Booking and Cancellation policy

Booking and Cancellation Policy

Introduction

These Terms and Conditions apply to any bookings made with Stable Routes CIC and Stable Routes Ltd.

In these terms “Stable Routes” “us” “our” or “we” will mean Stable Routes CIC and Stable Routes Ltd. “Customer” “you” or “your” will mean the person making the booking, whether this is for them or another person.

Stable Routes and the Customer acknowledge that these Terms and Conditions have been given due consideration and that they are considered reasonable and fair to both parties.

Stable Routes reserves the right to revise these Terms and Conditions from time to time.

Booking

Bookings can be made online via our via social media pages or calling Izzy on 07825202017. If no slots are available at the time of booking, we will contact you to ask if you would like to be placed on the waiting list.

Regular weekly or monthly bookings can be made where slots are available. Schools may make block bookings where this can be accommodated.

Any booking placed with us shall not be confirmed until this has been acknowledged by us and payment has been received, at which time this will constitute a contract between us.

To acknowledge your booking, we will send confirmation details to the email address provided to us. We will also use this email address to contact you about the waiting list if this is applicable. It is your responsibility to ensure that we have the correct email address.

Payment/Fees – General

The amount you pay to us is the fee described at the point of booking unless we have otherwise agreed this with you.

We will issue invoices to you for the amount due. Where this is a regular or repeated booking, the invoice will be issued at the same time each month. Where this is a booking that will be paid for from a personal budget we will issue invoices on the day.

Our payment terms are no more than 7 days from date of invoice, although we do accept payment on the day of the booking where this is within the 7 days period.

We accept payment by:

• BACS Transfer

• Cash

• Payment on the day via agreed methods.

All payments to Stable Routes will be made without any set off, deduction, withholding or counterclaim.

Payment/Fees – Schools

Where schools are making block bookings, our payment terms are 100% of the total booking fee for each half-term period, payable in advance. The balance of the agreed amount will be invoiced on the day of term or on an agreed date.

The payment terms are no more than 7 days from date of invoice.

We accept payment from Schools by:

• BACS Transfer

All payments to Stable Routes will be made without any set off, deduction, withholding or counterclaim.

Late payment / Unpaid invoice – All

Unfortunately, if we issue an invoice and it is paid late, we reserve the right to charge late payment interest on any outstanding invoice at the rate of 5% above the banking base rate and we will charge a late payment administration fee of £25.00.

Where an invoice remains unpaid, we will take necessary actions permitted to recover unpaid invoice debts.

Cancellations – General

If a Customer wishes to cancel a booking, the refunds available will vary depending upon the notice given.

Notice given by Customer prior to booking date	Applicable fee / options
More than 15 days	Customers will be asked to re-book. A full refund will be provided subject to Refund Criteria described below.
Between 14 days and 5 days	Customers can request to re-book the session at no additional cost and Stable Routes will make best efforts to accommodate. A full refund will be provided subject to Refund Criteria described below.
Between 4 days and 49 hours	Customers can request to re-book the session at no additional cost and Stable Routes will make best efforts to accommodate. An administration fee of £10 is charged for cancellations within this period.
Between 48 hours and 24 hours	A 50% charge of the total invoice amount is payable. A 50% refund may be given of any pre-payment subject to subject to Refund Criteria described below.
Less than 24 hours	The full invoice amount is payable. No refund is given of any pre-payment.

Refund Criteria: Where a Customer has cancelled any previous bookings within the preceding month, any refund is at the discretion of Stable Routes.

Cancellations – Schools

If a Customer is a school and wishes to cancel a booking, the refunds available will vary depending upon the notice given.

Notice given by School prior to booking date	Applicable fee / options
More than 15 days	Customers will be asked to re-book, liaising with Stable Routes staff. A full refund will be provided subject to Refund Criteria described below.
Between 14 days and 8 days	Customers can request to re-book the session at no additional cost and Stable Routes will make best efforts to accommodate, or a substitute student can be named subject to the Substitution Criteria below. A full refund will be provided subject to Refund Criteria described below.
Between 7 days and 49 hours	Customers can request to re-book the session at no additional cost and Stable Routes will make best efforts to accommodate, or a substitute student can be named subject to the Substitution Criteria below. An administration fee of £10 may be incurred for cancellations within this period.
Between 48 hours and 24 hours	A 50% charge of the balance of the invoice amount for the missed booking is payable. Any additional refund offered will be subject to Refund Criteria described below.
Less than 24 hours	The full invoice amount is payable for the missed booking. No refund is given of any pre-payment made.

Refund Criteria: Where a Customer has cancelled any previous bookings within the preceding month, any refund is at the discretion of Stable Routes.

Substitution Criteria: A school may substitute another student for the session booked where relevant and necessary information for the substituted student is already held or can be provided with agreed notice.

Covid-19 exemptions: Customers who are isolating or testing for Covid-19 will not be charged for cancellations.

Weather exemptions: Customers cancelling due to transport disruptions from extreme weather will not be charged for cancellations.

Alterations or Cancellations by Stable Routes

It may be necessary to change the booking or the date where circumstances are beyond our control (e.g. extreme weather in winter months). In the unlikely event that this occurs and Stable Routes have to cancel a booking, a full refund will be provided unless the Customer wishes to transfer, free of charge, to another date.

Liability limits

The liability of Stable Routes will be limited to the amount of the fee actually paid by the Customer. Stable Routes will not be liable for any additional expenses incurred by the Customer.

We use reasonable skills, care, and due diligence to provide the session and service to you. All staff members are DBS-checked, first-aid trained, and possess the relevant skills, qualifications, and knowledge necessary to safely and effectively provide the service. Where we use volunteers to assist us, we will remain responsible for their actions during the session. All volunteers will have the requisite expertise and be subject to appropriate checks, training, and confidentiality requirements.

For schools sending children, it is the school’s responsibility to obtain parental consent prior to participation. A member of the school staff must supervise the child at all times during the session. The school is also responsible for completing any relevant risk assessments and fulfilling any other necessary requirements they deem appropriate.

All learners must complete a rider registration form before participating. For learners under the age of 18, this must include parental consent.

Governing Law

These Terms and Conditions are subject to and governed by the laws of England and Wales, under the jurisdiction of the English Courts.

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