Policys

These Website Terms of Use and General Booking Terms & Conditions apply to all users of the website operated by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and strategic oversight.
Use of this website, and/or making a booking through it, constitutes acceptance of these terms.

General Booking Terms & Conditions

1. Agreement to Terms

By making a booking with PTP Organisation Ltd (trading as PTP.org.uk), you agree to be bound by these Terms & Conditions.
Failure to adhere to these terms may result in cancellation, refusal of service, or removal from activities without refund.

2. Age Requirements

Participants must meet the minimum age requirements stated for the specific activity.
Where activities are restricted to adults, participants must be 18 years or older to book and participate independently.
Participants under 18 must be supervised by a responsible adult and may only take part where explicitly permitted by the activity rules.

3. Payment and Confirmation

Bookings are only confirmed once full payment has been received, unless otherwise stated.
All payments must be made prior to the start of the activity or hire.
PTP Organisation Ltd reserves the right to cancel any booking for which payment has not been received.

4. Cancellation and Refunds

Cancellations by the customer must be made at least 48 hours before the scheduled start time to be eligible for a refund or reschedule.
Cancellations made within 48 hours of the booking start time are non-refundable.
PTP Organisation Ltd reserves the right to cancel bookings due to unforeseen circumstances, including (but not limited to) safety or weather conditions. In such cases, a refund or reschedule will be offered.

5. Weather Conditions

Activities operate in a wide range of weather conditions.
PTP Organisation Ltd is not liable for cancellations due to adverse weather unless conditions are deemed unsafe.
Where we cancel due to weather or safety concerns, a rebooking or alternative arrangement will be offered.

6. Late Arrivals

If you arrive late without prior notice, PTP Organisation Ltd reserves the right to refuse entry to the session.
In such cases, the booking may be cancelled and the space or equipment offered to another participant.
No refund will be issued for late arrival refusals made on safety or operational grounds.

7. Equipment Use

All equipment provided remains the property of PTP Organisation Ltd or its appointed partners.
Equipment must be returned in the condition it was issued.
You are responsible for any loss, damage, or theft during the hire or activity period.
Charges may apply for repair or replacement where equipment is damaged or not returned.

8. Personal Responsibility & Assumption of Risk

All participants must follow safety instructions provided by PTP staff at all times.
You acknowledge that outdoor and watersports activities carry inherent risks.
Participation is at your own risk, except where liability cannot be excluded by law.
PTP Organisation Ltd is not liable for injuries or incidents arising from failure to follow instructions or from accepted inherent risks.

9. Health and Fitness

Participants are responsible for ensuring they are medically and physically fit to take part.
Any medical condition, injury, or factor that may affect safe participation must be disclosed prior to the activity.
Failure to disclose relevant information may result in refusal of participation without refund.

10. Eligibility & Entry Requirements

The person making the booking is responsible for ensuring all participants meet the stated entry requirements, including:
- age limits,
- swimming ability,
- fitness level,
- prerequisite qualifications or inductions.
No refunds, reschedules, or credits will be issued where a participant is found to be ineligible on the day.
PTP Organisation Ltd reserves the right to refuse participation where safety criteria are not met.

11. Changes to Terms

PTP Organisation Ltd reserves the right to amend these Terms & Conditions at any time.
The most recent version published on PTP.org.uk will apply to all bookings.

Acceptance

By proceeding with a booking, you confirm that you have read, understood, and agree to these Terms & Conditions.

Cancellation & Rescheduling Policy

PTP Organisation Ltd (trading as PTP.org.uk)

By booking any service offered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”), you agree to the following cancellation and rescheduling terms.

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems. Your booking contract is with PTP Organisation Ltd.

If You Wish to Cancel or Reschedule Your Session

Rescheduling Options

Sessions may be rescheduled via the online members’ area (where available) or by contacting us by email.
During busy periods, processing times may be longer.

Up to 48 Hours Before Session Start

Cancellations or reschedule requests made at least 48 hours before the scheduled start time are eligible for:
- a refund, or
- a reschedule to a session of equal value.
Requests must be made via the booking system or by email.

Self-Managed Rescheduling (Up to 24 Hours Before Session Start)

Where enabled, sessions may be rescheduled via the online members’ area up to 24 hours before the start time without penalty.
Refunds for cancellations must still comply with the 48-hour notice rule.

Less Than 48 Hours Before Session Start

Cancellations or reschedule requests made within 48 hours of the session start time are non-refundable.
A credit for future bookings may be issued only in extenuating circumstances, at the discretion of PTP Organisation Ltd management.

Within 24 Hours of Session Start

No refunds are issued.
In exceptional circumstances, a discretionary credit may be offered.
For illness-related requests (including COVID-19), supporting evidence may be required.

Incorrect Bookings

If a session is booked incorrectly (including booking against published site rules or eligibility requirements), no refund will be issued.
At our discretion, an alternative session may be offered, subject to availability.
Changes will not be accommodated during peak periods.

Group Session Cancellations

For group bookings (including private lessons, uniformed groups, schools, and birthday parties):

Cancellations or reschedule requests must be made at least 7 days before the booking date.
Changes to dates, times, activities, or participant numbers are subject to management approval.
Deposits and minimum numbers may be non-refundable, as set out in the relevant group booking terms.

Weather Conditions

Activities operate year-round.
No refunds or credits are issued for adverse weather unless PTP Organisation Ltd closes the site or session for safety reasons.
Where we close a session due to safety concerns, a credit or rebooking will be offered.

If We Need to Cancel or Reschedule Your Session

Cancellations by PTP Organisation Ltd

If we cancel a session for any reason, we will provide as much notice as possible.

Partial Session Cancellations

If part of a session is cancelled (e.g. sudden weather-related closure), a credit for a full future session will be offered.
Refunds are only issued in exceptional circumstances and at our discretion.

Full Session Cancellations

If an entire session is cancelled by us, you will be offered:
- a credit for a future session, or
- a refund upon request.

Additional Costs

PTP Organisation Ltd is not liable for any additional costs incurred by you, including (but not limited to) travel, parking, accommodation, or food.

Winter Subscriptions & Pre-Paid Sessions

Monthly Subscriptions

If we are unable to operate for more than 7 consecutive days during a paid monthly period, refunds or credits may be issued as follows:

1 week closure: 25% of the monthly subscription
2 weeks closure: 50%
3 weeks closure: 75%
4 weeks closure: 100%

Credits or refunds are processed upon request only.

Pre-Paid Sessions

Pre-paid sessions may be credited or refunded where the site is unavailable:

If the site is unavailable for 10 weeks (not necessarily consecutive) between purchase and 31 March, or
Based on the number of weeks the site was unavailable relative to unused sessions.

Examples:

10 sessions purchased, 6 used, site open only 8 weeks → 20% credit or refund
6 sessions purchased, 4 used, site open only 3 weeks → 50% credit or refund

Acceptance

By completing a booking, you confirm that you have read, understood, and agree to this Cancellation & Rescheduling Policy.

Late Arrival & No-Show Policy

TP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all bookings made with PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems.
All booking contracts are with PTP Organisation Ltd.

Late Arrival

Participants must arrive on time and ready for their scheduled session.
Session start times are fixed and are planned around safety briefings, staffing ratios, and water access controls.

If You Arrive Late

If you arrive late without prior notice, PTP reserves the right to refuse entry to the session.
Late arrivals may not be admitted where doing so would:
- compromise safety,
- disrupt the session flow,
- affect staff ratios or supervision,
- disadvantage other participants.

Refunds & Credits

Late arrivals are not eligible for a refund.
Reschedules or credits may be offered only at management discretion and only where operationally feasible.
No extensions or additional time will be added to sessions for late arrival.

No-Show Policy

A no-show is defined as:

failure to attend a booked session, or
arrival so late that participation is no longer possible.

No-Show Consequences

No-shows are non-refundable.
No automatic credit or reschedule will be issued.
Repeated no-shows may result in:
- restriction of future bookings,
- loss of membership privileges,
- requirement for advance or non-refundable payments.

Exceptional Circumstances

In rare and exceptional cases (e.g. serious illness or emergency), a discretionary credit may be offered.
Supporting evidence may be requested.
All decisions are made at the sole discretion of PTP Organisation Ltd.

Group, Course & Event Bookings

Late arrival or non-attendance by individuals within a group booking does not entitle the group to a refund or reschedule.
Course and event attendance requirements are governed by the specific course or event terms in addition to this policy.

Safety Priority

PTP operates a safety-first model.
Where a late arrival would compromise safety, staff authority is final and refusal of entry will be enforced.

Acceptance

By making a booking, you confirm that you have read, understood, and agree to this Late Arrival & No-Show Policy.

Eligibility & Entry Requirements (Age, Ability & Prerequisites)

Eligibility & Entry Requirements

(Age, Ability & Prerequisites)
PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all activities, sessions, courses, events, and hires delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems.
All participation contracts are with PTP Organisation Ltd.

1. General Principle

Participation in PTP activities is conditional upon meeting the minimum eligibility, ability, and prerequisite requirements for the specific activity booked.

These requirements exist to:

protect participant safety,
maintain safe staffing and supervision ratios,
comply with insurance and governing-body standards.

2. Responsibility of the Booker

The person making the booking is responsible for ensuring that all participants:

meet the stated age limits,
meet the required swimming or paddling ability,
have completed any prerequisite inductions or qualifications,
are physically and medically fit to participate.

Failure to check or meet eligibility requirements does not entitle the participant to a refund, credit, or reschedule.

3. Age Requirements

Minimum and maximum age limits are stated on each activity listing.
Participants under 18 may only take part where explicitly permitted and must comply with:
- supervision requirements,
- safeguarding procedures,
- consent requirements.
PTP reserves the right to request proof of age where appropriate.

4. Ability & Competence Requirements

Participants must meet the minimum ability level stated for the activity, which may include:

swimming distance and confidence requirements,
water confidence and self-rescue capability,
paddling competence and balance,
physical stamina appropriate to the session length.

Where required, competency checks may be carried out before or during a session.

5. Prerequisite Inductions & Qualifications

Some activities require prior completion of:

safety inductions (e.g. Cold Water Swimming Induction),
site inductions,
prerequisite courses or qualifications.

Participants who have not completed the required prerequisites will not be permitted to take part, and no refund will be issued.

