Booking Terms and Conditions
Last updated: September 2026
These terms apply to services advertised through the Healthy Active Lifestyles website and associated brands.
1. Our companies and services
The company providing your service and entering into the contract with you will depend on the service booked.
Healthy Active Lifestyles Ltd
Healthy Active Lifestyles Ltd provides school-based services, including:
- Curriculum PE and physical-activity provision
- Before-school, lunchtime and after-school clubs
- School competitions, tournaments and events
- Staff mentoring and professional development
- Bespoke school sport and physical-activity programmes
Healthy Active Sports Events Ltd
Healthy Active Sports Events Ltd provides:
- Guided walks and mountain activities
- Rock-climbing and adventurous activities
- Outdoor activity days and weekends
- Group and corporate outdoor activities
- Footy Factory Coaching football camps
- Footy Factory Coaching sessions, teams and events
Footy Factory Coaching, abbreviated to “FFC”, is a trading name of Healthy Active Sports Events Ltd.
The relevant booking confirmation, quotation, service agreement or invoice will identify the company supplying the service. Each company is responsible only for the services it supplies under the relevant contract.
In these terms, “we”, “us” and “our” mean the company identified as the supplier in your booking confirmation or service agreement.
Booking PROCESS
2.1 School and organisational services
A school or organisational booking is confirmed when:
- The programme, dates, costs and delivery arrangements have been agreed;
- Healthy Active Lifestyles Ltd has issued written confirmation or an accepted quotation; and
- Any required booking form, purchase order or service agreement has been completed.
Any changes to the agreed programme must be confirmed in writing.
2.2 Outdoor activities
An outdoor-activity booking is confirmed when:
- A booking or enquiry form has been completed;
- The required deposit or full payment has been received; and
- Healthy Active Sports Events Ltd has issued written confirmation.
Submitting an enquiry does not reserve a place. Places remain subject to availability until the booking has been confirmed.
2.3 Footy Factory Coaching
An FFC camp or coaching place is confirmed when:
- The participant has been registered;
- The required consent, medical and emergency-contact information has been supplied;
- Payment has been received or an agreed payment arrangement is in place; and
- Healthy Active Sports Events Ltd has confirmed the booking.
The person making a booking for a child confirms that they are the child’s parent or legal guardian, or that they have authority from the parent or legal guardian to make the booking.
2.4 Group bookings
The person making a group booking must have authority to make the booking and accept these terms on behalf of the group. They are responsible for providing all participants with the relevant booking information, activity requirements and terms.
3. Prices and payment
The price, payment schedule and services included will be shown in the relevant quotation, invoice, service agreement or booking confirmation.
Unless otherwise agreed:
- School and organisational invoices must be paid within 14 days of the invoice date.
- Outdoor activities may require a deposit or full payment to secure the booking.
- FFC camps, sessions and events must be paid for by the deadline shown when booking.
- Any outstanding balance must be paid by the date stated in the booking confirmation.
- A place may be released if payment is not received by the specified deadline.
Additional costs such as facility hire, specialist equipment, accommodation, transport or venue charges will be identified before the booking is confirmed wherever reasonably possible.
4. School-based services
4.1 Our responsibilities
Healthy Active Lifestyles Ltd will:
- Provide suitably experienced and appropriately qualified staff;
- Deliver the agreed programme with reasonable care and skill;
- Provide relevant risk assessments when requested;
- Maintain appropriate public liability insurance;
- Follow appropriate safeguarding and child-protection procedures;
- Inform the school of any significant incident arising during delivery; and
- Work with the school to make reasonable adaptations for pupils with additional needs.
4.2 The school’s responsibilities
The school or organisation must:
- Provide accurate information about pupils’ medical, behavioural, educational and accessibility needs;
- Share relevant safeguarding information on a need-to-know basis;
- Provide an appropriate and safe space for delivery;
- Ensure facilities and school-owned equipment are safe and suitable;
- Provide access to first-aid arrangements and emergency contacts;
- Make accurate attendance registers available where required;
- Inform us promptly of timetable, venue or pupil changes;
- Provide appropriate school supervision where agreed or reasonably required; and
- Follow its own safeguarding, collection and dismissal procedures.
