ROCKYVENTURES LTD POLICIES 

ROCKYVENTURES LTD BOOKING TERMS & CONDITIONS POLICY

Here is everything you need to know about making a booking with us at Rockyventures Ltd and the terms under which your booking is made. By making a booking with us you are accepting the below general Terms of Booking as well as any additional terms that may accompany your specific booking.

The Term ‘booking’, is referring to:

  • Any place/space/time slot reserved by payment on any of our services, sessions, activities, experiences, events, workshops, training courses, assessment courses. video calls, phone calls, documentations, training resources, recommendations and advice, technical support, pictures, videos, referrals, references, intellectual property, purchased products.

The Term ‘Us’ or ‘Our’, is referring to:

  • Rockyventures Ltd (Company House Number: 10580959)

The Term ‘You’ or ‘Your’ or ‘You’re’, is referring to:

  • The person making the booking (must be over 16 years of Age).
    • participant, client, candidate, parent, next of kin, accompanying adult, carer, spectator, chaperone, event organiser, company or corporate representative, local authority, educational establishment, training provider

Making a booking with us:

​Several of our services can be booked and paid for securely through this website using our online checkout facility. Bookings can also be booked and or paid for via bank transfer, invoices link, email, phone, whatsapp, social Media communications. Bookings can also be made in person directly. 

Some of our services are also available to be booked via partner or associate companies/organisations:

  • The online booking platform on this site and partner or associate sites such as
    • Guided Outdoor Adventures
    • The National Navigation Award Scheme
    • Mountain Training UK
    • Brighter Futures (GWH Hospital Charity)
    • Other sites working in partnership with Rockyventures Ltd may also promote and sell our services online.

(Please be aware of associate/partner companies refund policies and fees. Only payments forwarded on to Rockyventures Ltd, may be subject to refunding or rescheduling etc)

  • Link attached to our invoices
  • Bank Transfer

(Always ensure when asked you use your name as the booking reference)

Rockyventures Ltd will confirm all secured bookings by email. Should an email confirmation not be received, please contact the us.

Please note that a booking is neither confirmed nor secured until full payment is received. If your booking has an outstanding amount due then Rockyventures Ltd is not obliged to retain your booking and may offer your space(s)/bookings to other customers even if you receive a booking confirmation email, therefore it is very important this balance is paid as soon as possible, or your space(s) may be released.

A minimum number of participants per service may be set and this number varies depending on the activity, experience, workshop or course etc. If you would like to know minimum and maximum numbers for participation in any sessions, please contact us.

Rockyventures Ltd reserves the right to alter bookings if the minimum participation level hasn't been reached for that session. In those instances, customers will be contacted at the earliest opportunity to discuss alternative dates or times. Refunds will not be given in these circumstances, however, if no immediate alternative dates are available then we will issue a Gift Voucher for the total value of the booking which can be used to re-book the service at a later time, or date.​

Cancelling or requesting date changes for a booking

All booking cancellations must be received at least 14 days in advance of the scheduled session. Inside 14 days requests for date changes are at the discretion and availability of Rockyventures Ltd only.

Refunds will not be given inside 14 days of the booking date.

Please be aware that missed sessions or incorrect bookings will not be rearranged or refunded.

REFUNDS OR RESCHEDULING WILL NOT BE AVAILABLE WHERE SERVICES HAVE TO BE CANCELLED OR STOPPED DUE TO:

  • Late or no shows.
    • Please be aware, we will, where possible, be happy to wait for clients to arrive and start a little later than originally scheduled. If they are delayed due to (Example) Traffic etc. This will be at our discretion and provided it doesn’t affect other bookings. This may only be possible if we are notified of any delays at the earliest opportunity and must be in advance of the start time (see all options of our contact details available). If we agree to start the service later, this does not mean, we will automatically finish the service later. As Rockyventures Ltd may have bookings following your booking, and or other service, venue users may have bookings.
  •  When inappropriate, poor, abusive or even violent behaviour is carried out towards any Rockyventures Ltd staff/volunteers, other participants, clients, candidates or members of the public.
  • Where poor or unsafe behaviour is carried out, that include not following safety rules, instructions and guidance given, put ‘you’ or others at risk or harm.
  • When advised or required resources or equipment has not been brought to the activity and when no attempt to Inform Rockyventures the required resources or equipment is not acquired. Example: If someone books a guided mountain trek, they are required to bring waterproof clothing, then on the day of the activity, they arrive without waterproof clothing, and the weather is forecast to be raining. Then for their safety, the activity will be cancelled.
  • When any Equipment, Resources, Literature and Personal Protective Equipment is Tampered with, damaged, destroyed or Stolen.
  • When any Health and Safety guidance that is ignored or not followed, that then puts you or others at risk or harm.
  • When the reputation of Rockyventures Ltd and its associates, partners are portrayed in a negative manor or our great reputation is at risk.
  • When any act is carried that causes injury, harm or death.
  • When medical conditions, injuries or illnesses are not declared and the opportunity and appropriate time to make the service safe, adapted and accessible has not been given.

