Terms and Conditions

1. Introduction and Scope

1.1         These Booking Terms and Conditions (“these Terms”) set out the basis on which HELVETII Hikes Ltd (“HELVETII”, “we”, “us”, “our”) accepts bookings for its trips, events and experiences, and the agreement between HELVETII and each person who books (“you”, “your”).

1.2         HELVETII Hikes Ltd is a company registered in England and Wales under company number 16353788.

1.3         These Terms apply to all bookings made through the HELVETII website, and to all trips, events and experiences we operate across the United Kingdom, including:

• Day Adventures;
• Multi-Day Trips (Hikeaways, Campaways, Coastaways);
• Special Events, collaborations and one-off experiences.

Separate arrangements apply to International Trips operated by our partner, as set out in Section 19.

1.4         By completing a booking, you confirm that you have read, understood and agree to be bound by these Terms and our Cancellation Policy. You will be asked to confirm your acceptance of these Terms at the point of booking.

1.5         HELVETII trips are intended for adults aged 18 and over. By booking, you confirm that you are at least 18 years of age.

1.6         We reserve the right to amend these Terms from time to time. The version in force at the time of your booking is the version that applies to that booking.

2. Definitions

2.1         “Trip” means any hike, event, retreat, camp, experience or activity operated or organised by HELVETII and made available for booking.

2.2         “International Trip” means any trip that is outside of the UK made available for booking.

2.3         “Booking” means a confirmed reservation of a place on a Trip, made and paid for through the HELVETII website.

2.4         “Participant” means any person attending a Trip.

2.5         “Host” means a HELVETII Event Lead or Event Host responsible for delivering a Trip.

2.6         “Trust Account” means the independent client trust account through which customer payments are held and protected, as described in Section 6.

3. Nature of Our Trips

3.1         HELVETII is an adventure company organising a range of social outdoor experiences, including Day Adventures, Multi-Day Trips and outdoor adventure activities across the United Kingdom, and International Trips delivered by our partner.

3.2         Our Trips fall into three categories, and the responsibilities differ between them:

3.2.1      Day adventures, which are primarily group hikes and self-led walking activities. These are organised social walks and outdoor experiences. They are not guided, instructed or mountain-leadership-led, and are not advertised as such, unless we expressly state otherwise in the Trip description (for example, where a more challenging route requires a qualified leader, whom we will engage). On these Trips:

• Participants take part at their own risk and are responsible for their own safety, decisions, pace, fitness and actions at all times;
• HELVETII Hosts are present to organise and host the experience and to remain available to Participants — not to guide, instruct or lead in a professional capacity; and
• The presence of HELVETII founders, Hosts, staff or contractors does not remove personal responsibility from Participants.

3.2.2      HELVETII Multi-Day Trips (including Hikeaways, Coastaways, Campaways) are sold as a combined package of services, which may include accommodation, food and activities delivered by HELVETII or by third-party providers. For such Trips within the United Kingdom, HELVETII acts as the organiser and is responsible for the proper performance of the services included within the Booking, in accordance with the Package Travel and Linked Travel Arrangements Regulations 2018.

3.2.3      International Trips. Our international trips are operated by Ultimate Adventure Travel Ltd. HELVETII promotes these trips and may provide a group representative, but is not the tour operator or contracting party. Full details are set out at Section 26.

3.3         Specialist and adventure activities. Where a Trip includes a specialist or higher-risk activity requiring professional instruction (for example rock climbing, via ferrata, scrambling, kayaking or paddleboarding), that activity is delivered by a qualified and insured third-party provider. On these activities:

• The third-party provider is responsible for the instruction, safety, equipment and conduct of the activity;
• HELVETII engages only providers who hold appropriate qualifications and insurance for the activity they deliver; and
• Participants may be required to complete the provider’s own forms, waivers or safety requirements, and agree to comply with any reasonable requirements set by the provider.
• Some third-party activities carry their own age, weight, height or health restrictions. Where we are aware of these, they will be stated on the Trip listing. It is your responsibility to check that you meet them before booking, and no refund will be due where you are unable to take part because you do not.

