The way we do things

We’re a friendly, honest bunch and we like to keep things clear and simple.

We want you to get the most out of your experience.

So, we’ve set out some easy guidelines on what you can expect from us - and what we, in return, expect from you.

Polcoombe is managed as a Wildlife Conservation Area, with no public right of way.

The land will be open to the public on occasion for our Community Days.

In some cases, private use of the land may be agreed upon in advance. This includes walking on the land (with or without dogs).

If you wish to use the land then you must seek explicit permission from Heather White:
heather@polcoombe.co.uk

In all cases, you must familiarise yourself with our Practicals before use of the land.

We want everyone to enjoy their experience at Polcoombe.

As such, a Polcoombe Representative, or your Event Leader, will need to give reasonable instructions, which we expect you to follow. We also expect a certain standard of conduct that is respectful, does not disrupt the site, or event(s), and does not put anyone at risk.

If supervising children, we expect you to ensure that they play and learn safely and respectfully. 

In the unlikely event that these expectations aren’t met, we will arrange for the responsible person(s) to be removed from the site, without being entitled to a refund. 

If you have not been to one of our Events before then please arrive at the parking area at least 15 minutes early. A Polcoombe Representative will meet you here to escort you to Base Camp in time for the start of your Event.

Our Base Camp is a short 10-15 minute walk along a flat track.

Those who have visited Polcoombe before are free to make their own way to Base Camp for the event start time, if they feel confident doing so.

We will provide you with the mobile number of your Event Leader at least 1 week prior to the event. Please communicate with them ASAP, when it is safe to do so, if you know you will be late so we can make every effort to accommodate you.

All events start promptly. Latecomers will need to make their own way to Base Camp. However, please bear in mind that some Events are not situated there for long, and it may not be possible to wait for you before moving on.

Should you miss the Event due to a late arrival, no refunds will be provided.

In all cases, you must familiarise yourself with our Practicals before use of the land.

To attend an event, you must:

• read and agree to these Terms and Conditions; 

• read the Polcoombe Practicals;

• book and pay in advance, where required;

• provide us with an email address for event related correspondence;

• provide the names and ages of all parties attending;

• make a direct request if you would like to bring a dog onto the land;

• tell us of any medical conditions /additional needs, as well as dietary requirements and / or known allergies, of all parties attending; and

• provide an emergency name and contact number.

We absorb the cost of the booking fee into your ticket price, so you don’t have to pay extra. 

However, in cases where you need to be refunded (see our Refund Policy below), the booking fee cost is non-refundable.

Booking fees are: £0.49 + 6.5% + VAT @ 20%
On a £10 ticket the fee equates to: £0.49 + (6.5%) £0.65 + (VAT) £0.23 = £1.37
Therefore, any refund owed would be: £10 - (Booking fee) £1.37 = £8.63

As we need to prepare in advance and, in most cases, purchase materials, we hope you’ll agree that it is reasonable to apply these deductions to any refunds owed.

Cancellation by Us

Polcoombe Events generally take place come rain or shine.

However, whilst every effort is made not to, there are occasions when adverse weather conditions might force us to cancel at short notice. In such circumstances the Event will be re-arranged or a refund provided (less any non-refundable fees).

Furthermore, illness strikes even the hardiest of creatures. So, if one of our Event Leaders has to cancel due to illness, or any other unforeseen circumstances, the Event will be re-arranged or a refund provided (less any non-refundable fees).

In case we don’t reach a minimum number of attendees, we reserve the right to cancel an event and refund your money in full (less any non-refundable fees).

Cancellation by You

For any Event booking cancelled by you, we will refund you: 

• in full* up to 4 weeks before the start date

• 50%* up to 10 days before the start date

Cancellations made less than ten days before an event may not be eligible for a refund.

To cancel an Event booking or to request a refund, please contact us by emailing info@polcoombe.co.uk  

*please note event booking fee is non-refundable – see Booking Fee section, above

Some of our Events will require you (or parent / guardian) to sign Consent Forms, Waivers, and / or provide Medical Information.

Where applicable, we will share these with you to fill out in advance.

All Forms / Waivers must be completed and signed before your Event starts, otherwise you may not be able to participate. 

If you (or your child) require any prescription medication, such as inhalers, insulin, EpiPen etc, it must be brought to the Event for use in case of an emergency.

As part of your declaration, you must consent to the administration of your medication by a Polcoombe Representative or your Event Leader  in the case of a medical emergency (or by the parent / guardian of the child, if they are attending).

If you (or your child) arrive for an Event without necessary emergency medication, as specified on the event registration or consent form, then the Event Leader reserves the right to refuse entry (for the protection of all parties).

If you do not declare emergency medication, then you (or your child) are agreeing to attend at your own risk, and Polcoombe will not be liable for any incident arising directly from a lack of availability of the appropriate emergency treatment.

Polcoombe is, by its very nature, a wild environment - and not free from hazards!

Please ensure that ALL accidents and incidents, no matter how minor, are reported to a Polcoombe Representative, or your Event Leader, and properly recorded in our Accident & Incidents Log. 

While every effort has been made to minimise risk, there may be circumstances in which an accident could occur that is not the fault of the Event Leader(s) or of Polcoombe. In these cases, neither Polcoombe, nor the Event Leader(s), shall be liable.

In addition to the guidance of our Event Leaders, and any other information provided by Polcoombe, please use your own best judgement when on the land.

