Boundless – Artful Wellbeing CIC
Booking Terms and Conditions for Workshops, Sessions and Courses
The Terms and Conditions below apply to all Boundless – Artful Wellbeing CIC workshops, sessions, courses, and events. These terms are designed to ensure the wellbeing, safety, and clarity for all participants and those supporting them. We reserve the right to modify, cancel, or update these Terms and Conditions at any time. If changes are made, we will ensure the most up-to-date version is available on our website. By booking or renewing a place with Boundless, you are agreeing to the most current version of these Terms and Conditions.
1. Application Process
1.1 Our activities are open to adults with learning disabilities aged 18 or over. Application forms can be completed by the participant themselves or, where appropriate, by a parent, guardian, support worker, or social worker on their behalf. Forms can be downloaded via the Take Part page on our website and should be returned to info@artfulwellbeing.co.uk.
1.2 Once we receive your application, we will send a confirmation email. We may also follow up with a phone call to discuss support needs in more detail.
1.3 All participants must complete and return the application form before booking via the Events page on our website. This includes emergency contact details, medical information, and any access or support needs. A place cannot be confirmed until the application process is complete and approved.
1.4 If you book onto a workshop, session, or course without completing the application form first, we reserve the right to refuse entry. In this case, no refund will be issued.
2. Support Needs & Supervision
2.1 Boundless – Artful Wellbeing CIC staff, volunteers, or freelance facilitators are not insured to provide personal care, administer medication, or assist with
mobility aids such as wheelchairs.
2.2 If a participant normally requires support to access activities in the community, they must be accompanied by a parent, guardian, or support worker
unless a different arrangement has been agreed with us in advance.
2.3 We reserve the right to refuse entry to any session if a participant arrives without required support and it is deemed unsafe for them to stay. No refund will
be given in such cases.
2.4 Parents, guardians, or support workers attending sessions are there to support the AWLD participant only. They are not permitted to take part in the activities themselves unless specifically invited by the facilitator. This helps us keep the focus on participants and ensures resources are used as intended.
3. Booking & Payment
3.1 Once an application is approved, places can be booked in advance online.
3.2 Full payment is required at the time of booking unless otherwise agreed.
3.3 Fees must still be paid if a participant is absent due to short-term illness or holiday, unless a replacement can be found from our waiting list.
3.4 We accept payment via online card payment.
4. Cancellations & Refunds
4.1 If we cancel a session (e.g. due to staff illness, venue issues, or weather), we will offer a rescheduled session or full refund for that session.
4.2 If you need to cancel, please notify us as soon as possible. Refunds are offered on the following basis:
- More than 7 days’ notice: Full refund
- 3–7 days’ notice: 50% refund
- Less than 48 hours’ notice: No refund
4.3 If we are able to fill your place from a waiting list, you will receive a full refund minus a £10 admin fee, regardless of notice period.
4.4 Missed sessions without notice are not eligible for a refund.
4.5 Cooling-off Period (Consumer Contracts Regulations 2013): Boundless sessions are considered “leisure activities for specific dates,” so the 14-day cooling-off period does not apply to bookings made online or at a distance. You do not have a legal right to change your mind and receive a refund under this regulation.
5. Conduct, Behaviour, and Inclusion
5.1 Boundless – Artful Wellbeing CIC is committed to creating a safe, respectful, and inclusive environment. We celebrate diversity and have a zero-tolerance
policy for abuse, discrimination, or harassment, including (but not limited to) racism, homophobia, transphobia, ableism, sexism, and ageism.
5.2 Any participant, visitor, or representative engaging in harmful behaviour may be asked to leave immediately and may be excluded from future activities. No refund will be issued in such cases.
5.3 Disruptive, aggressive, or unsafe behaviour may result in removal from a session or course.
5.4 We reserve the right to refuse future bookings if a participant’s behaviour poses a risk to themselves or others.
5.5 Our decisions regarding exclusion are final. However, we will aim to discuss issues openly and respectfully.
5.6 If a participant or their support has any cold, flu, or sickness symptoms (no matter how mild), they should not attend a Boundless session to avoid passing on viruses to others.
6. Health, Safety & Wellbeing
6.1 All relevant medical conditions, allergies, and access needs must be disclosed before attending.
6.2 Boundless is a nut-free environment. Please do not bring snacks containing nuts.
6.3 Participants must wear appropriate clothing for creative or movement activities. Some sessions may take place outdoors or involve materials that can stain. We do not accept responsibility for damage to clothing or property before, during, or after sessions.
6.4 We recommend not bringing valuable items. We cannot accept responsibility for personal belongings.
7. Inclement Weather & Public Health Disruptions
7.1 If a session is cancelled due to extreme weather, public health guidance, or similar external factors, we will offer an alternative session if possible.
7.2 If no alternative is available, a refund will be issued for that session.
8. Data Protection
8.1 All personal data is stored securely in line with UK GDPR.
8.2 We use your information only to manage bookings, support needs, and communicate updates about Boundless. We do not share your data with third parties without your consent unless required by law.
8.3 If a safeguarding concern arises, we may share relevant information with appropriate authorities in accordance with our Safeguarding Policy (available on
request or on our website).
8.4 You may request that your data be removed from our records at any time unless we are legally required to retain it.
9. Contact & Communication
9.1 It is your responsibility to notify us of any changes to your contact details.
9.2 To inform us of absences, support needs, or ask questions, please email: info@artfulwellbeing.co.uk
10. Accessibility & Suitability
10.1 We aim to offer inclusive sessions suitable for a wide range of abilities.
10.2 However, not every workshop may be appropriate for every individual. We will advise you during the application process and do our best to ensure the best fit for each participant.
11. Intellectual Property, Photography & Use of Artwork
11.1 Participants retain full rights to their own artwork created during Boundless sessions.
11.2 We may take photographs of participant artwork for use in promotional materials, funding reports, social media, or our website.
11.3 If a participant, does not wish for artwork to be used in this way, they must inform us in writing. We will respect this request.
11.4 If a participant lacks capacity to give informed consent, consent for the use of artwork will be sought from their parent or guardian.
11.5 Photography or filming involving individuals is covered by our Safeguarding Policy, which outlines how we obtain and manage consent. This policy is available via our website or on request.