Unless expressly agreed otherwise, the school retains its usual duty of care and responsibility for pupils during the activity.
4.3 Pupil behaviour
We promote positive behaviour, inclusion, respect and sportsmanship.
If a pupil’s behaviour creates a significant risk to themselves or others, we may stop their participation and refer the matter to an appropriate member of school staff. We will work with the school to make reasonable adaptations where behaviour is connected to a pupil’s additional needs.
4.4 Competitions and events
Participating schools are responsible for ensuring that:
- Pupils have permission to attend;
- Relevant medical and emergency information is available;
- Suitable staff accompany and supervise pupils where required;
- Transport arrangements are appropriate; and
- Pupils follow the host venue’s rules.
Competition formats, timings and venues may be changed where necessary for safety, participation levels, facility availability or operational reasons.
5. Footy Factory Coaching camps and sessions
5.1 Registration information
Parents and guardians must provide complete and accurate:
- Participant details;
- Emergency-contact information;
- Medical and allergy information;
- Details of medication;
- Accessibility and additional-support requirements; and
- Collection permissions.
Parents and guardians must update FFC if this information changes.
5.2 Health and attendance
Children must not attend if they are unwell, have symptoms of an infectious illness or are medically unfit to participate.
If a child becomes unwell or is injured during a camp or session, we will provide appropriate first aid and contact the parent, guardian or emergency contact where necessary.
In an emergency, we may contact the emergency services and act in what we reasonably believe to be the child’s best interests.
5.3 Medication
Parents or guardians must inform FFC about any medication a child may require.
Medication should be clearly labelled and supplied in accordance with the instructions provided by FFC. We reserve the right to confirm whether staff can safely store, supervise or administer particular medication.
5.4 Arrival and collection
Parents and guardians are responsible for ensuring that children:
- Arrive at the correct venue at the stated time;
- Are signed in where required;
- Are collected promptly at the end of the session; and
- Are collected only by an authorised person.
FFC must be informed in advance if another person will collect the child. We may request identification where the identity or authority of the collecting person is unclear.
A reasonable late-collection charge may be applied where a child is collected significantly after the advertised finishing time without prior agreement.
5.5 Clothing and equipment
Children should attend wearing suitable sports clothing and footwear and should bring any items listed in the joining information, including drinks, food, waterproof clothing or sun protection where appropriate.
FFC is not responsible for loss of personal items unless the loss results from our negligence. Valuable items should not be brought to camps or sessions.
5.6 Behaviour
Children are expected to:
- Follow reasonable instructions;
- Treat staff, other participants, officials and facilities with respect;
- Avoid bullying, discrimination or threatening behaviour; and
- Use equipment safely.
We will normally work with the child and parent or guardian to address behavioural concerns. However, a child may be removed from an activity where their behaviour presents a significant or repeated risk to themselves or others.
A refund will not normally be provided where participation is ended because of serious or persistent misconduct.
5.7 Football teams and fixtures
Team selection, playing time and positions may be influenced by:
- Attendance and commitment;
- Behaviour and attitude;
- The needs of the team;
- The format and level of the fixture;
- Player development; and
- Health and safety considerations.
Registration for coaching does not guarantee selection for a team, a particular amount of playing time or a particular playing position unless expressly agreed.
Fixtures, venues and times may change because of weather, pitch availability, opposition availability, league decisions or other circumstances outside our control.
6. GET FIT GET OUTDOORS UK
6.1 Participation and inherent risks
Outdoor and adventurous activities may involve uneven or steep ground, changing weather, water, heights, remote locations and other hazards that cannot be completely removed.
Healthy Active Sports Events Ltd will take reasonable steps to assess and manage foreseeable risks. Participants must follow safety instructions, use equipment as directed and behave responsibly.