6. Health, Fitness & Medical Disclosure

Participants must ensure they are fit and well enough to participate.
Any medical condition, injury, disability, or other factor that may affect safe participation must be disclosed at the time of booking.
Failure to disclose relevant information may result in refusal of participation without refund.

Reasonable adjustments will be considered where possible, but safety requirements cannot be waived.

7. On-the-Day Assessment & Refusal

PTP staff have full authority to:

assess eligibility and ability on the day,
refuse entry or participation where safety criteria are not met,
remove participants from activities if risks arise.

Staff decisions are final and are made in the interest of safety.

8. Refunds & Rescheduling

No refunds, credits, or reschedules will be issued where a participant is unable to take part due to failure to meet eligibility or entry requirements.
This applies even where the booking was made in error.

9. Group, Course & Event Bookings

Eligibility requirements apply to every individual within a group booking.
Ineligible participants do not entitle the group to a refund or reschedule.
Courses and events may have additional eligibility criteria set by awarding or governing bodies.

10. Acceptance

By making a booking, you confirm that you have read, understood, and agree to comply with this Eligibility & Entry Requirements Policy.

Participant Responsibilities & Assumption of Risk

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all participants taking part in activities, sessions, courses, events, or hires delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All participation contracts are with PTP Organisation Ltd.

1. Inherent Risk Acknowledgement

Participants acknowledge that outdoor, water-based, and adventure activities involve inherent risks, including (but not limited to):

cold water exposure and immersion response,
slips, trips, and falls,
fatigue or over-exertion,
changing weather and water conditions,
contact with equipment, other participants, or natural features.

These risks cannot be entirely eliminated and form an accepted part of participation.

2. Personal Responsibility

By taking part in a PTP activity, participants agree to:

take reasonable care for their own safety and wellbeing,
act responsibly and within their own ability limits,
follow all safety briefings, signage, and instructions issued by staff,
use equipment correctly and as instructed,
behave in a manner that does not endanger themselves or others.

3. Compliance With Instructions

Instructions given by PTP staff, lifeguards, instructors, or safety personnel must be followed at all times.
Failure to comply may result in:
- immediate removal from the activity,
- refusal of entry to future sessions,
- cancellation of bookings without refund.

4. Health, Fitness & Capability

Participants confirm that:

they are medically and physically fit to participate,
they understand the physical demands of the activity,
they will stop immediately and alert staff if they feel unwell, distressed, or unsafe.

PTP reserves the right to remove participants where continuing would present an unacceptable risk.

5. Equipment Use & Care

Participants must use all equipment as instructed and only for its intended purpose.
Personal equipment brought onto site must be suitable and in safe condition.
Damage caused by misuse or negligence may result in charges or exclusion from activities.

6. Environmental Awareness

Participants must:

respect the natural environment and wildlife,
follow site-specific environmental rules,
avoid actions that may cause pollution or damage to habitats.

7. Assumption of Risk

To the fullest extent permitted by law, participants accept that:

participation is at their own risk,
PTP Organisation Ltd cannot eliminate all hazards inherent in outdoor and water-based activities,
injuries or incidents may occur despite reasonable care and safety measures.

Nothing in this policy limits or excludes liability for:

death or personal injury caused by negligence,
fraud or fraudulent misrepresentation,
any liability that cannot be excluded under law.

8. Liability Limitation

PTP Organisation Ltd is not liable for:

injuries arising from failure to follow instructions,
injuries arising from undisclosed medical conditions,
loss or damage to personal belongings,
actions taken by participants outside staff instruction or site rules.

9. Removal From Activity

PTP staff have authority to:

stop an activity,
remove participants,
refuse continued participation,

where behaviour, ability, or condition presents a risk.
No refunds will be issued in these circumstances.

10. Acceptance

By making a booking and participating in activities, you confirm that you have read, understood, and agree to this Participant Responsibilities & Assumption of Risk Policy.

Health, Fitness & Medical Disclosure (Participant Declaration)

Health, Fitness & Medical Disclosure

(Participant Declaration)
PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all participants taking part in activities, sessions, courses, events, or equipment hire delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All participation contracts are with PTP Organisation Ltd.

1. Participant Declaration

By making a booking and/or taking part in a PTP activity, you confirm that:

you are in good physical and mental health and fit to participate,
you understand the physical demands and environmental conditions of the activity,
you accept responsibility for assessing your own capability to take part safely.

2. Medical Disclosure Requirement

Participants must disclose, at the time of booking or prior to participation, any condition that may affect safe participation, including (but not limited to):

heart or respiratory conditions,
epilepsy, seizures, or fainting conditions,
diabetes or blood sugar conditions,
asthma or severe allergies,
musculoskeletal injuries or joint conditions,
cold-related conditions (e.g. Raynaud’s),
pregnancy,
mental health conditions that may affect safety,
recent illness, injury, or surgery.

This information is used solely for safety and safeguarding purposes.

3. Fitness to Participate

Participants confirm that they:

are able to meet the physical and technical demands of the activity,
are confident in the environment in which the activity takes place,
will not participate under the influence of alcohol, drugs, or medication that may impair judgement or physical ability.

4. Duty to Update

Participants must immediately inform PTP staff of any change in health, fitness, or medical status that occurs:

after booking but before the activity, or
during the activity itself.

Failure to update relevant information may result in refusal of participation without refund.

5. Reasonable Adjustments

PTP will consider reasonable adjustments where possible to support participation.
Adjustments cannot override safety requirements, supervision ratios, or insurance conditions.
Some conditions may require medical clearance before participation.

6. On-the-Day Assessment

PTP staff reserve the right to:

ask clarifying questions about health or fitness,
refuse participation where safety concerns exist,
remove participants from activities if health concerns arise during a session.

Staff decisions are final and made in the interest of safety.

7. Emergency Response

In the event of a medical incident:

first aid or emergency assistance will be provided as appropriate,
emergency services may be contacted where required,
disclosed medical information may be shared with emergency responders where necessary to protect life or safety.

8. Data Protection

Medical and health information is treated as special category data under UK GDPR.
Data is collected, stored, and processed in accordance with PTP’s Privacy Policy and Data Protection Notice.
Access is restricted to authorised staff only and retained only as long as necessary.

9. Liability

PTP Organisation Ltd is not liable for incidents arising from:

failure to disclose relevant medical information,
participation against medical advice,
participation beyond stated ability or fitness levels.

Nothing in this policy limits or excludes liability that cannot be excluded by law.

10. Acceptance

By booking and participating, you confirm that the information you have provided is accurate and complete, and that you agree to this Health, Fitness & Medical Disclosure Policy.

Equipment Hire Terms (General)

PTP Organisation Ltd (trading as PTP.org.uk)

These Equipment Hire Terms apply to all equipment hired from PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”), whether hired independently or as part of an activity, course, or event.

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems.
All hire contracts are with PTP Organisation Ltd.

1. Responsibility for Equipment

All hired equipment remains the property of PTP Organisation Ltd or its appointed partners.
Responsibility for the equipment passes to the hirer at the point of issue and remains with the hirer until it is returned and checked by PTP staff.

2. Condition & Inspection

Hirers are responsible for checking equipment for obvious damage or faults before use.
Any issues must be reported to staff before leaving the hire area or commencing the activity.
Equipment accepted without report is deemed to be in good condition.

3. Use of Equipment

Equipment must be used only for its intended purpose and in accordance with staff instructions.
Hirers must not:
- modify or adjust equipment,
- use equipment beyond stated limits,
- allow unauthorised users to use the equipment.
All safety equipment provided (e.g. buoyancy aids, helmets) must be worn as instructed.

4. Eligibility & Supervision

Minimum age, ability, and supervision requirements apply to all hires.
Hirers are responsible for ensuring all users meet eligibility requirements.
Equipment must not be used by anyone under the influence of alcohol or drugs.

5. Care, Loss & Damage

Hirers are responsible for any loss, theft, or damage occurring during the hire period.
Charges may apply for:
- repair,
- replacement,
- excessive cleaning,
- late return.
Costs will be charged at repair or replacement value, whichever is lower.

6. Hire Period & Late Return

Equipment must be returned by the agreed time.
Late returns may result in:
- additional hire charges,
- loss of future hire privileges.
Failure to return equipment may be treated as loss.

7. Weather & Conditions

Equipment may only be used when conditions are deemed safe by PTP staff.
PTP reserves the right to:
- restrict use,
- recall equipment,
- cancel hire,
  where conditions deteriorate.
No refunds are issued for adverse weather unless PTP closes operations for safety reasons.

8. Liability & Risk

Hirers acknowledge that watersports and outdoor activities involve inherent risks.
Equipment is hired for use at the hirer’s own risk, subject to statutory rights.
PTP Organisation Ltd is not liable for:
- misuse of equipment,
- failure to follow instructions,
- damage to personal property.

Nothing in these terms excludes liability for death or personal injury caused by negligence or any liability that cannot be excluded by law.

9. Refusal or Termination of Hire

PTP reserves the right to refuse or terminate hire where:

safety rules are breached,
eligibility requirements are not met,
behaviour places people or equipment at risk.

No refund will be issued where hire is terminated for these reasons.

10. Acceptance

By hiring equipment, you confirm that you have read, understood, and agree to these Equipment Hire Terms.

Group, School & Birthday Bookings Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all group bookings delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”), including (but not limited to) school groups, uniformed organisations, youth groups, private groups, and birthday parties.

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All booking contracts are with PTP Organisation Ltd.

1. Scope of Group Bookings

Group bookings may include:

school and educational visits,
uniformed or youth organisations,
private group sessions,
birthday parties,
corporate or community group activities.

Group activities may involve swimming, paddlesports, land-based sessions, or a combination of activities.

2. Booking Process

All group bookings must be made in advance and are subject to availability.
A designated Group Leader must be identified at the time of booking.
The Group Leader acts as the primary point of contact and is responsible for:
- providing accurate participant information,
- distributing safety information to participants,
- ensuring compliance with this policy and site rules.

3. Deposits & Payment

A non-refundable deposit (normally 25% of the total booking value) is required to secure the booking.
For bookings made within 14 days of the activity date, full payment is required at the time of booking.
The remaining balance must be paid no later than 14 days before the booking date, unless otherwise agreed in writing.
Failure to meet payment deadlines may result in cancellation of the booking.

