Information for Schools & Group Bookings

Your Booking & Payment

Your invoice will confirm the date(s), time(s), and location of your session. Here's how payment works:

• A 50% deposit is taken at the time of booking to secure your date(s).
• Final participant numbers must be confirmed 4 weeks before your session.
• The remaining balance is payable at that point, based on your confirmed numbers.

Cancellation Policy

If you need to cancel, please email us at info@keepsailing.co.uk. All cancellations must be confirmed in writing.

• All group booking cancellations are subject to a 10% non-refundable administration fee, calculated on the total booking value.
• No refund will be given if numbers decrease within 4 weeks of the session.
• If you cancel, any costs already incurred by Keep Sailing (e.g. third-party suppliers) remain payable. We will identify in advance and make you aware by email if we are using third party suppliers.
• Refunds will only be issued once any recoverable amounts have been received from suppliers, where applicable.

Keep Sailing reserves the right to cancel a session if the minimum number of participants hasn't been reached, weather or water conditions are unsafe, or circumstances beyond our control prevent the session from running. In these cases, we'll offer to reschedule or provide a full refund.

For the full cancellation and refund policy, please see our Terms and Conditions: https://www.keepsailing.co.uk/terms-and-conditions

What to Bring

Please make sure all participants come prepared with the following:

• Clothes you don't mind getting wet (old t-shirt, shorts, or leggings work well)
• Trainers or water shoes that can get wet (no flip-flops or bare feet)
• A full change of dry clothes for afterwards
• A towel
• Sun cream (applied before arrival on sunny days)
• A water bottle
• A warm layer for afterwards (even in summer, you can feel chilly once you're out of the water)

Please note: We do not provide wetsuits. We will provide buoyancy aids for all participants.

Medical Information & Responsibilities

It is the responsibility of the lead booker to collect and provide on request the following for every participant before the session:

• Full name and age
• Any medical conditions, allergies, or medication that may affect participation
• Emergency contact details
• Consent from all participants (or from a parent/guardian for anyone under 18)
• Ensure everyone taking part is a minimum age of 7+

The lead booker accepts responsibility for ensuring all information provided is accurate and complete.

All participants must be medically fit to take part in watersports. Participants are not required to be strong swimmers, but everyone must be comfortable being in and around water. If anyone in your group is not confident in water or is a non-swimmer, please let us know before the session so we can plan accordingly.

Anyone found to be under the influence of alcohol or drugs will be removed from the session immediately without refund.

Photography Policy

We love capturing the fun on the water! Keep Sailing may take photos and videos during sessions for coaching, social media, and marketing purposes.

The lead booker is responsible for obtaining photo and video consent from all participants (or from a parent/guardian for anyone under 18) before the session takes place.

If participants are booking directly with Keep Sailing (on our online booking system, not with a group leader taking the student details), at the time of booking, all participants are asked to opt in or out of photography via the signed consent/booking waiver.

We will not photograph or film anyone who has not given consent. Where consent has not been obtained, we may only capture wide-angle or distant shots where individuals are not identifiable.

Participants (or their parent/guardian) can opt out at any time by emailing info@keepsailing.co.uk or speaking to staff on arrival. If consent is withdrawn after images are published, we will remove them from our website and social media within 30 days.

Full details are in our Terms and Conditions: https://www.keepsailing.co.uk/terms-and-conditions#photopolicy

Our Staff & Safety

All Keep Sailing instructors are qualified by the RYA (Royal Yachting Association) and hold valid first aid certifications. All staff who work with children and young people are DBS checked in line with our safeguarding policies.

We maintain public liability insurance and carry out risk assessments for every session. Your group's safety is our top priority.

Participants must follow all safety instructions given by our instructors. Keep Sailing operates a one-strike policy for serious behavioural issues — anyone behaving dangerously or disruptively will be given one warning, and if the behaviour continues, they will be removed from the session without refund.

Equipment

We provide all the sailing and watersports equipment needed for your session, including buoyancy aids for every participant.

We do not provide wetsuits — please make sure participants dress appropriately (see "What to Bring" above).

If any participant wishes to use their own personal buoyancy device (PFD), it must meet ISO 12402 standards and the final decision on suitability rests with our Instructor In Charge.

Documentation & Accreditation

If you require a copy of our RYA recognition certificate or insurance documents, just ask and we'll be happy to send them over via email. Please contact us at info@keepsailing.co.uk.

Privacy & Your Data

By booking with Keep Sailing, you agree to our Privacy Policy. We collect personal data (names, contact details, medical information) to manage your booking and keep everyone safe. Booking data is stored within our Sailia booking system or emails.

For group bookings, the lead booker is responsible for ensuring all participants are aware that their data will be shared with Keep Sailing for the purposes of running the session.

Full details: https://www.keepsailing.co.uk/privacy-policy

Full Terms and Conditions

This page is a summary of the key information relevant to school and group bookings. By booking with Keep Sailing, you agree to our full Terms and Conditions, which you can read here:

https://www.keepsailing.co.uk/terms-and-conditions

If you have any questions, don't hesitate to get in touch:

Email: info@keepsailing.co.uk

‍Phone: 01483 323646

Website: www.keepsailing.co.uk

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