Home / Terms and Conditions
Last updated: March 2, 2026
Please read these Terms and Conditions carefully before using Our Service.
1. Introduction
These Terms & Conditions apply to all individuals participating in expeditions or residential activities organized by Phoenix Expeditions. Phoenix Terms and Conditions
2,1. Adventure Activities Licensing Authority (AALA): Government body ensuring activity providers follow safety management practices.
2,2. DofE: Duke of Edinburgh’s Award.
2,3. eDofE: Online system for DofE participants.
2,4. Expedition/Residential: Activities organized directly by Phoenix Expeditions.
2,5. Expedition Supervisor: Qualified member of the training team responsible for groups.
2,6. Lead Expedition Supervisor: Trained instructor coordinating daily activities.
2,7. Participating Individual: Anyone enrolled in an expedition or residential activity.
3.1. By enrolling, participants agree to comply with these Terms & Conditions.
3.2. Full payment or a deposit (with scheduled instalments) is required at booking.
3.3. Failure to pay instalments may result in cancellation without refund.
3.4. All balances to be paid 12 weeks prior to the start of the residential or expedition
3.5. After booking and a 14-day grace period, the following cancellation policy applies:
5.1. >12 weeks before start: 90% refund
5.2. 6–12 weeks before start: 50% refund
5.3. <6 weeks before start: No refund
3.6. If minimum participant numbers are not met, the event will be cancelled and a full refund issued. Six weeks’ notice will be provided where possible.
4,1. Expeditions may involve remote supervision; participants may be unaccompanied at times.
4,2. Phoenix Expeditions is not responsible for participant actions during unsupervised periods.
4,3. Liability is not excluded for death, personal injury due to negligence, or fraud.
4,4. Phoenix Expeditions is not liable for loss/damage to personal belongings.
4,5. Participants are responsible for damage to equipment caused by deliberate or wilful acts of negligence.
We may terminate or suspend Your access immediately, without prior notice or liability, for any reason whatsoever, including without limitation if You breach these Terms and Conditions.
Upon termination, Your right to use the Service will cease immediately.
5.1. All activities are risk-assessed to minimize the risk accidents.
5.2. Supervisors are qualified and trained for the venue and terrain.
5.3. Medical consent parental consent forms must be completed before the activity.
5.4. Phoenix Expeditions may decline participation based on fitness or ability.
5.5. Supervisors’ decisions are final.
5.6. Participation may be refused for:
6.1. Inappropriate footwear, lack of waterproof trousers or attending an expedition poorly equipped.
6.2. Alcohol/drug influence
6.3. Refusal to follow instructions
6.4. Abusive/aggressive behaviour
6.5. Injury preventing participation
5.7. If refused, emergency contacts will be notified to arrange collection or transport home.
6.1. Expeditions: Participants must bring their own food and at least 2 litres of water. Additional water is provided.
6.2. Residentials: Food is included except lunch on the first day. Allergies/intolerances must be communicated in advance.
7.1. Phoenix Expeditions is not liable for extreme weather.
7.2. Supervisors may alter schedules or venues for safety.
7.3. If activities are cancelled due to weather, no refund is given, but a new date may be arranged at no extra cost.
8.1. Licensed by AALA for hill and mountain walking.
1.1. AALA licence number L183769
8.2. Licenced by the Duke of Edinburgh’s Award as an Approved Activity Provider for expeditions and residentials.
8.3. Insurance coverage includes public, product, employer’s liability, travel operators’ public liability and financial failure.
9.1. Lead Supervisors have appropriate qualifications and first aid certification.
9.2. All expedition staff have an appropriate walking qualification for the terrain, first aid, DBS checks and safeguarding training.
9.3. Residential staff will have a minimum, a valid DBS check and safeguarding training
9.4. Phoenix expedition will manage all relevant policies and procedures and ensure staff are fully familiar with them.
9.5. Expedition lead staff manage equipment and paperwork and make supervision decisions based on group competency.
10.1. Before Activity: Risk assessments, information letters, kit lists, and virtual meetings are provided.
10.2. During Activity: Supervisors will have copies of schedules, risk assessments, and medical paperwork.
10.3. Equipment checks are conducted. Whilst Phoenix Expeditions will endeavour to provide extra equipment if participants equipment is found to be inappropriate or missing, it is the lead instructors right to refuse participation on the grounds of inappropriate kit. If this is the case, Phoenix Expeditions or the school pastoral lead will contact parents or guardian to arrange collection or transport home
10.4. Phoenix Expeditions will ensure that all formalities such as introductions and emergency procedures are carried out in a timely manner.
10.5. In the event of an expedition or residential being cancelled due to factors outside the control of Phoenix Expeditions such as but not limited to, extreme weather, environment or the ability for a participant. If the expedition lead deems it unsafe then no refund will be given.
10.6. Post Activity: Feedback is given, and DofE reports are uploaded to eDofE accounts.
11.1. Complaints should be communicated promptly to Phoenix Expeditions.
1.1. Email mark@phoenixexpeditions.uk
11.2. If unresolved, complaints may be escalated to the Duke of Edinburgh’s Award Regional office
2.1. Complaints – The Duke of Edinburgh’s Award
12.1. Data is used for safety and incident reporting, not shared except with medical professionals if needed.
12.2. Data retention follows legal requirements.
12.3. Participants have rights regarding their data; concerns can be raised with Phoenix Expeditions or the Information Commissioner’s Office.
13.1. Phoenix Expeditions may terminate the agreement for material breach.
13.2. English law applies; jurisdiction is exclusive to English courts.
13.3. If any condition is found unfair or unenforceable, the remainder remains valid.
13.4. Consumer rights are protected under the Consumer Rights Act 2015.Phoenix Terms and Conditions