4. Minimum Numbers & Pricing

Minimum participant numbers apply and will be confirmed at the time of booking.
Prices are based on the agreed group size.
Reductions in participant numbers after the agreed confirmation deadline do not entitle the group to a refund.

5. Participant Information & Eligibility

Final participant numbers must be confirmed no later than 7 days before the activity.
The Group Leader is responsible for ensuring all participants:
- meet age, ability, and eligibility requirements,
- have completed any required inductions or declarations,
- have appropriate consent where participants are under 18.
Participants who do not meet eligibility requirements may be refused participation without refund.

6. Supervision & Safeguarding

Schools and youth groups must provide appropriate adult supervision in line with:
- safeguarding requirements,
- age-appropriate ratios,
- any additional requirements specified by PTP.
PTP staff retain overall activity control and safety authority at all times.
All group activities operate under PTP’s Safeguarding Policy and Zero Tolerance Policy.

7. Changes & Amendments

Requests to change dates, times, activities, or participant numbers must be made in writing.
Changes are subject to availability and management approval.
An administrative fee may apply for late changes.

8. Cancellations by the Group

Cancellations made more than 14 days before the booking date may be eligible for a refund, excluding the deposit.
Cancellations made within 14 days of the booking date are non-refundable.
Non-attendance or late arrival on the day does not entitle the group to a refund.

9. Cancellations by PTP

If PTP Organisation Ltd must cancel a group booking due to safety, weather, staffing, or unforeseen circumstances:

as much notice as possible will be given,
the group will be offered either:
- a full refund (including deposit), or
- a rescheduled date at no additional cost.

10. Weather & Safety

Activities operate in a range of weather conditions.
Decisions to cancel, modify, or suspend activities due to safety are at the sole discretion of PTP staff.
Where sessions are shortened or modified for safety reasons, refunds are not guaranteed.

11. Behaviour & Conduct

Group Leaders are responsible for participant behaviour.
Unsafe, disruptive, or abusive behaviour may result in:
- removal of individuals or the group,
- termination of the session,
- no refund being issued.

12. Liability & Personal Property

Participation is at the group’s own risk, subject to statutory protections.
PTP Organisation Ltd is not responsible for loss or damage to personal belongings.
Group Leaders should ensure participants are appropriately insured where required.

13. Acceptance

By confirming a group, school, or birthday booking, the Group Leader confirms that they have read, understood, and agree to this policy on behalf of the group.

Course Booking Terms & Conditions

PTP Organisation Ltd (trading as PTP.org.uk)

These Course Booking Terms & Conditions apply to all training courses delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All course booking contracts are with PTP Organisation Ltd.

1. Booking & Confirmation

Course places are allocated on a first-come, first-served basis.
A booking is only confirmed once:
- full payment is received, or
- a deposit (where offered) has been paid and acknowledged.
Confirmation details, including course dates, location, and requirements, will be issued by email.

PTP reserves the right to refuse or cancel a booking where eligibility or prerequisite requirements are not met.

2. Eligibility & Prerequisites

Each course has specific eligibility criteria, which may include:
- minimum age,
- fitness or swimming ability,
- prior qualifications or experience.
It is the participant’s responsibility to ensure they meet all course requirements.
Failure to meet eligibility criteria will result in refusal of participation without refund.

3. Payments

Full payment is required before the course start date unless otherwise agreed in writing.
Payment methods are specified at the time of booking.
Course fees include instruction and assessment as stated in the course description.
Additional costs (e.g. travel, accommodation, personal kit) are the participant’s responsibility unless stated otherwise.

4. Cancellations by the Participant

If you need to cancel your course booking:

More than 14 days before the course start date
- Full refund minus a reasonable administration fee, or
- free transfer to a future course (subject to availability).
7–14 days before the course start date
- 50% refund, or
- 50% credit towards a future course.
Less than 7 days before the course start date
- No refund.
- Transfers may be offered only in exceptional circumstances and at PTP’s discretion.
Non-attendance or late arrival
- Treated as a no-show.
- No refund or transfer.

5. Cancellations or Changes by PTP

PTP Organisation Ltd reserves the right to cancel or reschedule a course due to:

insufficient participant numbers,
instructor illness or unavailability,
adverse weather or safety concerns,
site access restrictions or force majeure.

In such cases, participants will be offered:

a transfer to a future course, or
a full refund.

PTP is not liable for additional costs incurred (e.g. travel or accommodation).

6. Illness, Emergency & Exceptional Circumstances

In cases of serious illness, injury, bereavement, or emergency, PTP may offer a one-time transfer to a future course.
Supporting evidence may be requested.
Refunds are not guaranteed and are issued at management discretion.

7. Attendance, Assessment & Certification

Participants must attend all required sessions and complete all assessments.
Certificates are only issued where the awarding body’s standards are met.
Failure to meet the required standard does not entitle the participant to a refund.
Replacement certificates may incur an administration fee.

8. Participant Responsibilities

Participants agree to:

arrive on time and prepared,
bring required personal equipment as specified,
follow all safety instructions and codes of conduct,
behave professionally and respectfully.

Failure to comply may result in removal from the course without refund.

9. Health, Safety & Medical Disclosure

Participants must be fit to participate and disclose relevant medical conditions.
PTP reserves the right to refuse or remove participants where health or safety concerns exist.

10. Photography & Media

PTP may capture photographs or video during courses for training or promotional purposes.
Participants who do not wish to be featured must notify PTP in advance or on arrival.

11. Liability & Insurance

PTP Organisation Ltd holds appropriate public liability insurance.
Participation is at the participant’s own risk, subject to statutory protections.
PTP is not responsible for loss or damage to personal belongings.

12. Acceptance

By booking a course, you confirm that you have read, understood, and agree to these Course Booking Terms & Conditions.

Excursions / Trips Booking Terms & Conditions

PTP Organisation Ltd (trading as PTP.org.uk)

These Terms & Conditions apply to all excursions, trips, camps, and multi-day activities organised and delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All excursion booking contracts are with PTP Organisation Ltd.

1. Booking & Confirmation

All excursion bookings must be made in advance and are subject to availability.
A non-refundable deposit (normally 25% of the total trip cost) is required to secure a place.
The remaining balance must be paid by the deadline stated at the time of booking.
Booking confirmation and joining instructions will be issued once payment requirements are met.

2. Eligibility & Prerequisites

Excursions may have specific eligibility requirements, including:
- minimum age,
- fitness and swimming ability,
- prior experience or inductions.
It is the participant’s responsibility to ensure they meet all requirements.
Participants who do not meet eligibility criteria may be refused participation without refund.

3. Payments

Payments must be made in accordance with the booking schedule.
Failure to pay the balance by the due date may result in cancellation of the booking and forfeiture of the deposit.
Prices include only those elements explicitly stated in the excursion description.

4. Cancellations by the Participant

If you need to cancel your booking:

More than 6 weeks before the start date
- Full refund minus the deposit.
Between 6 and 4 weeks before the start date
- 50% refund of the total trip cost.
Less than 4 weeks before the start date
- No refund.
Non-attendance or early departure
- No refund for unused portions of the trip.

5. Changes or Cancellations by PTP

PTP Organisation Ltd reserves the right to:

cancel or amend an excursion due to safety concerns, weather, instructor availability, minimum numbers, or unforeseen circumstances.
In such cases, participants will be offered:
- a full refund, or
- an alternative trip or date.

PTP is not liable for additional costs such as travel, accommodation, or personal expenses.

6. Travel & Transport

Participants are responsible for arriving at the designated meeting point on time.
Where transport is included, details will be provided in advance.
Missed transport due to late arrival is the participant’s responsibility.

7. Accommodation & Conduct

Where accommodation is included, participants must comply with house rules and codes of conduct.
Disruptive, unsafe, or inappropriate behaviour may result in removal from the excursion without refund.

8. Equipment & Kit

Equipment provided by PTP must be used as instructed and returned in good condition.
Participants may be required to bring personal kit; a kit list will be issued in advance.
Loss or damage to equipment may be charged.

9. Health, Fitness & Medical Disclosure

Participants must disclose relevant medical conditions prior to departure.
Participants must be fit to take part in all planned activities.
PTP reserves the right to restrict participation where health or safety concerns arise.

10. Insurance & Liability

PTP Organisation Ltd holds appropriate public liability insurance.
Participation is at the participant’s own risk, subject to statutory protections.
Personal travel insurance is strongly recommended where appropriate.

11. Photography & Media

PTP may capture images or video during excursions for promotional purposes.
Participants who do not wish to appear must notify PTP in advance.

12. Force Majeure

PTP Organisation Ltd is not liable for failure to perform obligations due to events beyond reasonable control, including extreme weather, natural disasters, or governmental restrictions.

13. Acceptance

By booking an excursion or trip, you confirm that you have read, understood, and agree to these Excursions / Trips Booking Terms & Conditions.

Gift Card Terms & Conditions

PTP Organisation Ltd (trading as PTP.org.uk)

These Gift Card Terms & Conditions apply to all gift cards issued by PTP Organisation Ltd, trading as PTP.org.uk(“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All gift cards are issued by and redeemed with PTP Organisation Ltd unless otherwise stated.

1. Purchase of Gift Cards

Gift cards may be purchased online via PTP.org.uk, by phone, or in person where available.
Gift cards are available in various denominations.
Full payment is required at the time of purchase.
Gift cards are issued electronically unless otherwise specified.

2. Validity & Expiry

Gift cards are valid for 12 months from the date of purchase, unless a longer period is stated at the time of sale.
Any remaining balance after the expiry date will be forfeited.
Expired gift cards cannot be reactivated, refunded, or exchanged.

3. Redemption

Gift cards may be used as payment (or part payment) for eligible services offered by PTP Organisation Ltd.
Gift cards cannot be redeemed for cash.
If the value of the gift card does not cover the full cost of a booking, the remaining balance must be paid using another payment method.
Redemption is subject to availability and compliance with all relevant booking terms, eligibility requirements, and site rules.

4. Restrictions

Gift cards may not be used to purchase other gift cards.
Gift cards may not be exchanged for cash or refunded.
Promotional or discounted gift cards may have additional restrictions, which will be stated at the time of issue.

5. Loss, Theft & Misuse

Gift cards should be treated like cash.
PTP Organisation Ltd is not responsible for lost, stolen, damaged, or misused gift cards.
Replacement may be offered at our discretion if proof of purchase can be provided.

