This policy determines in what circumstances you are entitled to a refund when cancelling your booking on Bookwhen.
Booking Fee
A booking fee is taken by our payment gateway as a proportion of the payment made. The booking fee is calculated as 20p + 1.5% of the payment amount which is the rate set by the payment gateway. The booking fee is non-refundable by our payment gateway so it is also non-refundable by us.
Event Cancellation
If any event has had to be cancelled by the club then all attendees shall be given a full refund minus the booking fee. Any attendees who booked equipment hire for the cancelled event will also receive for that a full refund minus the booking fee.
Club Membership
A member can withdraw their membership within one week of taking it out and receive a full refund minus the booking fee provided that they have not booked on to any entries on Bookwhen requiring membership since taking it out.
Pool Sessions
Given that booking for a pool session is only available one week in advance then it shall be non-refundable whenever it is cancelled by the booker.
Courses/Weekenders/External River Trips
A member can withdraw from a course, weekender or external river trip and receive a full refund minus the booking fee if one of the following applies:
• Cancellation is made at least one calendar month before the start date of the event
• Cancellation is made with less notice but the event is filled up enough such that costs are covered either immediately or subsequently. Note that events are sometimes costed for less than the full capacity if the full capacity may be difficult to achieve.
Should a member be deemed by the club or the course/trip provider to not be of a suitable ability level for a course, weekender or external river trip they have booked then they shall be given a full refund minus the booking fee.
Boat Storage
A member can withdraw their take up of boat storage within one week of taking it out and receive a full refund minus the booking fee provided that they have not yet put their boat into the shed for storage. As per the boat storage policy, a member can cancel their boat storage agreement at any point throughout the year and receive a pro rata refund for any full months remaining.
Daily Equipment Hire
A member can cancel their daily equipment hire given a week's notice to the date of hire and receive a full refund minus the booking fee.
Annual Equipment Hire
A member can cancel their annual equipment hire within one week of taking it out and receive a full refund minus the booking fee provided that they have not yet made use of it.
Equipment Hire For Pond Sessions
Given that booking of equipment hire for a pond session is only available one week in advance then it shall be non-refundable whenever it is cancelled by the booker.
Clothing
A member can cancel their clothing order and receive a full refund minus the booking fee if this is completed before noon on the date of the entry. As items are ordered and embroidered/printed to request, we are unfortunately unable to refund any items once this is in process.
Exceptions
The committee will always consider exceptional circumstances such as bereavement when refunds are requested and in such cases may offer a full refund minus the booking fee or a partial refund even if the notice given is shorter than the required notice periods stated in this policy.
Requests
To request a refund after cancelling your booking on Bookwhen, send an email to info@edinburghkayak.com and we will get back to you with our decision.
Effective: 7th March 2024, Review: 7th March 2025
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