4. Bookings

4.1         Bookings are made through the HELVETII website by selecting a Trip, providing the required details, and completing payment. A Booking is only confirmed once payment has been received and you have received a booking confirmation from us.

4.2         All Trips have a limited number of places, allocated on a first-come, first-served basis. A place is not reserved until your Booking is confirmed.

4.3         You must ensure that the details you provide at the time of Booking are accurate and complete, including your name, contact details, and any medical, dietary or accessibility information we request.

4.4         A Booking may only be made by, and is personal to, the named Participant. Places are not transferable (see Section 7).

4.5         We reserve the right to decline or cancel a Booking at our discretion, including where we reasonably believe a Participant is unsuitable or inadequately prepared for a Trip, or where a Participant has previously breached our policies. Where we decline a Booking before a Trip for reasons unrelated to your conduct, we will refund any payment made.

5. Prices, Payment and What Is Included

5.1         The price of each Trip is as displayed on the HELVETII website at the time of Booking. Prices are in pounds sterling (GBP).

5.2         Payment is required in full at the time of Booking, unless a deposit option is offered for that Trip.

5.2.1      Deposits. Where a deposit option is offered, the deposit secures your place and forms part of the total price. Deposits are non-refundable in all circumstances.

5.2.2      Balance payments. The balance is due by the date shown at the point of Booking, which will normally be 28 days before the Trip start date. Bookings made within 28 days of the start date must be paid in full at the time of Booking. A deposit option is not available on those bookings.

5.2.3      Balance payment process. We will email you a payment link in advance of the balance due date. If the balance has not been received by that date, we will send a final reminder. If payment has not been received within five working days of the due date, your Booking will be cancelled, the deposit retained, and your place released for resale.

5.3         Unless otherwise stated on the Trip listing, the price of a Trip includes accommodation for the nights specified (for multi-day Trips), hosting by HELVETII Hosts, and any activities and meals expressly stated as included. Food essentials are provided on our Multi-Day Trips. Unless expressly stated, the price does not include:

• Travel to and from the Trip start and end points;
• Personal equipment, clothing and footwear;
• Personal expenses, drinks and meals not specified as included;
• Travel insurance and any personal insurance.

5.4         We reserve the right to correct errors in advertised prices. Where a pricing error is identified after you have booked, we will contact you and give you the option to confirm the Booking at the correct price or to cancel for a full refund of any payment made.

5.5         Accommodation on our Multi-Day Trips is typically bunkhouse, lodge, camping or similar shared accommodation. Rooms are usually shared and are allocated at our discretion. The nature of the accommodation, the facilities available, and anything you need to bring with you are described on each Trip listing. Bed linen and towels are not provided unless expressly stated.

6. Financial Protection

6.1         HELVETII Hikes Ltd is a member of Protected Trust Services, membership number 6542.

6.2         All customer payments are made into an independent trust account operated by Protected Trust Services and administered by an independent trustee. Funds are held in trust and are not released until your Trip has been delivered or the relevant suppliers have been paid.

6.3         This protects your money in the event of our insolvency, in accordance with the Package Travel and Linked Travel Arrangements Regulations 2018.

6.4         You can verify our membership by contacting Protected Trust Services directly at www.protectedtrustservices.com.

7. Cancellations and Refunds

7.1         All Bookings, for all Trip types, are non-refundable. We commit to accommodation, logistics, suppliers and staff well in advance, and our costs are committed accordingly.

7.2         Places are personal to the named Participant and cannot be transferred — whether to another person, to another Trip, or to another date. If you are unable to attend, your place cannot be given, sold or transferred to anyone else.

7.3         Because our Trips are for the supply of leisure services on a specific date or during a specific period, the 14-day right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply to your Booking.