6. Cancellations & Refunds

Gift cards are non-refundable.
If a booking made using a gift card is cancelled by PTP Organisation Ltd, the gift card balance will be reinstated or credited for future use.
If a booking made using a gift card is cancelled by the participant in accordance with the relevant cancellation policy, any eligible refund will be returned to the gift card.

7. Transferability

Gift cards are transferable and may be used by the recipient or another person.
Gift cards must not be resold for profit or used for unauthorised commercial purposes.

8. Fraud & Abuse

PTP Organisation Ltd reserves the right to refuse, cancel, or suspend gift cards where fraud, misuse, or abuse is suspected.
Any remaining balance may be withheld pending investigation.

9. Changes to Terms

PTP Organisation Ltd reserves the right to amend these Gift Card Terms & Conditions at any time.
The version published on PTP.org.uk at the time of purchase will apply.

10. Acceptance

By purchasing or using a gift card, you confirm that you have read, understood, and agree to these Gift Card Terms & Conditions.

Subscription / Membership
Terms & Conditions

PTP Organisation Ltd (trading as PTP.org.uk)

These Subscription / Membership Terms & Conditions apply to all subscriptions and memberships offered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All subscriptions and memberships are contracted with PTP Organisation Ltd.

1. Subscription Overview

PTP offers a range of subscription and membership plans, which may include:
- regular session access,
- discounted bookings,
- priority booking windows,
- member-only sessions or benefits.
Subscription benefits, pricing, and inclusions are defined at the point of sign-up.

2. Sign-Up & Payment

Subscriptions may be purchased online, by phone, or in person where available.
A valid payment method is required at sign-up.
Payments are processed automatically according to the selected billing cycle (monthly, quarterly, or annually).
Subscription charges are billed in advance.

3. Automatic Renewal

Subscriptions renew automatically at the end of each billing cycle unless cancelled in advance.
Subscribers will continue to be charged at the current rate unless notified otherwise.
It is the subscriber’s responsibility to manage cancellations before renewal.

4. Cancellation by the Subscriber

Subscriptions may be cancelled at any time via the account area or by contacting PTP.
For monthly or quarterly subscriptions, cancellation takes effect at the end of the current billing period.
No refunds are issued for unused time or missed sessions within a billing cycle.
For annual subscriptions, partial refunds may be considered only in exceptional circumstances and at PTP’s discretion.

5. Changes to Subscription Plans

PTP Organisation Ltd reserves the right to:
- amend subscription pricing,
- modify benefits,
- withdraw or replace subscription plans.
Where changes materially affect subscribers, reasonable notice will be given.
Subscribers may cancel prior to changes taking effect.

6. Missed Sessions & Availability

Subscriptions do not guarantee availability on specific dates or times.
Missed sessions due to:
- late arrival,
- non-attendance,
- personal scheduling,
  do not entitle the subscriber to refunds or credits.
Session availability is subject to safety, capacity, and staffing.

7. Suspension or Termination by PTP

PTP Organisation Ltd reserves the right to suspend or terminate a subscription where:

payments fail or are reversed,
terms, site rules, or safety instructions are breached,
behaviour breaches the Zero Tolerance Policy,
misuse or abuse of subscription benefits occurs.

No refunds will be issued where termination results from a breach of terms.

8. Site Closures & Operational Interruptions

Temporary closures due to weather, safety, maintenance, or unforeseen events may occur.
Where closures exceed 7 consecutive days in a paid monthly period, discretionary credits or refunds may be offered in line with published subscription policies.
Credits or refunds are processed upon request only.

9. Transferability

Subscriptions are non-transferable and may only be used by the named subscriber.
Sharing or misuse of subscriptions may result in immediate termination without refund.

10. Data Protection

Subscriber data is processed in accordance with PTP’s Privacy Policy and Data Protection Notice.
Subscription data is used solely to manage membership access, billing, and communications.

11. Liability

Participation in sessions accessed via a subscription remains subject to all eligibility, health, and safety policies.
PTP Organisation Ltd is not liable for missed opportunities or perceived loss of value due to non-attendance or personal circumstances.

Nothing in these terms limits liability that cannot be excluded under law.

12. Acceptance

By purchasing or using a subscription or membership, you confirm that you have read, understood, and agree to these Subscription / Membership Terms & Conditions.

Invoice Payment Terms

PTP Organisation Ltd (trading as PTP.org.uk)

These Invoice Payment Terms apply to all invoices issued by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”), including (but not limited to) services provided to schools, councils, organisations, businesses, and group clients.

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems.
All invoiced contracts are with PTP Organisation Ltd.

1. Payment Terms

All invoices are payable within 30 days of the invoice date, unless otherwise agreed in writing.
Payment must be made in full, without deduction or set-off, by the due date stated on the invoice.
Accepted payment methods are detailed on the invoice.

2. Late Payment

If payment is not received by the due date:

PTP Organisation Ltd reserves the right to:
- charge interest on overdue amounts in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, and/or
- apply reasonable administrative charges.
Interest may accrue from the day after the due date until payment is received in full.

3. Suspension of Services

PTP Organisation Ltd reserves the right to suspend or cancel future services where invoices remain unpaid.
No further bookings, sessions, or deliveries will be confirmed while an account is overdue.

4. Debt Recovery

Where payment remains outstanding after reasonable reminders, the invoice may be referred to a third-party debt recovery agency.
Any reasonable costs incurred in recovering the debt (including legal and administrative fees) may be added to the outstanding balance.

5. Disputed Invoices

Any dispute relating to an invoice must be raised in writing within 7 days of the invoice date.
Disputes raised after this period may not be accepted.
The undisputed portion of an invoice must still be paid by the original due date.

6. Incorrect Billing Information

Clients are responsible for providing accurate billing details at the time of booking or agreement.
Delays caused by incorrect or incomplete billing information do not extend payment deadlines.

7. Cancellation & Refunds

Invoiced services are subject to the relevant cancellation and booking policies.
Where refunds are applicable, they will be processed following settlement of any outstanding invoices.

8. Governing Law

These Invoice Payment Terms are governed by and construed in accordance with the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

9. Acceptance

By accepting services from PTP Organisation Ltd on an invoiced basis, you confirm that you have read, understood, and agree to these Invoice Payment Terms.

Beckenham Place Park Swimming Lake Rules

PTP Organisation Ltd (trading as PTP.org.uk)

These rules apply to all swimmers, paddlers, spectators, and visitors accessing the swimming lake operated by PTP Organisation Ltd at Beckenham Place Park.
Failure to comply may result in refusal of entry or removal from the site without refund.

Before Arriving

Do not attend if you are unwell or experiencing symptoms of a contagious illness.
Access to the lake is strictly ticketed. Only participants with a valid session booking may enter the water.
Please arrive prepared and ready for your session time.

At the Lake – General Rules

You must be able to fit and adjust your own equipment. Staff may provide verbal guidance only.
Use hand sanitiser where provided and wash hands with soap and water whenever possible.
Appropriate clothing must be worn at all times, both on land and in the water. Naturism is not permitted.
Treat staff with respect and do not place them at unnecessary risk.
Do not distract lifeguards unless you are reporting an emergency.
Be alert to the signs of cold-water shock and immersion response.
Participants under 14 years old must be accompanied by a responsible adult at all times.
Spectators are not permitted within the lake operating area.
Dogs are not permitted within the swimming lake zone.

Swimming Rules

All swimmers must follow staff instructions at all times.
Tow-floats are mandatory for all swimmers.
Swimmers must be confident and competent, with a minimum ability of 25 metres continuous swimming.
Age 8–11 competency test:
- 25m swim on front
- 25m swim on back
- Star float (front and back) held for 3–5 seconds
Age 12–14 competency test:
- 50m continuous swim (any stroke)
- Star float on back held for 3–5 seconds
Children under 8 years old are not permitted to swim.
Supervision ratios:
- One adult may supervise up to two swimmers aged 8–11 in the water.
- One adult may supervise up to five swimmers aged 12–14 (adult may remain on the bank).
Participants aged 15+ may book and swim independently.
Wetsuits are strongly recommended when water temperature is below 14°C.
Know your limits. Do not overexert yourself or place others at risk.
Follow the designated one-way swimming system at all times.
Groups swimming together must not obstruct other lake users.

Paddlesports Rules

All paddlers must follow staff instructions at all times.
Buoyancy aids are mandatory for all paddlesports.
Paddleboards are limited to a maximum of two people, with a combined weight not exceeding 130kg, unless instructed otherwise by staff.
Children under 2 years old are not permitted on the lake.
Children under 8 years old must be accompanied on the water by a responsible adult.

Cold Water Swimming

Cold water swimming is defined as water temperatures below 14°C.
Although not mandatory, wearing a wetsuit is strongly recommended throughout the cold water period.
All swimmers must have completed a Cold Water Swimming Induction before participating during this period.
Failure to complete the induction will result in refusal of entry without refund.
Cold water inductions completed during the 2019–2023 winter seasons remain valid.
Swimmers are responsible for ensuring their induction record is held on file prior to arrival.

Enforcement

PTP Organisation Ltd reserves the right to:

refuse entry,
remove participants from the water,
suspend or cancel bookings,

where safety rules, eligibility requirements, or staff instructions are not followed.

Bewl Water Hire & Usage Rules

PTP Organisation Ltd (trading as PTP.org.uk)

These rules apply to all equipment hire at Bewl Water operated by PTP Organisation Ltd, trading as PTP.org.uk(“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems.
All hire contracts are with PTP Organisation Ltd.

By booking any hire service at Bewl Water, you agree to be bound by this policy.

1. Responsibility for Equipment

You assume full responsibility for all equipment and accessories provided for the duration of the hire.
Responsibility begins at the point of issue and ends only when the equipment is returned and checked by PTP staff.
You bear all risk of loss, theft, or damage and agree to pay the cost of repair or replacement where required.

2. Condition, Return & Late Fees

All equipment must be returned clean and in good condition, as determined by PTP staff.
Equipment must be returned by the agreed time on the hire date.
Late returns will incur additional charges, calculated at the hourly hire rate in two-hour increments.
Failure to return equipment may be treated as loss.