Unless there is an alternative offer/agreement made in advance between Rockyventures Ltd and the person making the booking, example a private individual or group booking. All booking/refund policies are as listed here on this site.

The prices advertised, quoted and payment requested for is for the booking and 'other' Items/services only listed in correspondents/agreements made in advance. This does not include any form of travel expenses, accommodation expenses, amenities expenses, nutritional and dietary expenses, Communications/correspondence, resources, materials, equipment etc 

For further information please get in touch via: theoffice@rockyventures.co.uk or 01793939304

CAUTION:

ROCKYVENTURES LTD WILL NOT ACCEPT ANY LIABILITY FOR DAMAGES, DESTRUCTION, VANDALISM OF PROPERTY OR ANY BREACH OF THE LAW CARRIED OUT BY YOU. IN THIS TYPE OF EVENT ROCKYVENTURES LTD WILL END THE ACTIVITY IMMEDIATELY AND TERMINATE ANY ASSOCIATION WITH YOU.

Rockyventures Ltd - May 2026

REFUND POLICY ON ALL PRODUCTS, GEAR AND EQUIPMENT

Returned items must be new and unused and with their original packaging and tags. Returns must be within 30 days of the purchase.

All refunds on products purchased via a Card or Bank payment will be made, ONLY on to the exact same Card or Bank Account used for the original purchase.

Evidence required

  • Order Confirmation / Proof of Purchase Receipt Email

  • Physical Paper Proof of Purchase Receipt received with Product

Exchanges will be at the discretion of Rockyventures Ltd and done on a case-by-case bases

BE AWARE ITEMS WE CANNOT REFUND

For safety reasons we are unable to accept returns or exchanges of the following items:

Personal Protective Equipment (PPE)

Items soiled or contaminated by bodily fluids at no fault of the item

FAULTY ITEMS

All products sold come with a manufacturer's guarantee, lasting up to 24 months from the purchase date. Please Email us theoffice@rockyventures.co.uk with the following information:

  • Purchase details or order number

  • General image of the product being returned

  • Clear image of the reported issue (where applicable)

  • Image of the product label

  • Details of any aftercare taken on the product

  • Serial number (where applicable)

We will do all that we can to support you refund or exchange of a faulty item, with in reason. We will also help you get your products back to us. All Items must be returned in a clean and dry condition. Any items not returned to us in a clean and dry condition will be refused on hygiene and personal safety grounds.

Our warranty excludes consumables, software components, accidental damage and items or products used for commercial use.

Rockyventures Ltd - May 2026

Safeguarding & Child Protection Policy

At Rockyventures Ltd, we are committed to the highest standards of safeguarding and child protection. We recognise our responsibility to ensure the safety and wellbeing of all children, young people, and vulnerable adults who engage with our services and activities. Our commitment extends to ensuring that our staff, contractors, and anyone associated with our organisation are aware of their responsibilities and are equipped with the knowledge and skills to promote a safe and protective environment.

We are dedicated to practising in a way that protects everyone from harm, abuse, neglect, and exploitation. Rockyventures Ltd acknowledges the importance of its role in identifying concerns early and providing help for children, young people, and vulnerable adults, to prevent concerns from escalating. This policy applies to all staff, instructors, learners, and anyone working on behalf of Rockyventures Ltd. It is linked to our organisational values and is integral to our professional code of conduct. We will review our policy and procedures annually to ensure they continue to meet legal requirements and reflect best practices in safeguarding and child protection.

Rockyventures Ltd - May 2026

Equal Opportunities Policy

Rockyventures Ltd is an equal opportunities organisation.  We shall ensure that there will be equal opportunities throughout this organisation and for our clients in all the services, activities and products we provide.