7.4         For Multi-Day Trips (Hikeaways, Coastaways, Campaways) only, we may exercise discretion in the following limited circumstances:

• Discretionary resale: where a Trip is fully sold out and you are unable to attend, we may — entirely at our discretion — offer a refund if we are able to fill your place with a new paying customer. We will only consider this once all remaining places on the Trip have been sold, and we are under no obligation to do so. This is not a transfer of your place; any new Participant books directly with HELVETII in the usual way.
• Exceptional circumstances: where you are prevented from attending due to genuine exceptional circumstances (such as serious illness, injury or bereavement), you may contact us as soon as possible and we will consider your circumstances on a case-by-case basis. We may request reasonable supporting evidence.

7.5         Any refund or credit offered under clause 7.4 is made entirely at the sole discretion of HELVETII Hikes Ltd and does not affect the general non-refundable nature of Bookings.

7.6         Our full cancellation terms are set out in the HELVETII Cancellation Policy, which forms part of these Terms and which you accept at the point of Booking. Where there is any conflict between these Terms and the Cancellation Policy in respect of cancellations and refunds, the Cancellation Policy shall prevail.

8. Changes and Cancellations by Us

8.1         Our Trips depend on minimum participant numbers, supplier availability, weather and other factors. We reserve the right to make changes to, or to cancel, a Trip.

8.2         Where we make a significant change to a Trip before it takes place (for example, a material change to the itinerary, dates or accommodation), we will inform you as soon as reasonably possible and offer you the choice of accepting the change, moving to an alternative Trip (subject to availability and any difference in price), or cancelling your Booking for a full refund of any payment made for that Trip.

8.3         Where we cancel a Trip before it takes place for any reason other than your conduct or your breach of these Terms, we will offer you the choice of a full refund of any payment made for that Trip, or moving your Booking to an alternative Trip (subject to availability and any difference in price).

8.4         We may make minor changes to a Trip (for example, to the route, timings or specific activities) without notice, and such changes do not entitle you to a refund.

8.5         We will not be liable for any cancellation or change caused by circumstances beyond our reasonable control, including severe or unsafe weather, natural events, supplier failure, illness, or other events amounting to force majeure. In such circumstances we will act reasonably and, where possible, offer an alternative Trip or a refund; we will not, however, be liable for any additional costs you incur (such as travel or personal expenses).

9. Participant Responsibility and Suitability

9.1         You are responsible for assessing whether a Trip is suitable for your fitness level, experience and ability. Trip descriptions include information on distance, terrain and difficulty to support informed decision-making.

9.2         If you are unsure whether a Trip is suitable for you, you must contact us before booking.

9.3         We reserve the right to refuse participation, without refund, where a Participant is deemed unprepared, unsuitable, or inadequately equipped for a Trip.

10. Health, Medical Conditions and Fitness

10.1       HELVETII Trips involve outdoor physical activity, including hiking over varied and sometimes challenging terrain, and may involve additional activities such as cold-water immersion, via ferrata, scrambling or camping. You must ensure that you are sufficiently fit and healthy to participate safely in the Trip you book.

10.2       You must disclose to us, at the time of Booking, any relevant medical condition, injury, allergy or health concern that may affect your participation or that a Host may need to be aware of, and keep us informed of any relevant changes before the Trip.

10.3       You are responsible for managing your own medical needs, including carrying any required medication. HELVETII accepts no responsibility for issues arising from undisclosed medical conditions.

11. Equipment and Clothing

11.1       You are responsible for bringing suitable clothing, footwear, food, water and equipment as outlined in the Trip information (noting that food essentials are provided on Multi-Day Trips).

11.2       Participants who arrive inadequately equipped may be refused participation without refund.

12. Safety, Risk and Participation Form

12.1       Outdoor activities carry inherent risks, including uneven terrain, changing weather, slips, trips, falls and physical exertion. By booking and attending a Trip, you acknowledge and accept these inherent risks.

