Legal

Terms & Conditions

The terms of our work together

Last updated: June 2025

Introduction

These Terms and Conditions govern the provision of mentoring, outdoor wellbeing and confidence-building services by Vector Wild (“we”, “us” or “our”) to parents, carers, schools and the young people we support. By engaging our services, you agree to these terms. If you do not agree with any part of them, please do not proceed with booking or using our services.

Interpretation

In these terms, “you” refers to the parent, carer or referring professional entering into an arrangement with us. “Young person” refers to the individual receiving mentoring. “Programme” refers to any one-to-one mentoring, small group mentoring, school partnership or outdoor activity session we deliver. “Session” refers to an individual meeting or activity within a programme.

Our Services

Vector Wild provides outdoor-led mentoring and wellbeing support tailored to the individual needs of each young person. Our services include one-to-one mentoring, small group mentoring, school partnerships and related outdoor activities. All programmes are designed collaboratively following an initial parent conversation and, where appropriate, consultation with the young person and referring professionals.

Bookings and Enquiries

All enquiries begin with a free, no-obligation parent conversation. This allows us to understand your young person's needs and determine whether Vector Wild is the right fit. Following this conversation, we will propose a programme outline. A booking is confirmed only when we have received your written acceptance of the proposed programme and any applicable deposit or first session payment.

Programme Arrangements

Programme details — including session frequency, duration, location and activities — will be agreed in writing before mentoring begins. We will make every reasonable effort to deliver sessions as agreed. Occasionally, weather conditions, site availability or safeguarding considerations may require us to adjust the location or activity of a session. Where this occurs, we will give as much notice as possible and offer a suitable alternative.

Fees and Payment

Fees are agreed individually based on the programme outlined for your young person. Unless otherwise stated in writing, invoices are issued in advance and are due within seven days. Payment can be made by bank transfer to the account details shown on your invoice. For school and agency bookings, alternative payment terms may be agreed in writing. We reserve the right to suspend sessions where invoices remain outstanding beyond their agreed terms.

Cancellation and Refunds

If you need to cancel a session, please give at least 24 hours' notice. Sessions cancelled with less than 24 hours' notice will be charged at the full rate, except in cases of genuine illness or emergency. If we need to cancel a session, we will offer an alternative date or a credit toward a future session. If you wish to terminate a programme entirely, any fees paid for sessions not yet delivered will be refunded, less any reasonable costs already incurred. Deposits, where applicable, are non-refundable.

Responsibilities of Parents and Carers

You are responsible for providing accurate and complete information about your young person, including any medical conditions, additional needs, behavioural considerations or safeguarding matters of which we should be aware. You are responsible for ensuring appropriate transport to and from session locations, unless otherwise agreed. We ask that you keep us informed of any changes in circumstances that may affect your young person's wellbeing or participation.

Health and Medical Information

Before mentoring begins, you must inform us of any medical conditions, allergies, medications or other health-related matters that may affect your young person's participation in outdoor activities. We will use this information to plan sessions safely. In the event of a medical emergency during a session, we will take appropriate action, which may include contacting emergency services and notifying you immediately.

Outdoor Activity Risks

Our programmes take place in natural environments, including woodlands, hills, waterways and open countryside. While we take all reasonable steps to manage risk through thorough planning, qualified leadership and appropriate equipment, outdoor activities inherently carry some element of risk. By participating in our programmes, you acknowledge and accept these inherent risks. All activities are risk-assessed and led by appropriately qualified staff.

Safeguarding

The welfare of every young person is our paramount concern. Our safeguarding practices are set out in our Safeguarding Policy, which is available on our website. We may share information with relevant authorities where we believe a young person is at risk of harm, in accordance with our statutory duties. Parents and carers are expected to work cooperatively with us on all safeguarding matters.

Photography and Media

We will only take photographs or media featuring your young person with your explicit written consent. Images are used solely for the purposes agreed and are stored securely. You may withdraw consent at any time, in writing, and we will cease using new images of your young person going forward.

Data Protection

We handle personal information in accordance with our Privacy Policy and current UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how we collect, use and protect your information are set out in our Privacy Policy.

Complaints

We take all concerns seriously and are committed to resolving them promptly and fairly. If you have a complaint, please contact us in the first instance at hello@vectorwild.co.uk. We will acknowledge your complaint within three working days and aim to provide a full response within fourteen working days. If you remain dissatisfied, you may refer the matter to an appropriate external body.

Limitation of Liability

Nothing in these terms limits our liability for death or personal injury caused by our negligence, or for any other liability that cannot be excluded under applicable law. Subject to this, our total liability arising from or connected with our services shall not exceed the total fees paid by you for the programme during which the issue arose. We are not liable for indirect or consequential losses.

Changes to These Terms

We may update these terms from time to time to reflect changes in our practice or legal requirements. The current version will always be available on our website with the date of last update. Continued use of our services after changes take effect constitutes acceptance of the revised terms.

Governing Law

These terms are governed by the laws of England and Wales. Any dispute arising from or connected with these terms or our services shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact

If you have any questions about these Terms and Conditions, please contact us at hello@vectorwild.co.uk. We are always happy to talk through any aspect of our approach before you commit to anything.

Questions about our terms?

We're always happy to talk through any aspect of our approach before you commit to anything. No pressure, no jargon.