There shall be no discrimination on the grounds of gender, gender reassignment, marital status, colour, race, disability, age, ethnic or national origin, religion or belief, sexual orientation, marriage and civil partnership, maternity or political opinion.

Every effort will be made to ensure all activities are inclusive, accessible and adapted to meet the needs of our staff and clients, when it is realistic, practical safe and appropriate to do so. Where this is not possible, then other alternatives will be explored / provided.

Rockyventures Ltd - May 2026

Data Protection & Privacy Policy

Rockyventures Ltd is committed to protecting your privacy and this privacy policy explains our data processing procedures, i.e. how we manage the data you share with us through various channels plus your rights and options regarding how your data is used.

The policies that follow contain important information regarding your personal rights to privacy and as such we recommend you read it carefully in order that you can understand how we collect and manage your personal data.

Please note too that any data you provide us is on a completely voluntary basis, however, without providing us with certain types of personal data we cannot provide access legally to certain services. ​​

Rockyventures Ltd Privacy and Data Policy May 2026

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When do we collect personal information from you?

We collect personal information from you when you provide it directly. For example, when you attend one of our events, workshops, courses or other activity or service we're providing, and you complete our registration forms. When you book a course or session online, over the phone or in person, when signing up to our mailing list or communicate with us via email.

​​We collect personal information from you when it is publicly available. This could include when you interact with us via social media (Facebook, Instagram, Twitter etc).

​We collect personal information when it is provided indirectly, i.e. by a third party.
For example, this could be information passed onto us by another service promoting our sessions or courses (such as Rockstar Climbing Ltd or The National Navigation Award Scheme, Justgo, Tahdah etc) where you might have booked to attend one of our activities or courses through a third party.

​We also collect certain information via our website.
When you visit our website and browse it, we might collect certain types of data such as your Internet Protocol (IP) address used by your device to connect to the internet. We may also collect information regarding the device you’re using itself to view our website (i.e smartphone, tablet or PC/laptop), and the operating system you use (Windows, OS, etc.). In addition, we may also track the number of page visits we receive and the visit duration.

​​What personal information do you store and how do you use it?
We may collect and store the following types of personal data:​

  • Your full name, postal address, contact telephone number(s), email address, date of birth, gender, emergency contact details and in some cases any relevant medical conditions.

  • Personal photograph(s) such as head-shots or photographs of you taking part in one of our activities or when we're providing a service. 

  • Any information relating to personal qualifications relevant to the services and activities we provide.

  • Certain financial or billing information such as bank details and/or credit/debit card details. 

We may use this data for the following reasons:

  • To register you on to an activity, such as a workshop, course or to allow you to take part in an event where we're providing services.

  • To allow you to make bookings with Rockyventures Ltd either online, by phone or face-to-face.

  • To allow you to make other types of purchases through Rockyventures Ltd, such as from our website or in person.

  • To help us communicate with you to answer any general questions you have asked of us.

  • To inform you of any cancellations or rescheduling of workshops courses or activities you're booked on to or services we're scheduled to provide for you. This would also include any junior participants that you may have booked on to one of our workshops, courses or activities and or events. 

  • To provide you with information regarding upcoming workshops, courses, activities, events and news where appropriate and only if you have provided your consent to receive such information.

  • To assist in providing and delivering our National Navigation Award schemes and Duke of Edinburgh Award Schemes. 

  • To allow you to apply for work with us.

  • For the prevention of fraud or misuse of personal data by others or for the misuse of our facilities.

  • For the establishment, defence and/or enforcement of any legal claims against Rockyventures Ltd.

  • To allow a prompt and rapid response in the event of a medical emergency or to support emergency service personnel in the advent of an accident or medical situation.

  • To keep our workshops, courses and events safe and secure and to help protect all our staff and participants.

​Communicating with you for marketing or promotional purposes:

We may use your contact details to communicate with you about new workshops, courses, events, services and products or promotions which we feel may be of interest to you and this may happen through email or social media.

Communications of this nature will only happen if you have given us your express consent to do so, so in the case of marketing information via email you may have either signed up via our website directly or opted-in via our registration process to grant this consent. With regards to social media, you may receive our posts in your social feeds if you have chosen to connect with us.