3. Weather Conditions

Hire operates in a range of weather conditions.
No refunds or credits are issued due to adverse weather unless PTP Organisation Ltd cancels hire for safety reasons.
Where hire is cancelled by PTP due to unsafe conditions (e.g. strong winds or lightning), you will be offered a rebooking at the next available convenient time.

4. Late Arrival

If you arrive more than 15 minutes late for your scheduled hire without prior notice, PTP reserves the right to:
- cancel your booking,
- rehire the equipment to another customer.
No refund will be issued in these circumstances.

5. No Instruction Provided

Equipment hire is self-guided.
No tuition, coaching, or training is provided as part of hire.

6. Age & Supervision

Hirers must be 18 years or older and must remain present and responsible while the equipment is in use.
Under-18s must not use equipment without the hirer present and on the water with them.

7. Legal Compliance

All local bylaws, site rules, and lawful instructions from emergency services or enforcement officers must be followed.
PTP Organisation Ltd accepts no responsibility for time lost due to interactions with emergency or enforcement authorities.
The hirer remains liable for any breaches of regulations while in control of the equipment.

8. Use Restrictions

Maximum weight limits, as advised by staff, must not be exceeded.
Equipment must not leave Bewl Water Reservoir.
Equipment must not be transported by vehicle under any circumstances.
Equipment must only be used within designated operating areas.

9. Equipment Checks

You are responsible for checking equipment before use.
Any faults or concerns must be reported before leaving the hire area.
Equipment accepted without report is deemed to be in serviceable condition.

10. Drugs & Alcohol

Equipment must not be used under the influence of alcohol or drugs.
PTP reserves the right to refuse or terminate hire where impairment is suspected.
Refunds in these circumstances are issued solely at PTP’s discretion.

11. Recognition of Risk

Canoeing, kayaking, paddleboarding, and other watersports involve inherent risks.
Conditions may change rapidly due to weather or water factors.
Buoyancy aids must be worn at all times while on the water.

12. Liability

To the fullest extent permitted by law:

Participation and equipment use is at the hirer’s own risk.
PTP Organisation Ltd is not liable for:
- loss or damage to personal belongings,
- injuries arising from misuse or failure to follow instructions.

Nothing in this policy excludes liability for death or personal injury caused by negligence or any liability that cannot be excluded by law.

13. Charges for Loss or Damage

Accessories

Canoe paddles – £50 each
Kayak paddles – £50 each
Paddleboard paddles – £75 each
Paddleboard fins – £30 each
Buoyancy aids – £50 each

Craft

(Charged at cost of repair where possible, or replacement value – whichever is lower)

Canoes – up to £1,500 each
Kayaks – up to £600 each
Paddleboards – up to £600 each

14. Enforcement

PTP Organisation Ltd reserves the right to:

refuse hire,
terminate hire early,
remove equipment from use,

where safety, behaviour, or policy breaches occur. No refunds will be issued in these cases.

Acceptance

By hiring equipment at Bewl Water, you confirm that you have read, understood, and agree to these Bewl Water Hire & Usage Rules.

Cold Water Swimming Induction Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all cold water swimming activities delivered by PTP Organisation Ltd, trading as PTP.org.uk(“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All participation contracts are with PTP Organisation Ltd.

1. Definition of Cold Water Swimming

For the purposes of this policy, cold water swimming is defined as swimming in water temperatures below 14°C.

2. Mandatory Induction Requirement

All swimmers must complete a Cold Water Swimming Induction before participating in cold water swimming sessions.
The induction is mandatory and applies to:
- members,
- casual swimmers,
- course participants,
Swimmers who have not completed the induction will not be permitted to enter the water during the cold water period.
No refund or credit will be issued where entry is refused due to a missing induction.

3. Purpose of the Induction

The Cold Water Swimming Induction is designed to ensure participants understand:

the physiological effects of cold water immersion,
cold water shock and the initial gasp response,
hypothermia risks and warning signs,
safe entry and exit techniques,
time limits and gradual acclimatisation,
self-monitoring and peer awareness,
emergency procedures and staff signals.

4. Induction Format

The induction may include:

a classroom or shore-based briefing,
practical water-based elements (where appropriate),
verbal confirmation of understanding,
recorded completion within PTP’s booking and safety systems.

5. Validity of Induction

Cold Water Swimming Inductions completed through PTP during the 2019–2025 winter seasons remain valid unless otherwise notified.
PTP reserves the right to require a refresher induction where:
- there has been a significant break in cold water swimming,
- safety guidance or operating procedures have changed,
- concerns arise regarding swimmer competence or awareness.

6. Equipment & Clothing

Wearing a wetsuit is strongly recommended for cold water swimming.
Additional thermal protection (e.g. neoprene boots, gloves, hats) is advised.
Tow-floats remain mandatory unless otherwise stated.

7. Health & Medical Considerations

Cold water swimming places additional strain on the body.
Participants must disclose any medical conditions that may increase risk, including:
- heart or circulatory conditions,
- respiratory conditions,
- cold-related conditions (e.g. Raynaud’s),
- recent illness or injury.
Participants must not enter the water if feeling unwell, fatigued, or unprepared.

8. On-the-Day Safety Controls

PTP staff reserve the right to:

restrict or refuse cold water swimming,
impose time limits,
remove swimmers from the water,
suspend cold water sessions,

where safety concerns arise.

Staff decisions are final and made in the interest of safety.

9. Behaviour & Compliance

Swimmers must follow all staff instructions at all times.
Failure to comply may result in:
- removal from the session,
- suspension of cold water swimming privileges,
- cancellation of future bookings.

No refunds will be issued in these circumstances.

10. Data Recording

Completion of the induction is recorded in PTP’s booking and safety systems.
Records are retained in accordance with PTP’s Privacy Policy and Data Protection Notice.

11. Liability & Assumption of Risk

Cold water swimming involves inherent risks that cannot be eliminated.
Participation is at the swimmer’s own risk, subject to statutory protections.
PTP Organisation Ltd does not exclude liability for death or personal injury caused by negligence or any liability that cannot be excluded by law.

12. Acceptance

By participating in cold water swimming, you confirm that you have completed the Cold Water Swimming Induction and agree to comply with this policy.

Anti-AI Data Mining & Model Training Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all content made available on PTP.org.uk, including content published, hosted, embedded, or distributed by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, systems, and oversight.
All intellectual property rights in site content are held by PTP Organisation Ltd unless otherwise stated.

1. Purpose of This Policy

PTP Organisation Ltd expressly prohibits the use of its content for artificial intelligence training, machine learning, data mining, or scraping purposes without explicit prior written consent.

This policy exists to:

protect intellectual property and creative works,
safeguard personal data and imagery,
prevent unauthorised commercial exploitation,
maintain ethical use of digital content.

2. Scope of Restricted Content

This restriction applies to all content on PTP.org.uk, including but not limited to:

written content, copy, and documentation,
policies, procedures, and training materials,
photographs, images, and graphics,
video and audio recordings,
logos, branding, and visual identity assets,
downloadable files (PDFs, slides, handouts),
embedded content where PTP holds usage rights.

3. Prohibited Activities

Without express written permission from PTP Organisation Ltd, the following activities are strictly prohibited:

scraping, crawling, harvesting, or indexing site content for AI datasets,
using site content to train or fine-tune AI or machine learning models,
embedding site content into generative AI systems,
reproducing content in AI-generated outputs,
using personal data or imagery from the site in AI systems,
redistributing site content as part of any AI or data-driven product.

This applies to commercial, non-commercial, academic, and research use.

4. No Implied Consent

Accessing, viewing, or interacting with PTP.org.uk does not grant consent for AI training or data mining.
Any automated access beyond standard browser interaction is expressly denied.

5. Embedded Platforms & Partners

Where third-party platforms or partners are embedded within PTP.org.uk (including booking systems or retail integrations):

this policy applies to all PTP-owned content displayed within those environments,
third parties are not authorised to use PTP content for AI training unless explicitly agreed in writing.

6. Enforcement & Monitoring

PTP Organisation Ltd reserves the right to:

restrict or block access to automated systems,
issue takedown notices,
pursue legal remedies for unauthorised use,
report misuse to hosting providers, regulators, or rights-holders.

Unauthorised AI use may constitute:

copyright infringement,
breach of database rights,
breach of data protection law,
breach of contract or terms of use.

7. Requests for Permission

Any request to use PTP content for:

AI training,
research datasets,
data analysis,
automated processing,

must be submitted in writing and approved in advance.

Requests should be sent to:
📧 info@ptp.org.uk

Permission, where granted, will be:

explicit,
limited in scope,
time-bound,
revocable.

8. Relationship to Other Policies

This policy operates alongside:

Website Terms of Use,
Intellectual Property & Acceptable Use Policy,
Privacy Policy (UK GDPR),
Data Protection Notice.

In the event of conflict, this policy takes precedence in relation to AI and data-mining use.

9. Changes to This Policy

PTP Organisation Ltd reserves the right to update this policy at any time.
The current version published on PTP.org.uk applies.

10. Acceptance

By accessing or using PTP.org.uk, you acknowledge and agree to comply with this No AI Mining / No AI Training Policy.

Embedded Retail Partner Policy -
Embrace Outdoors Equipment

PTP Organisation Ltd (trading as PTP.org.uk)

This policy explains how the embedded retail shop operated by Embrace Outdoors Equipment functions within PTP.org.uk, and how responsibilities are separated between activity delivery and retail sales.

PTP Organisation Ltd (“PTP”, “we”, “us”, “our”) operates PTP.org.uk.
PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems.

1. Purpose of This Policy

This policy exists to ensure transparency for customers by clearly setting out:

who you are contracting with when purchasing retail products,
how payments, fulfilment, returns, and data are handled,
how retail content and activity services remain legally and operationally separate.

2. Relationship Between PTP.org.uk and Embrace Outdoors Equipment

The Embrace Outdoors Equipment shop is embedded within PTP.org.uk for customer convenience.
PTP Organisation Ltd does not sell retail goods through this shop.
All retail transactions are conducted directly with Embrace Outdoors Equipment.
The presence of the shop does not create a joint contract or partnership for retail sales.

3. Separation of Contracts

Activities, Sessions, Courses & Events

Contracted with: PTP Organisation Ltd
Governed by: PTP booking terms, cancellation policies, site rules, and safety policies.