Nothing in these terms excludes or limits our responsibility where it would be unlawful to do so.
6.2 Health and fitness
Participants must provide accurate information about any medical condition, injury, medication, disability, allergy or other matter that could affect safe participation.
Participants may be required to complete a Physical Activity Readiness Questionnaire, medical declaration or consent form before taking part.
Participants should contact us before booking if they are uncertain whether an activity is suitable. We may recommend an alternative activity or request further relevant information where reasonably necessary for safety.
6.3 Children and young people
A parent or legal guardian must provide consent for a participant under 18.
Minimum ages and supervision arrangements may vary between activities. Children must be accompanied by a responsible adult unless the booking information expressly states that the activity is supervised without parents or guardians.
6.4 Clothing and equipment
Participants must bring the clothing, footwear, food, water and personal equipment stated in the activity information.
We may prevent a person from participating if unsuitable clothing or equipment would create a material safety risk.
Technical equipment supplied by us must be:
- Used only as instructed;
- Treated with reasonable care; and
- Returned at the end of the activity.
A participant may be charged the reasonable cost of repairing or replacing equipment deliberately damaged or damaged through reckless misuse. Participants will not be charged for reasonable wear and tear.
6.5 Conduct
We may refuse or end a person’s participation where their behaviour creates a safety risk, seriously disrupts the activity or threatens staff, members of the public or other participants.
Participants must not attend while under the influence of alcohol or illegal drugs. A refund will not normally be provided when participation is refused because of serious misconduct or intoxication.
6.6 Routes, weather and activity outcomes
Outdoor routes and activities may be changed according to:
- Weather conditions;
- Ground conditions;
- Participant ability and fitness;
- Access restrictions;
- Instructor judgement; and
- Other safety considerations.
Reaching a particular summit, climbing location or destination cannot be guaranteed. The lead instructor’s safety decision is final.
7. Changes requested by the customer
- We employ only highly qualified instructors & instructors with first aid qualifications.
- Rock Climbing equipment (for rock climbing activities), which is maintained, checked (before and after use, 6 monthly record) and updated when required.
8. Cancellation of school services
Cancellations must be made in writing.
Unless different terms have been agreed in the quotation or service agreement:
- More than 14 days’ notice: no cancellation charge, except for agreed non-refundable third-party costs.
- Between 7 and 14 days’ notice: up to 50% of the agreed fee may be charged.
- Fewer than 7 days’ notice: up to 100% of the agreed fee may be charged.
We will take reasonable steps to reduce avoidable losses, including reallocating staff where possible.
If a session cannot proceed because facilities are unavailable, pupils are not present or the school has not informed us of a closure or timetable change, the session may still be charged.
9. Cancellation of outdoor activities
All cancellations must be made in writing.
Unless different cancellation conditions were clearly provided before booking:
- More than 14 days before the activity: payments will be refunded, less any stated non-refundable deposit or third-party costs that we cannot recover.
- Fourteen days or fewer before the activity: payments will be non-refundable unless we can resell the place or agree to transfer the booking.
- If we resell the place, we will refund the amount recovered, less any reasonable administration charge and non-recoverable costs.
Where an outdoor or leisure activity is booked for a specific date or period, the statutory 14-day cooling-off right will not normally apply. This does not affect any cancellation rights expressly offered by us or any other rights provided by law.
Participants are encouraged to obtain suitable personal insurance covering cancellation, personal belongings and other relevant risks.
10. Cancellation of FFC camps and sessions
Cancellations must be made in writing.
Unless different terms were provided at the time of booking:
- More than 14 days before the camp or session: a refund or transfer will normally be offered.
- Between 7 and 14 days before the camp or session: a transfer or credit may be offered, subject to availability and costs already incurred.
- Fewer than 7 days before the camp or session: payments will normally be non-refundable unless the place can be resold or exceptional circumstances apply.