If you have provided us with consent previously but no longer wish to receive communications of a marketing nature from us then please contact us by emailing theoffice@rockyventures.co.uk You can also opt out of our email communications at any time by emailing us and stating you would like to be removed from our mailing list.​

Legitimate Interest and Lawful Basis:
The terms set down under the General Data Protection Regulation (GDPR) state that organisations must rely on a lawful basis/legitimate interest to use any personal data collected. For Rockyventures Ltd this is considered to be:​

  • Where you have provided specific consent for us to use your personal data, such as registering to use our facilities as a customer, signing up for our mailings relating to news, events and courses, or following us on social media.

  • Where we are obliged to do so for legal reasons, such as regulatory bodies which govern our industry, government bodies or legal establishments, or where there is vital interest such as emergency services.

  • Where necessary allow us to provide our service to you as a customer upon your request, for example, for the completion of a booking, entry fee to the centre or subscription.

Personal information for children:

We will only collect and store personal data for a child when we have consent to do so from either the child or the parent/legal guardian of the child in question. Rockyventures Ltd operates a rigorous Safeguarding Policy to ensure that all children are kept safe and protected and this extends to include the appropriate handling of data.

​How long do we retain your personal information?

Records such as Participation Consent Forms will expire once the workshop, course, activity or event has ended. However, they will remain on file for a total duration of 3 years following the date of original completion, or in the case of minors until they are 21 years of age. If before this duration your personal data is no longer required, we will then remove your data from our records.

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Do you sell or share personal data?
We will never sell or share your personal data for marketing or promotional purposes. However, we may divulge some personal data to third parties in order for us to achieve our legal or contractual obligations as a Company.

For example, we may disclose certain elements of a customer’s personal data to register them on the National Navigation Award Scheme if they are attending one of our Navigator Courses, or we may further disclose some details to emergency services, government bodies or legal representatives in case of an accident, medical situation or legal dispute.

​How is personal data stored?

Rockyventures Ltd is committed to keeping your personal data as safe and secure as possible.

Data is stored electronically on a secure server either directly (i.e. created electronically in the first instance via an electronic device) or indirectly (i.e. where a paper record has been created it is then scanned and then the paper copy destroyed).

Your personal information is accessible only by trained staff and certain parts of your personal data are limited to Brian Hall (Company Owner).

We have security measures in place to prevent unauthorised access to stored data.

​​​Personal data - your rights:

You have the right to withdraw your consent for us to use your personal data at any time, including unsubscribing from our mailing list, and your rights further extend to the following options:​

  • Right of access - you can request confirmation of what information we hold about you or a child of yours on our records providing you can prove you have lawful entitlement to view this data (proof of identity will be required).

  • Right to be forgotten - You can request to stop receiving communications from Rockyventures Ltd or further request any data we hold on you or a child of yours be deleted from our records. Upon verification of this request, we will then remove all data bar any information we are legally required to retain.

  • Right of modification - If you believe any data we hold on your or a child of yours to be inaccurate then you have the right to request this data be modified to bring it up to date. You can also request, via your right of access, for us to provide you with the information we hold on you if you are unsure if your data is accurate.

  • Right to restrict processing - You have the right to request we stop processing your personal data if you believe your data is inaccurate or is being used illegitimately.

​​Changes to this Privacy Policy:We may update this Privacy Policy from time to time in order to keep our policies up to date. If any significant changes are made to this policy, we will endeavour to communicate this with you.

​​​Getting in contact with us:If you have any concerns regarding your data or you wish to contact us regarding your personal information and its usage, please contact us and ask for our Data Protection Officer using the details below.

Email:

theoffice@rockyventures.co.uk 

Telephone:

+44 01793939304

Post:

FAO Brian Hall, Rockyventures Ltd, 80 Shaftesbury Avenue, Swindon, Wiltshire, SN3 2AB

If you feel an enquiry you make with us isn’t being handled to your satisfaction you have the right to make a complaint to the Information Commissioner’s Office (ICO) contactable via www.ico.org.uk

Rockyventures Ltd - May 2026

Rockyventures Ltd would like all customers, participants to be aware of and understand The British Mountaineering Councils Participation Statement.

Climbing, hill walking and mountaineering can provide life-long physical, social and mental health benefits through exercise and adventure in amazing environments. The BMC recognises these activities involve a risk of personal injury or death. Participants should be aware of and accept these risks and be responsible for their own actions and involvement.