12.2       You participate in all activities at your own risk and are responsible for assessing your own ability to participate safely. Optional activities (such as cold-water immersion) are undertaken entirely at your own discretion and risk, and no Participant is under any obligation to take part.

12.3       You will be required to complete and sign a participation form before the Trip starts. Any person who does not complete and sign the participation form may be refused participation without refund.

12.4       The health and safety of Participants is managed in accordance with the HELVETII Health and Safety Policy. You agree to comply with all reasonable safety instructions given by Hosts.

13. Behaviour and Conduct

13.1       HELVETII aims to create a welcoming, inclusive and respectful environment for everyone. By booking a Trip, you agree to conduct yourself accordingly at all times.

13.2       In particular, you agree to:

• Treat other Participants, Hosts, third-party providers and members of the public with respect and consideration;
• Follow the reasonable instructions of Hosts, particularly in relation to safety;
• Not behave in a manner that is unsafe, threatening, harassing, discriminatory, or that unreasonably disrupts the safety or enjoyment of others.

13.3       We reserve the right to remove any Participant from a Trip, without refund, whose behaviour breaches this Section or these Terms, or whose conduct endangers or seriously disrupts others. Where a Participant is removed from a Trip, any additional costs arising (including travel home) are the responsibility of that Participant.

14. Alcohol and Substances

14.1       Some Trips may include social alcohol consumption, and Participants are welcome to enjoy a drink. You remain responsible for ensuring that your alcohol consumption does not compromise your own safety, or the safety or enjoyment of others.

14.2       Illegal substances are strictly prohibited on all Trips. We reserve the right to remove, without refund, any Participant who breaches this Section.

15. Staff, Contractors and Third-Party Providers

15.1       Trips may be facilitated by HELVETII founders, Hosts, contractors or third-party professionals. Where qualified Mountain Leaders or external professionals are used, this will be stated in the Trip description. All facilitators operate under HELVETII’s standards, processes and safety expectations.

15.2       Some activities (such as via ferrata, scrambling, kayaking or other specialist experiences) may be delivered by third-party providers. These providers are responsible for the delivery and safety of their own services and may require Participants to complete additional forms or waivers. By booking a Trip, you agree to comply with any reasonable requirements set by these providers.

16. Photography and Media

16.1       Photographs and video may be taken during Trips for HELVETII’s marketing and promotional purposes.

16.2       If you do not wish to be photographed or filmed, please inform a Host before the Trip, and we will take reasonable steps to respect your wishes.

17. Weather

17.1       Our Trips run in a variety of weather conditions and are not cancelled due to normal or expected weather.

17.2       Only severe or unsafe conditions, as determined by HELVETII Hikes Ltd, will result in the modification of routes or activities, or the cancellation of a Trip.

18. The Ripple

18.1       The Ripple is a programme through which a member of our community may nominate another person to receive a fully funded place on a HELVETII Trip.

18.2       Nominations may be submitted at any time via our website. We are under no obligation to select any nomination, and selection is entirely at our discretion.

18.3       Where a nomination is selected, the recipient will be offered a place on a Trip with the trip cost covered in full. Travel to and from the Trip, personal equipment and personal expenses are not included.

18.4       A Ripple place is personal to the recipient, is not transferable, and has no cash value.

18.5       Recipients are subject to these Terms and Conditions and to our Cancellation Policy in the same way as any other Participant, including the requirement to be aged 18 or over and to complete a participation form.

18.6       Where a recipient is unable to attend the Trip offered, we may at our discretion offer an alternative Trip. We are under no obligation to do so.

19. International Trips

19.1       Our International Trips are operated by Ultimate Adventure Travel Ltd (“UAT”), our expedition delivery partner.

19.2       Where an International Trip is operated by UAT: your booking contract will be directly with Ultimate Adventure Travel Ltd; all payments will be made directly to them; their Booking Terms and Conditions will apply and will be provided before your booking is confirmed; they are responsible for the planning, operation and delivery of your trip, including accommodation, local guides, transport, permits and on-the-ground logistics; and HELVETII Hikes Ltd is responsible for promoting the expedition and supporting its community, and is not the tour operator or contracting party.

