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.
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 subsequently filled up to capacity
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.
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.