Retail Products & Equipment Sales

Contracted with: Embrace Outdoors Equipment
Governed by: Embrace Outdoors Equipment’s retail terms, returns policy, and consumer rights obligations.

Purchasing retail items does not form part of any activity booking unless explicitly stated.

4. Payment Processing & Fulfilment

Retail payments are processed by Embrace Outdoors Equipment using its own payment systems.
PTP Organisation Ltd does not:
- process retail payments,
- handle stock,
- fulfil retail orders.
All fulfilment, shipping, and delivery queries must be directed to Embrace Outdoors Equipment.

5. Returns, Refunds & Customer Support

Retail returns, refunds, exchanges, and warranty issues are handled solely by Embrace Outdoors Equipment.
PTP Organisation Ltd cannot authorise or process retail refunds.
Contact details and retail support processes are provided at the point of purchase within the shop.

6. Data Handling & Privacy

Retail customer data collected during purchases is processed by Embrace Outdoors Equipment as the data controller for retail transactions.
PTP Organisation Ltd does not receive or store payment card data for retail purchases.
Each party processes personal data in accordance with its own Privacy Policy and the UK GDPR.
Limited technical data (e.g. referral or analytics data) may be shared in anonymised or aggregated form for operational purposes only.

7. Intellectual Property & Content Alignment

Retail imagery, product descriptions, and branding displayed within the embedded shop remain the intellectual property of Embrace Outdoors Equipment or its licensors.
PTP Organisation Ltd branding, imagery, and written content remain protected under PTP’s Intellectual Property and No AI Mining / No AI Training Policy.
Neither party may reuse the other’s content outside agreed purposes without written consent.

8. Liability & Responsibility

PTP Organisation Ltd is not liable for:
- retail product quality or defects,
- delivery delays,
- retail returns or warranty claims.
Embrace Outdoors Equipment is not liable for:
- activity delivery,
- safety supervision,
- site operations,
- bookings or cancellations for activities.

Each organisation remains responsible only for the services it provides.

9. Changes to the Embedded Shop

PTP Organisation Ltd reserves the right to:
- modify how the embedded shop is displayed,
- remove or replace the embedded retail partner,
- update this policy as required.
Changes do not affect existing retail contracts already formed with Embrace Outdoors Equipment.

10. Acceptance

By using the embedded retail shop within PTP.org.uk, you acknowledge and accept:

that retail purchases are made with Embrace Outdoors Equipment, and
that activity services remain contracted with PTP Organisation Ltd.

Embedded Booking Partner Policy -
Sports Guardian

PTP Organisation Ltd (trading as PTP.org.uk)

This policy explains the use of Sports Guardian as an embedded booking, safety, and attendance management system within PTP.org.uk, and how responsibilities and data handling are shared.

PTP Organisation Ltd (“PTP”, “we”, “us”, “our”) operates PTP.org.uk.
PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems.

1. Purpose of Using Sports Guardian

PTP uses Sports Guardian to support the safe, efficient, and compliant delivery of activities.
The platform is used to manage:

customer bookings and session capacity,
check-in and attendance records,
safety briefings and declarations,.

2. Relationship Between PTP and Sports Guardian

Sports Guardian is a third-party platform provider.
It is embedded within PTP.org.uk to support booking and safety operations.
PTP Organisation Ltd remains responsible for:
- activity delivery,
- safety supervision,
- safeguarding decisions,
- customer service and operational management.
Use of Sports Guardian does not create a separate contract between customers and the platform provider for activity delivery.

3. Booking Contracts

All bookings made via Sports Guardian are contracts with PTP Organisation Ltd, not with Sports Guardian.
PTP’s booking terms, cancellation policies, site rules, and safety policies apply to all bookings made through the platform.

4. Data Captured

Depending on the activity, Sports Guardian may collect and process the following data on behalf of PTP:

personal identification details (name, date of birth),
contact details (email, phone number),
booking and attendance records,
emergency contact details,
health and medical declarations (where required),
safeguarding-related information,
incident and accident reports,
staff deployment and supervision records.

5. Lawful Basis for Processing

Personal data processed through Sports Guardian is handled under one or more of the following lawful bases:

Contract – to manage bookings and deliver services,
Legal obligation – health & safety, safeguarding, and record-keeping,
Legitimate interests – safe operation and risk management,
Consent – where required (e.g. photography, marketing).

Medical and safeguarding information is treated as special category data and processed strictly for safety purposes.

6. Data Controller & Processor Roles

PTP Organisation Ltd is the Data Controller for all customer and participant data.
Sports Guardian acts as a Data Processor, processing data only on PTP’s documented instructions.
Sports Guardian is contractually required to:
- apply appropriate technical and organisational security measures,
- comply with UK GDPR and data protection law,
- not use PTP data for its own marketing or unrelated purposes.

7. Data Storage, Access & Retention

Data is stored securely within Sports Guardian’s systems.
Access is restricted to authorised PTP staff and approved system administrators.
Data is retained only for as long as necessary to meet:
- operational needs,
- legal and insurance requirements,
- safeguarding obligations.
Retention periods align with PTP’s Data Protection Notice.

8. Your Rights

Individuals have the right to:

access their personal data,
request correction of inaccurate data,
request deletion where appropriate,
restrict or object to processing,
lodge a complaint with the Information Commissioner’s Office (ICO).

All data subject requests should be directed to:
📧 Hello@ptp.org.uk

Requests relating specifically to Sports Guardian data will be handled by PTP as the Data Controller.

9. System Availability

While Sports Guardian supports PTP operations, PTP Organisation Ltd is not responsible for temporary platform outages beyond its control.
Alternative manual systems may be used to ensure safe operation where required.

10. Relationship to Other Policies

This policy operates alongside:

Website Terms of Use,
Privacy Policy (UK GDPR),
Data Protection Notice,
Safeguarding Policy,
Health, Fitness & Medical Disclosure Policy,
No AI Mining / No AI Training Policy.

In the event of conflict, PTP’s policies take precedence.

11. Changes to This Policy

PTP Organisation Ltd reserves the right to update this policy at any time.
The current version published on PTP.org.uk will apply.

12. Acceptance

By making a booking via Sports Guardian on PTP.org.uk, you acknowledge and accept the use of this platform in accordance with this Embedded Booking Partner Policy.

Website Terms of Use

PTP Organisation Ltd (trading as PTP.org.uk)

These Website Terms of Use apply to all users of the website operated by PTP Organisation Ltd, trading as PTP.org.uk(“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.

By accessing, browsing, or using this website, you agree to be bound by these Terms of Use.

1. About This Website

PTP.org.uk provides information about:

outdoor and water-based activities,
sessions, courses, events, and excursions,
bookings and memberships,
safety, safeguarding, and operational policies,
embedded partner services (e.g. booking systems or retail partners).

The website may be updated, amended, or withdrawn at any time without notice.

2. Acceptable Use

You agree to use this website:

lawfully and responsibly,
in a manner that does not damage, disable, or impair the site,
without attempting to gain unauthorised access to systems or data.

You must not:

misuse the website for fraudulent or unlawful purposes,
interfere with the security or operation of the site,
attempt to scrape, mine, or harvest content or data,
reproduce or redistribute content without permission.

3. Intellectual Property

All content on this website, unless otherwise stated, is the intellectual property of PTP Organisation Ltd or its licensors. This includes (but is not limited to):

text, policies, and documentation,
images, photographs, and video,
branding, logos, and visual assets,
downloadable files and training materials.

Content may be viewed and printed for personal, non-commercial use only.
No content may be copied, reproduced, modified, or redistributed without prior written consent.

4. No AI Mining / No AI Training

Use of this website and its content for:

artificial intelligence training,
machine learning,
data mining,
scraping or automated harvesting,

is expressly prohibited without explicit written permission.

This restriction applies to all content, including text, imagery, video, and downloadable materials.
See the No AI Mining / No AI Training Policy for full details.

5. Bookings & Transactions

Any booking made through this website is governed by PTP’s published booking terms and policies.
Where third-party platforms are embedded (e.g. booking or retail systems), additional terms may apply.
Contracts for activities and services are formed with PTP Organisation Ltd, unless explicitly stated otherwise.

6. Embedded Partners & Third-Party Services

This website may embed or link to third-party services, including:

booking and safety systems,
retail partners,
payment platforms.

PTP Organisation Ltd:

does not control third-party websites or platforms,
is not responsible for their content, availability, or terms,
accepts no liability for losses arising from their use.

Separate contracts and privacy policies may apply.

7. Accuracy of Information

We take reasonable care to ensure the information on this website is accurate and up to date. However:

content is provided for general information only,
details may change due to operational, safety, or environmental factors,
PTP does not guarantee that all information is error-free or current at all times.

8. Website Availability

Access to the website is provided on an “as available” basis.
PTP Organisation Ltd does not guarantee uninterrupted or error-free operation.
We may suspend or restrict access for maintenance, updates, or security reasons.

9. Limitation of Liability

Nothing in these Terms of Use excludes or limits liability for:

death or personal injury caused by negligence,
fraud or fraudulent misrepresentation,
any liability that cannot be excluded by law.

To the fullest extent permitted by law, PTP Organisation Ltd is not liable for:

indirect or consequential losses,
loss of data or business interruption,
reliance placed on website content.

10. Privacy & Data Protection

Use of this website is subject to PTP’s:

Privacy Policy (UK GDPR),
Data Protection Notice,
Cookie Policy.

These policies explain how personal data is collected, stored, and processed.

11. Changes to These Terms

PTP Organisation Ltd reserves the right to amend these Website Terms of Use at any time.
The version published on PTP.org.uk at the time of use will apply.

12. Governing Law

These Terms of Use are governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

For questions relating to this website or these terms, please contact:
📧 Hello@ptp.org.uk

Intellectual Property & Acceptable Us

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all users of the website and services operated by PTP Organisation Ltd, trading as PTP.org.uk(“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.

1. Ownership of Intellectual Property

Unless otherwise stated, all intellectual property rights in the content made available on PTP.org.uk are owned by or licensed to PTP Organisation Ltd.

This includes, but is not limited to:

written content, policies, and procedures,
course materials and training resources,
photographs, images, video, and audio,
logos, branding, and visual identity,
downloadable files (PDFs, slides, handouts),
website design, layout, and structure.

All rights are reserved.