Refunds will not normally be provided for non-attendance, late arrival, illness or a participant choosing to leave early.
Any refund, credit or transfer offered outside these terms will be at the reasonable discretion of Healthy Active Sports Events Ltd.
11. Cancellation or changes by us
Safety is our priority. We may change an activity, route, venue, instructor, competition format or timetable where reasonably necessary because of:
- Severe or unsuitable weather;
- Unsafe ground or environmental conditions;
- Facility, pitch or access restrictions;
- Instructor or coach illness;
- Insufficient participant numbers;
- An emergency;
- Circumstances outside our reasonable control; or
- Another significant safety or operational concern.
If we cancel a booking and cannot offer a suitable alternative, we will refund the amount paid to us for the cancelled service.
We will not normally be responsible for associated arrangements booked separately by the customer, such as personal travel or accommodation, unless the loss was caused by our breach of contract or negligence and was reasonably foreseeable.
12. Circumstances outside our reasonable control
Neither party will be responsible for a failure or delay caused by an event outside its reasonable control. This may include extreme weather, flooding, fire, epidemic restrictions, road closures, loss of venue access, government restrictions or major transport disruption.
We will communicate with the customer and seek a reasonable alternative, transfer or refund, taking account of any service already provided and non-recoverable costs.
This section does not limit any statutory rights that cannot legally be restricted.
13. Liability
Each company will provide its services with reasonable care and skill.
Neither company excludes or limits liability for:
- Death or personal injury caused by its negligence;
- Fraud or fraudulent misrepresentation;
- Breach of rights that cannot legally be excluded; or
- Any other liability that the law does not allow it to exclude.
The relevant service provider is not responsible for loss or damage that:
- Was not reasonably foreseeable when the contract was made;
- Was caused by inaccurate or incomplete information supplied by the customer;
- Resulted from a participant failing to follow reasonable safety instructions; or
- Was caused by circumstances outside its reasonable control.
Nothing in these terms affects a consumer’s statutory rights.
14. Photography and publicity
We will not use identifiable photographs or recordings of children for promotional purposes without appropriate consent.
For school services, the school is responsible for informing Healthy Active Lifestyles Ltd of applicable photography permissions and restrictions.
For FFC activities, parents and guardians will be asked to provide the relevant consent. Declining promotional photography will not affect a child’s ability to participate.
Photography must comply with safeguarding requirements, venue rules and the privacy of other participants.
15. Safeguarding and welfare
Both companies are committed to safeguarding children, young people and adults at risk.
Staff and instructors will be recruited and checked appropriately for their roles. Safeguarding concerns will be recorded and reported in accordance with the relevant company’s procedures and legal responsibilities.
Schools and organisations must inform the service provider of any relevant safeguarding arrangements or concerns necessary for safe delivery.
16. Personal information
Personal information will be processed in accordance with the applicable Privacy Policy.
Medical, accessibility and emergency information will be used where necessary to:
- Plan and deliver activities safely;
- Support individual needs;
- Respond to accidents or emergencies; and
- Meet legal and safeguarding responsibilities.
The person making a group booking is responsible for ensuring that they have authority to provide the necessary information about other participants.
17. Complaints
We aim to resolve concerns fairly and promptly.
Where appropriate, concerns should initially be raised with the lead instructor, coach or programme contact.
Formal complaints should be sent to:
Email: info@healthyactivelifestyles.co.uk
Telephone: 07479 953 465
Please include the participant, booking or school name, the date of the activity and details of the concern.
The complaint will be directed to the company responsible for the relevant service.
19. Company information
Healthy Active Lifestyles Ltd
Company number: 09169173
Services: School PE, clubs, competitions, events and related school provision
Healthy Active Sports Events Ltd
Trading as: Footy Factory Coaching & Get Fit Get Outdoors UK
Company number: 14364244
Services: Outdoor activities, adventure events, football camps, coaching sessions and FFC events
General email: info@healthyactivelifestyles.co.uk
Telephone: 07479 953 465