19.3       All cancellations, amendments and refund requests in respect of an International Trip will be handled in accordance with Ultimate Adventure Travel Ltd’s Booking Terms and Conditions.

19.4       Financial protection for overseas expeditions is provided by Ultimate Adventure Travel Ltd. Details will be provided before your booking is confirmed.

19.5       A HELVETII representative may accompany an International Trip as a group representative. That representative does not operate, lead or take responsibility for the expedition.

19.6       Sections 6, 7, 8, 10, 12 and 20 of these Terms do not apply to overseas expeditions operated by Ultimate Adventure Travel Ltd.

20. Liability

20.1       Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited.

20.2       Subject to clause 20.1, HELVETII shall not be liable for:

• Loss of, or damage to, your personal belongings, for which you are responsible at all times;
• Loss, injury or expense arising from your own actions, negligence, or failure to follow reasonable instructions;
• Loss, injury or expense arising from your failure to disclose relevant health or fitness information;
• Indirect or consequential loss; or
• Any matter arising from circumstances beyond our reasonable control.

20.3       Subject to clause 20.1, our total liability to you arising out of or in connection with a Booking shall not exceed the total price paid by you for the Trip in question.

20.4       We provide our Trips to you as a consumer, and nothing in these Terms affects your statutory rights under the Consumer Rights Act 2015 or the Package Travel and Linked Travel Arrangements Regulations 2018.

21. Complaints

21.1       If you have a concern during a Trip, you should raise it with your Host at the time, so that we have the opportunity to address it there and then.

21.2       If a matter cannot be resolved during the Trip, or if you wish to make a formal complaint afterwards, you should contact us in writing at info@helvetiihikes.com within a reasonable period after the Trip. We will acknowledge your complaint and respond as promptly as reasonably possible.

21.3       If your concern relates to the conduct of another Participant, or of any member of the HELVETII team, please raise it with a Host during the Trip or contact us at info@helvetiihikes.com. Concerns of this nature are taken seriously, handled in confidence, and dealt with in accordance with our internal policies.

22. Data Protection

22.1       We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Details of how we collect, use, store and protect your personal data are set out in the HELVETII Privacy Policy.

22.2       By making a Booking, you consent to us using the information you provide for the purposes of administering your Booking, delivering the Trip, and ensuring your safety and that of other Participants.

22.3       Where you make a booking, your payment details and booking information are processed by Protected Trust Services and Protected Payment Services as part of the trust account arrangement. Details are set out in our Privacy Policy.

23. Relationship to Other Policies

23.1       These Terms should be read together with the following HELVETII policies, which are available on our website:

• The HELVETII Cancellation Policy, which sets out our cancellation and refund terms and forms part of these Terms; and
• The HELVETII Privacy Policy, which sets out how we handle your personal data.

23.2       HELVETII also maintains internal operational policies, including a Health and Safety Policy and a Safeguarding Policy, which govern how we run our Trips. These are available to Participants on request by contacting info@helvetiihikes.com.

24. Governing Law and Jurisdiction

24.1       These Terms, and any dispute or claim arising out of or in connection with them or a Booking, are governed by and construed in accordance with the law of England and Wales, and are subject to the exclusive jurisdiction of the courts of England and Wales.

25. Acceptance of these Terms

25.1       By completing a Booking and/or attending a Trip, you confirm that you have read, understood and accepted these Terms and Conditions and the HELVETII Cancellation Policy. You will be required to confirm your acceptance at the point of booking before payment is taken.

26. Review of these Terms

26.1       These Terms shall be reviewed at least annually, following any material change in relevant consumer or travel law, and following any material change in HELVETII’s operations, including changes to our booking or payment arrangements.

26.2       All material updates will be approved by the Director and reflected in a revised version of this document.

HELVETII Booking Terms and Conditions — August 2026