences
Mobile outdoor archery, bushcraft, and event delivery
Retail sales of products (subject to separate Store Terms and Conditions)
3. Programme Types & Course Attendance
Woodland Roots Ltd delivers a range of session formats, which may include:
One-off bookable sessions
Multi-day courses and overnight stays
Term-based, recurring weekly, or Flexi-Pass programmes
Drop-off sessions (where participants are left in the care of instructors)
Non-drop-off sessions (where a parent or responsible adult remains on site)
Mobile delivery at client-supplied venues
Specific details for each session, including supervision requirements, will be clearly stated on the relevant course or booking page.
For accredited qualifications (e.g., Level 3 Outdoor First Aid), 100% attendance and punctuality are strictly required to satisfy awarding body (FAA/Ofqual) standards. Late arrivals or missed contact hours may result in non-certification without refund.
4. Our Responsibilities
Woodland Roots Ltd is responsible for:
Providing qualified instructors and appropriate supervision ratios
Supplying all specialist tools, archery equipment, safety gear, and instructional materials required for the session
Delivering sessions in suitable outdoor or indoor environments with appropriate risk controls
Providing first aid equipment on site
Managing food preparation where included, in line with Level 2 Food Hygiene standards
Adapting sessions to suit the age, ability, and needs of participants where reasonably practicable
For sessions involving food, dietary requirements and allergies must be declared in advance. While every effort will be made to accommodate these, outdoor environments cannot be guaranteed to be allergen-free.
For overnight or multi-day sessions, Woodland Roots Ltd will provide appropriate supervision, secure camping arrangements, and safe food handling practices.
For Mobile Outdoor Activities & Events delivered at client-supplied venues, the client/organiser is responsible for ensuring adequate space, safe ground conditions, and suitable vehicle access as specified during booking. If an instructor deems a client venue unsafe or unsuitable on arrival, Woodland Roots Ltd reserves the right to adapt or cancel the session without refund.
Woodland Roots Ltd reserves the right to adapt session content, structure, and activities to suit group needs, environmental conditions, and seasonal factors.
5. Participant Responsibilities
Participants (or parents, guardians, or booking organisers) must:
Provide accurate medical, consent, and emergency contact information
Wear appropriate outdoor clothing and footwear suitable for the weather conditions
Bring any personal items or kit listed in the booking confirmation
Inform instructors of any medical conditions, medication, or additional needs
Strictly follow all safety instructions and guidance given by instructors
All required booking or consent forms must be completed and submitted at least 4 weeks before the session date, unless otherwise agreed in writing.
Personal belongings remain the responsibility of the participant. Woodland Roots Ltd is not responsible for loss or damage to personal property.
6. Age Requirements, Supervision & Drop-Off Arrangements
All bookings must be made by someone aged 18 or over
Under-18s must be booked by a parent, legal guardian, school, or authorised organiser
Age limits vary by course and are stated on individual course pages
School Holiday Outdoor Clubs
These are supervised drop-off sessions
Parents or guardians do not need to stay once children are signed in
Children must be collected by an authorised adult at the stated finish time
Woodland Roots Ltd must be informed in advance if someone other than the booking parent/guardian will be collecting the child
Mini Medics & Youth Workshops (Open Drop-Off Sessions)
These are supervised drop-off sessions.
Parents or guardians do not need to remain on site once children are signed in.
Children must be collected by an authorised adult at the stated finish time.
Woodland Roots Ltd must be informed in advance if someone other than the booking parent/guardian will be collecting the child.
Birthday Parties
These are supervised drop-off sessions.
Parents or guardians of attending guests do not need to remain on site once children are signed in.
At least one primary contact (e.g., the party host parent/organiser) must remain reachable by phone for the duration of the party.
Children must be collected by an authorised adult at the stated finish time.
Other Sessions Involving Under-18s
Attendance and supervision requirements will be clearly stated on the course or booking page
Overnight or multi-day sessions involving under-18s require completed parental consent forms
Woodland Roots Ltd is responsible for supervision only during advertised session times. Where a parent or guardian is required to remain on site, this will be clearly stated on the course page and forms part of the booking conditions.
7. Health, Safety, Archery & Behaviour
All participants agree to:
Follow all instructions provided by Woodland Roots Ltd instructors immediately.
Use tools, sharp instruments, and archery equipment safely and responsibly.
Strictly obey all Target Archery Range Rules, including shooting line boundaries, whistle signals, and immediate "STOP" commands. Failure to comply with range safety rules will result in immediate removal from the archery activity.
Remain with the group at all times
Respect the natural environment and follow low-impact/Leave No Trace principles
Avoid disruptive, unsafe, or inappropriate behaviour
Failure to follow instructions or adhere to safety guidance may result in removal from the session without refund. Woodland Roots Ltd reserves the right to adapt group composition, session delivery, and activities in response to group dynamics, safety considerations, and environmental conditions.