2. Permitted Use

You may:

access and view content for personal, non-commercial use,
download or print content where explicitly permitted,
share links to pages on PTP.org.uk, provided content is not altered or misrepresented.

Permitted use does not transfer ownership of intellectual property.

3. Prohibited Use

Without prior written consent from PTP Organisation Ltd, you must not:

copy, reproduce, republish, or redistribute content,
modify, adapt, or create derivative works,
use content for commercial purposes,
remove copyright, trademark, or attribution notices,
frame or mirror content on other websites,
use content in training, instruction, or publications,
scrape, harvest, or systematically extract data or content,
use content in any automated or AI-driven system.

4. No AI Mining / No AI Training

Use of PTP.org.uk content for:

artificial intelligence training,
machine learning,
data mining,
scraping or automated analysis,

is expressly prohibited without explicit written permission.

This applies to all content types, including text, imagery, video, and documents.
This policy operates alongside the No AI Mining / No AI Training Policy, which takes precedence where applicable.

5. User-Generated Content

Where users submit content (e.g. feedback, testimonials, images, or comments):

you confirm that you own the content or have permission to submit it,
you grant PTP Organisation Ltd a non-exclusive, royalty-free licence to use the content for operational or promotional purposes,
you acknowledge that content may be moderated, edited, or removed.

PTP does not claim ownership of user-generated content but reserves usage rights as outlined above.

6. Embedded Partners & Third-Party Content

Content belonging to embedded partners or third parties (e.g. booking platforms or retail partners) remains the intellectual property of the respective owner.

Use of third-party content is governed by:

the third party’s own terms and conditions,
applicable licence agreements.

PTP Organisation Ltd is not responsible for misuse of third-party intellectual property by users.

7. Enforcement

PTP Organisation Ltd reserves the right to:

restrict or terminate access to the website,
issue takedown requests,
pursue legal remedies for infringement,
report misuse to hosting providers or regulators.

Unauthorised use may constitute:

copyright infringement,
breach of database rights,
breach of contract,
breach of data protection law.

8. Requests for Permission

Requests to use PTP content beyond permitted use must be made in writing and approved in advance.

Requests should include:

content requested,
intended use,
duration and distribution scope.

Contact:
📧 info@ptp.org.uk

Permission, where granted, will be explicit, limited, and revocable.

9. Changes to This Policy

PTP Organisation Ltd reserves the right to update this policy at any time.
The version published on PTP.org.uk will apply.

10. Acceptance

By accessing or using PTP.org.uk, you acknowledge and agree to comply with this Intellectual Property & Acceptable Use Policy.

External Links Disclaimer

PTP Organisation Ltd (trading as PTP.org.uk)

This External Links Disclaimer applies to all users of the website operated by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and shared systems. References to PTP.org.uk relate solely to the operational delivery of services by PTP Organisation Ltd.

1. External Links

The PTP.org.uk website may contain links to external websites, platforms, or services that are not owned, operated, or controlled by PTP Organisation Ltd.

These links may include (but are not limited to):

booking or payment platforms,
embedded retail partners,
governing bodies or accrediting organisations,
local authorities or partner venues,
informational or reference sites.

Links are provided for convenience and information only.

2. No Control or Responsibility

PTP Organisation Ltd:

has no control over the content, availability, accuracy, or security of external websites,
does not guarantee that external sites are up to date, error-free, or secure,
is not responsible for the privacy practices, terms, or policies of third-party websites.

Users access external websites entirely at their own risk.

3. No Endorsement

The inclusion of a link does not constitute:

endorsement of the external website,
endorsement of the organisation or individual operating it,
approval of products, services, views, or information provided.

Any reliance on external content is at the user’s discretion.

4. Embedded Partners

Where third-party platforms or partners are embedded within PTP.org.uk (e.g. booking systems or retail integrations):

the embedded service operates under its own terms and policies,
contractual relationships may exist directly between the user and the third-party provider,
PTP Organisation Ltd remains responsible only for services it directly delivers.

Specific responsibilities are set out in the relevant Embedded Partner Policy.

5. Liability Limitation

PTP Organisation Ltd accepts no liability for:

loss or damage arising from the use of external websites,
interruptions or failures of third-party services,
inaccuracies or omissions in third-party content,
disputes between users and third-party providers.

This applies whether links are accessed directly or via embedded content.

6. Reporting Concerns

If you believe an external link on PTP.org.uk is:

misleading,
inappropriate,
unsafe,
no longer relevant,

please notify us so we can review it.

📧 info@ptp.org.uk

7. Changes to This Disclaimer

PTP Organisation Ltd reserves the right to amend this disclaimer at any time.
The version published on PTP.org.uk will apply.

8. Acceptance

By using PTP.org.uk, you acknowledge and accept this External Links Disclaimer.

Limitation of Liability Statement

PTP Organisation Ltd (trading as PTP.org.uk)

This Limitation of Liability Statement applies to all users of the website and all customers, participants, and visitors engaging with services provided by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and systems. Liability for services delivered via PTP.org.uk rests with PTP Organisation Ltd unless otherwise stated.

1. Legal Rights Preserved

Nothing in this statement excludes or limits liability where it would be unlawful to do so, including liability for:

death or personal injury caused by negligence,
fraud or fraudulent misrepresentation,
any matter that cannot be excluded under applicable law.

Your statutory rights under UK consumer law remain unaffected.

2. Participation at Own Risk

Activities delivered by PTP Organisation Ltd include (but are not limited to) open-water swimming, paddlesports, outdoor activities, training, events, and equipment hire.

These activities involve inherent risks, including but not limited to:

cold water exposure,
slips, trips, and falls,
weather-related hazards,
physical exertion and fatigue,
equipment-related risks,
environmental and water-based hazards.

By booking or participating, you acknowledge and accept these inherent risks and agree to take responsibility for your own participation, subject to PTP’s duty of care.

3. Compliance With Instructions

PTP Organisation Ltd will not be liable for loss, injury, or damage arising from:

failure to follow staff instructions,
breach of site rules or safety briefings,
misuse of equipment,
reckless, negligent, or unsafe behaviour,
failure to disclose relevant medical, fitness, or accessibility information.

4. Personal Property

PTP Organisation Ltd accepts no responsibility for:

loss, theft, or damage to personal belongings,
items left unattended at sites or venues,
damage occurring during activities or hire.

Participants are responsible for securing their personal property.

5. Equipment Hire

Where equipment is hired or provided:

use is at the participant’s own risk,
responsibility for care, correct use, and return lies with the hirer,
liability for damage or loss is governed by the applicable Equipment Hire Terms.

6. Website & Digital Services

PTP Organisation Ltd accepts no liability for:

temporary unavailability of the website,
technical errors or interruptions,
reliance on information provided online,
third-party platforms or embedded systems.

Use of PTP.org.uk is provided on an “as is” and “as available” basis.

7. External Links & Third-Party Services

PTP Organisation Ltd is not liable for:

content or services provided by third-party websites,
actions or omissions of external partners,
losses arising from third-party platforms or payment providers.

Third-party services operate under their own terms and conditions.

8. Financial Loss

To the fullest extent permitted by law, PTP Organisation Ltd is not liable for:

indirect or consequential losses,
loss of profits, income, or business opportunity,
loss of enjoyment or anticipated experience,
travel, accommodation, or related expenses.

9. Force Majeure

PTP Organisation Ltd shall not be liable for failure or delay in performance due to events beyond reasonable control, including but not limited to:

extreme weather,
natural events,
government restrictions,
site closures,
industrial action,
emergencies or safety-critical incidents.

10. Insurance

PTP Organisation Ltd maintains appropriate public liability insurance for activities delivered.
Insurance does not remove the participant’s responsibility to act safely or follow instructions.

11. Governing Law

This Limitation of Liability Statement is governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Acceptance

By accessing PTP.org.uk, making a booking, or participating in any activity, you confirm that you have read, understood, and accepted this Limitation of Liability Statement.

Privacy Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This Privacy Policy explains how PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”), collects, uses, stores, and protects personal data.

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.
All customer-facing services, bookings, and activities delivered via PTP.org.uk are operated by PTP Organisation Ltd, which is the data controller for personal data collected through this website and related systems unless otherwise stated.

1. Our Commitment to Privacy

We are committed to protecting your personal data and handling it transparently, lawfully, and securely in accordance with:

the UK General Data Protection Regulation (UK GDPR),
the Data Protection Act 2018,
other applicable data protection legislation.

2. Data Controller

The data controller is:

PTP Organisation Ltd
Trading name: PTP.org.uk
Registered address: [insert registered address]
Email: info@ptp.org.uk

3. Personal Data We Collect

We may collect and process the following categories of personal data:

a. Identity & Contact Data

name,
date of birth (where required),
email address,
telephone number,
postal address.

b. Booking & Participation Data

booking history,
session attendance,
course enrolments and certifications,
membership or subscription details,
emergency contact information.

c. Health & Safety Data

medical declarations relevant to participation,
accessibility or support requirements,
incident or accident records.

This data is handled with heightened care and only where necessary.

d. Payment & Transaction Data

payment status,
transaction references,
refunds or credits.

We do not store full card details. Payments are processed by secure third-party providers.

e. Technical & Usage Data

IP address,
browser and device information,
website usage data,
cookies and analytics data.

4. How We Use Your Data

We use personal data to:

manage bookings, memberships, and subscriptions,
deliver activities, courses, and services safely,
communicate essential service information,
manage safeguarding and health & safety obligations,
process payments, refunds, and credits,
issue qualifications or certificates,
manage incidents or emergencies,
improve our services and website functionality,
meet legal, regulatory, and insurance requirements.

5. Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

Contract – where processing is necessary to deliver a service you have booked.
Legal obligation – including safeguarding, health & safety, and accounting.
Legitimate interests – to operate, improve, and secure our services.
Consent – for marketing communications or media use, where applicable.
Vital interests – in emergency or safety-critical situations.

6. Sharing Your Data

We do not sell or trade your personal data.

We may share data with:

booking and safety systems (e.g. attendance, ratios, incident logging),
payment processors,
accrediting or governing bodies (e.g. for certifications),
emergency services where required,
insurers, auditors, or regulators,
IT and cloud service providers supporting our operations.

All third parties are required to process data securely and lawfully.