Do not undertake any activity or task that you do not feel fully capable, competent, comfortable or equipped to do.

You can always ask for help, there is no judgement here.

Furthermore, neither Polcoombe, nor its Event Leaders, take responsibility for the loss or damage to personal possessions and attire, which is the sole responsibility of the participant (or parent / guardian) when on the site.

Lost Property will be held for up to six months. Please contact us at your earliest convenience if you believe you have left your personal possession(s) at Polcoombe: info@polcoombe.co.uk 

Polcoombe holds its own Public Liability insurance.

All of our Event Leaders are professionals and are also required to have appropriate Public Liability insurance for services delivered.

Those leaders working with children or vulnerable adults are required to be DBS background checked.

Should you require a copy of this information, please email us on: info@polcoombe.co.uk

Polcoombe collects and processes personal information in accordance with the UK GDPR and the Data Protection Act 2018.

We gather data electronically for the purpose of managing and administering Event bookings, which may include contact details, unique identifying information, and limited medical information necessary to ensure participant safety and appropriate care. All information is stored securely and accessed only by authorised personnel.

We process personal data on the basis of legitimate interest and, for any medical or other special category information, explicit consent. Individuals have the right to request access to, correction of, or deletion of their data at any time.

Polcoombe does not share personal data with third parties unless required by law or essential for delivering our Events - for example, Event Leaders or First Aiders. 

Email addresses provided for event bookings are used solely for booking administration and will not be added to our mailing list automatically. You will only receive our seasonal newsletters and occasional event updates if you explicitly subscribe to our mailing list.

Please see our Privacy Policy for further details.

For any data protection queries or requests, please contact us at: info@polcoombe.co.uk 

We love what we do!

So, we may take photographs during our Events to help share our work and inspire others to participate in nature-based activities.

These images may be used for marketing and publicity, including on our website, social media, and printed materials.

You can opt in or out of photography when completing your Event booking form. Those who opt in will be asked to accept a short model-release statement.

We respect your privacy, so, if you would prefer not to be photographed on the day, please let us know. Opting out of photography will never limit your ability to participate in an event.

Otherwise, unless you have contacted us in advance, we will assume you are comfortable with photographs being taken.

We do everything we can to make sure you have the best experience possible at Polcoombe.

We encourage all feedback - good, or not so good.
This helps us to continuously improve your future experiences.

Feedback can be given verbally (in person) or in writing (by email) to: info@polcoombe.co.uk

We proactively engage in constructive, two-way conversations about areas for improvement or anything that has caused / is causing concern. We aim to be as open, honest and as straightforward as possible.

Before making a complaint, we would expect you to have informed the Event Leader or a Polcoombe Representative on the day so that they have an opportunity to rectify it.

However, we do appreciate that this may not always feel comfortable or safe to do. In these circumstances, please let Heather White know personally as soon as possible either by phone, or email.

Heather White

07723344660

heather@polcoombe.co.uk 

If, after that, you feel it has not been resolved, we would expect you to put it in writing within 28 days of the event to: info@polcoombe.co.uk 

We want your time at Polcoombe to be enjoyable, safe, and effortless. 

In short:

• Polcoombe is a protected wildlife space. So, we ask everyone to treat it, and each other, with care and respect.

• Please follow the guidance of your Event Leader and / or Polcoombe Representatives, arrive on time, and bring any medical essentials you need.

• Some events may require consent forms or waivers, and we’ll let you know if so.

• Your personal information stays private; we only use it for event administration unless you choose to join our mailing list.

• And lastly, we always welcome your feedback - good or bad - so we can keep improving what we offer.

We hope all that makes sense, but please get in touch if you need further clarification on anything.

Thanks for being part of the Polcoombe community.

An area of land near Polperro, South East Cornwall, which is under the Stewardship of Heather White. In the context of these Terms and Conditions, Polcoombe as an entity is synonymous with Heather White as a self-employed professional.

A designated space managed primarily to protect, preserve, and enhance wildlife, habitats, and biodiversity. Polcoombe comprises privately managed land where activities are planned and controlled to support ecological health, safeguard species, and promote sustainable interaction with the natural environment.

A general guide to how to behave on / navigate the land, and what you might need to bring / wear.

Our regular open days and monthly meets where the public are invited to join us on the land.

A charged for, prescheduled event on the land, often delivered by a 3rd party.

A trusted person or volunteer nominated by Polcoombe to carry out a specific task.

An individual, either a Polcoombe Representative or professional 3rd party, who is both responsible and accountable for the delivery of an Event.

The centre point of Polcoombe - with a rustic, outdoor kitchen, roundhouse and compost toilets - all built with a desire to integrate the natural materials and beauty of the landscape at their heart.

A person who has received appropriate, accredited training to provide immediate assistance to someone who becomes injured or unwell during the event, until professional medical help can take over.

Any personal possession(s) left on the site after an Event, Community Day or private use of the land.

A written agreement that provides consent. For example, to use contact details for Event related communication, to deliver certain medical care, to receive a service, or allow the use of Event participants data, image, or personal information.

A written agreement that acknowledges that the participant understands the risks involved in participating in an Event or activity, and confirms that they accept those risks voluntarily.

Details of any medical conditions /additional needs, as well as dietary requirements and / or known allergies, and emergency medication.

If you have any questions relating to these terms and conditions please contact us and we will be happy to help!

info@polcoombe.co.uk