8. Payments & Bookings
Payment Methods
Payments may be processed via third-party payment providers, including PayPal and Stripe. Where available, PayPal Pay Later options allow eligible customers to spread the cost of a booking. Any Pay Later or instalment agreement is made directly between the customer and PayPal and is subject to PayPal’s terms, conditions, and eligibility checks. Woodland Roots Ltd is not responsible for approval decisions, repayment schedules, or charges applied by PayPal.
Courses, Experiences & Individual Sessions
Full payment is required at the time of booking
Term-based or recurring programmes must be paid in full in advance of the start date unless otherwise agreed in writing. Bookings are for the full programme and cannot be partially refunded for non-attendance.
Any optional add-ons must also be paid in full at the time of booking.
Flexi-Passes & Bundles (e.g., Home Ed Woodland Academy)
Flexi-Pass bundles (e.g., 3, 6, or 12-session passes) must be redeemed strictly within the timeframe or academic term specified at purchase.
Flexi-Pass credits are non-refundable and expire automatically after the stated validity period. Credits may be shared between siblings within the same household, but are non-transferable to other families unless agreed in writing.
Birthday Parties
A £50 non-refundable deposit is required to secure the date.
Final participant numbers and drop-off guest details must be confirmed at least 14 days before the party date to ensure correct staff-to-child ratios.
The remaining balance is due 14 days before the party date, based on the confirmed numbers.
Failure to pay the balance by the due date may result in cancellation, with the deposit retained.
Corporate, Schools, Team-Building & Bespoke Group Sessions
If booked more than 8 weeks in advance:
Pay in full, or
Pay a 25% deposit, with the balance due 4 weeks before the session
If booked less than 8 weeks in advance:
Full payment is required
9. Cancellations & Refunds
If Woodland Roots Ltd Cancels
You will be offered one of the following:
An alternative date
A credit note
A full refund
If You Cancel
More than 8 weeks before the session: full refund
Between 8 and 4 weeks before the session:
Deposit retained if only a deposit was paid
75% refund if paid in full
Less than 4 weeks before the session: no refund
Any add-ons purchased at the time of booking will be fully refunded if the main booking is cancelled by Woodland Roots Ltd. All client cancellations must be made in writing via email.
Missed Sessions
Missed sessions or partial non-attendance are non-refundable and cannot be transferred to alternative dates unless otherwise agreed in writing.
10. Rescheduling
More than 8 weeks before the session: reschedule free of charge
Between 8 and 4 weeks before the session: a 25% administration fee applies
Less than 4 weeks before the session: rescheduling is not permitted
All rescheduling requests must be made in writing via email.
11. Weather & Environmental Conditions
Sessions run in most outdoor weather conditions (including rain). If environmental conditions are deemed unsafe (for example, severe high winds, lightning storms, or extreme weather warnings), Woodland Roots Ltd will contact the booking lead by 4:00 PM the day before (where possible) and offer an alternative date, credit note, or full refund.
12. Gift Vouchers
Gift vouchers are valid for 12 months from the date of purchase unless stated otherwise
Vouchers are non-refundable and cannot be exchanged for cash
Vouchers must be redeemed online using the voucher code provided
Vouchers are transferable prior to redemption
All redemptions are subject to session availability
Voucher bookings are subject to the same cancellation and rescheduling terms as standard bookings.
13. Late Payments
If a payment or invoice balance is late, the booked date may no longer be reserved. If payment remains outstanding for more than 2 weeks, Woodland Roots Ltd reserves the right to cancel the booking and apply a 25% cancellation charge.
14. Liability
Woodland Roots Ltd activities involve inherent risks associated with real outdoor environments, including (but not limited to) target archery and shooting line operations, the use of hand tools and edged blades, friction firecraft, night-time woodland navigation, uneven ground/terrain, exposure to weather, physical exertion, and participation in practical scenario-based outdoor activities.
By participating, you acknowledge and accept these inherent risks and agree to:
Take responsibility for your own actions and conduct.
Strictly follow all instructor safety instructions and commands.
Disclose all relevant medical information, allergies, and additional needs in advance.
Woodland Roots Ltd is not liable for injuries, loss, or property damage arising from activities undertaken independently after the session, or for non-compliance with safety guidelines.
Nothing in these Terms and Conditions excludes or limits liability where it cannot be excluded under UK law.
15. Data Protection
Please refer to our website Privacy Policy for full details on how personal data, medical information, and emergency contact details are securely collected, stored, and processed in compliance with ICO guidelines.
16. Complaints
If you have a concern, dispute, or complaint, please contact us at hello@woodlandroots.co.uk to request our formal Dispute and Complaints Policy.
17. Amendments
Woodland Roots Ltd reserves the right to amend these Terms and Conditions at any time. The most recent version will always be published on our website or made available on request.
18. Promotional Offers
Promotional offers, discount codes, and seasonal vouchers are subject to specific terms, validity dates, and availability as stated at the time of issue. Offers cannot be combined or applied retrospectively to existing bookings, hold no cash value, and may be withdrawn at any time.
Last updated: 6th October 2026
Next review date: October 2027
Version: 2.0