7. Embedded Platforms & Partners

Where third-party systems are embedded within PTP.org.uk (e.g. booking platforms or retail partners):

those providers act as separate data controllers or processors,
their own privacy policies apply,
responsibilities are clarified in the relevant Embedded Partner Policy.

8. Data Retention

We retain personal data only for as long as necessary, including:

booking and financial records in line with legal requirements,
safeguarding and incident records for appropriate statutory periods,
certification records as required by awarding bodies.

Data is securely deleted or anonymised when no longer required.

9. Data Security

We use appropriate technical and organisational measures to protect personal data, including:

secure systems and access controls,
staff training and confidentiality obligations,
restricted access on a need-to-know basis.

10. Your Rights

Under UK GDPR, you have the right to:

access your personal data,
request correction of inaccurate data,
request erasure (where applicable),
restrict or object to processing,
request data portability,
withdraw consent (where processing is consent-based),
lodge a complaint with the Information Commissioner’s Office (ICO).

Requests can be made by contacting info@ptp.org.uk.
We aim to respond within one calendar month.

11. Cookies

PTP.org.uk uses cookies and similar technologies to support website functionality and analytics.
Details are set out in our Cookie Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time.
The current version published on PTP.org.uk will apply.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your data, contact:

📧 info@ptp.org.uk

If you believe your data has been mishandled, you have the right to complain to the Information Commissioner’s Office (ICO).

14. Acceptance

By using PTP.org.uk, making a booking, or engaging with our services, you acknowledge and accept this Privacy Policy.

Data Protection Notice

PTP Organisation Ltd (trading as PTP.org.uk)

This Data Protection Notice explains how personal data is handled when you interact with services provided by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and shared systems.
All bookings, activities, and services accessed via PTP.org.uk are delivered by PTP Organisation Ltd, which acts as the data controller unless otherwise stated.

What Data We Collect

Depending on your interaction with us, we may collect:

name and contact details,
date of birth and age confirmation (where required),
booking, attendance, and membership information,
emergency contact details,
relevant health or medical information (for safety and accessibility),
payment and transaction references,
website usage and technical data.

Why We Collect Your Data

We process personal data to:

manage bookings, memberships, and subscriptions,
deliver activities, courses, and events safely,
meet safeguarding, health & safety, and insurance obligations,
communicate essential service information,
process payments, refunds, and credits,
record attendance, incidents, and qualifications,
comply with legal and regulatory requirements.

Lawful Basis for Processing

Your data is processed under one or more of the following lawful bases:

Contract – to deliver services you have booked,
Legal obligation – safeguarding, health & safety, accounting,
Legitimate interests – operating and improving our services,
Consent – where required (e.g. marketing or media use),
Vital interests – in emergency or safety-critical situations.

Who We Share Data With

We may share data with:

booking and safety systems (e.g. attendance, ratios, incident logging),
payment processors,
accrediting or governing bodies (for certifications),
emergency services where required,
insurers, auditors, or regulators,
IT and system providers supporting our operations.

We do not sell personal data.

Your Rights

Under UK GDPR, you have the right to:

access your personal data,
request correction or deletion (where applicable),
restrict or object to processing,
withdraw consent (where processing is consent-based),
lodge a complaint with the Information Commissioner’s Office (ICO).

Requests can be made by contacting:
📧 info@ptp.org.uk

Further Information

This notice should be read alongside our full Privacy Policy, which provides detailed information on data retention, security, cookies, and embedded third-party platforms.

Acceptance

By using PTP.org.uk, making a booking, or providing personal data, you acknowledge this Data Protection Notice.

Cookie's Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This Cookie Policy explains how PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”), uses cookies and similar technologies on this website.

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and shared systems.
This Cookie Policy applies only to the website operated as PTP.org.uk.

1. What Are Cookies?

Cookies are small text files placed on your device (computer, tablet, or mobile phone) when you visit a website. They help the website function correctly, improve user experience, and provide information about how the site is used.

Cookies may be:

session cookies (deleted when you close your browser), or
persistent cookies (stored for a set period or until deleted).

2. Types of Cookies We Use

a. Strictly Necessary Cookies

These cookies are essential for the website to function and cannot be switched off. They are used to:

enable page navigation,
allow secure access to booking or account areas,
maintain session integrity.

These cookies do not require your consent.

b. Functional Cookies

Functional cookies allow the website to remember choices you make, such as:

preferred language or region,
accessibility settings,
saved preferences during a booking session.

These cookies improve usability but are not strictly essential.

c. Analytics / Performance Cookies

We may use analytics cookies to understand how visitors use PTP.org.uk, such as:

pages visited,
time spent on pages,
error messages encountered,
general usage patterns.

This information is aggregated and anonymised where possible and helps us improve the website.

Analytics cookies are only used with your consent.

d. Embedded & Third-Party Cookies

Some pages may include embedded services or content (e.g. booking systems or integrated tools). These third parties may place their own cookies.

PTP Organisation Ltd does not control these cookies.
Their use is governed by the third party’s own cookie and privacy policies.

3. Lawful Basis

We use cookies on the following lawful bases:

Strictly necessary cookies – legitimate interest (essential for service delivery),
All other cookies – consent.

You can withdraw or change your consent at any time.

4. Managing Cookies

You can manage or disable cookies in several ways:

a. Cookie Consent Controls

Where applicable, you can:

accept or reject optional cookies via the cookie banner,
update preferences through cookie settings on the website.

b. Browser Settings

Most web browsers allow you to:

block cookies,
delete existing cookies,
set preferences for specific websites.

Please note that disabling cookies may affect website functionality.

5. Data Protection

Any personal data collected through cookies is processed in accordance with our:

Privacy Policy, and
Data Protection Notice.

Cookies do not typically contain information that directly identifies you, but they may be linked to other data we hold.

6. Changes to This Policy

We may update this Cookie Policy from time to time to reflect changes in law, technology, or website functionality.

The version published on PTP.org.uk will always apply.

7. Contact

If you have questions about our use of cookies, please contact:

📧 info@ptp.org.uk

8. Acceptance

By continuing to use PTP.org.uk and managing your cookie preferences, you acknowledge this Cookie Policy.

Photography & Media Use Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all photography, video, and audio recording carried out in connection with activities and services delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and shared systems.
This policy applies only to activities, events, and services delivered by PTP Organisation Ltd.

1. Purpose of Photography & Media

PTP may capture photographs and video footage for the following purposes:

marketing and promotion of activities and services,
website and social media content,
newsletters and digital communications,
funding, reporting, or impact evidence,
internal training or operational documentation.

Media is captured in a way that is proportionate, respectful, and consistent with safeguarding and data protection requirements.

2. Lawful Basis for Processing

Photography and media use is processed under one or more of the following lawful bases:

Consent – the primary lawful basis for identifiable individuals,
Legitimate interests – where individuals are not identifiable (e.g. wide-angle or environmental shots),
Legal obligation – where required for safeguarding, incident recording, or compliance.

3. Consent

Adults (18+)

Consent will be obtained where individuals are clearly identifiable.
Consent may be given:
- during booking,
- via written or digital declaration,
- verbally at the activity (recorded where appropriate).

Participants may withdraw consent at any time.

Children & Young People (Under 18)

Written consent from a parent or legal guardian is mandatory.
Media use involving under-18s follows PTP’s Safeguarding Policy.
No names or identifying details will be published alongside images of minors.

4. Opting Out

Participants who do not wish to be photographed or filmed must:

inform staff before the session starts, or
update their preferences during booking, or
contact us in advance at info@ptp.org.uk.

We will make reasonable efforts to:

avoid capturing identifiable images,
remove or not publish content where consent is withdrawn.

5. Use & Storage of Media

Media is stored securely with restricted access.
Images and footage are retained only as long as necessary for the stated purpose.
Media may be cropped or edited but will not be altered in a misleading or inappropriate manner.

6. Third-Party Use

Media may be shared with:

marketing partners,
funders or local authorities,
embedded platforms (e.g. website or booking systems),

only where lawful and appropriate.
Third parties must comply with equivalent data protection and safeguarding standards.

7. Personal Use by Participants

Participants may take personal photos or videos for private use, provided that:

other participants’ privacy is respected,
safeguarding rules are followed,
staff instructions are complied with.

PTP reserves the right to restrict personal filming where safety, safeguarding, or privacy could be compromised.

8. Withdrawal of Consent

You may request removal of identifiable images by contacting:

📧 info@ptp.org.uk

Please include:

your name,
the date/location of the activity,
a description of the image where possible.

Requests will be reviewed and actioned promptly.

9. Data Protection

All media is handled in accordance with:

the Privacy Policy,
the Data Protection Notice,
UK GDPR and the Data Protection Act 2018.

10. Changes to This Policy

PTP Organisation Ltd reserves the right to update this policy at any time.
The current version published on PTP.org.uk will apply.

11. Acceptance

By attending activities or events delivered by PTP Organisation Ltd, you acknowledge this Photography & Media Use Policy.

CCTV / Use of Body Camera Policy

Beckenham Place Park Lake

Policy Owner: PTP Organisation Ltd (trading as PTP.org.uk)
Holding Company: PTP Collective
Council Partner: London Borough of Lewisham

1. Purpose and Scope

This statement sets out how CCTV is deployed, owned, and managed at Beckenham Place Park Lake, where multiple CCTV systems operate under different data controllers.

It ensures:

lawful, fair, and transparent use of CCTV;
clear separation of responsibility between PTP Organisation Ltd and the London Borough of Lewisham;
compliance with UK GDPR, the Data Protection Act 2018, and the ICO CCTV Code of Practice;
alignment with Lewisham Council’s CCTV & Surveillance Policy (2024).

This statement applies only to CCTV systems operating in and around the lake operational area.

2. Legal and Policy Framework

CCTV use at Beckenham Place Park Lake aligns with the following legislation and statutory guidance:

UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Human Rights Act 1998 (Article 8 – Right to Private and Family Life)
Protection of Freedoms Act 2012
Regulation of Investigatory Powers Act 2000 (where applicable)
ICO CCTV Code of Practice
Home Office Surveillance Camera Code of Practice
Lewisham Council CCTV & Surveillance Policy (2024)

3. CCTV Systems and Data Controllers

3.1 PTP-Operated CCTV Systems

Number of cameras: Two (2)
Location: Lakeside operational area only
Ownership: PTP Organisation Ltd
Data Controller: PTP Organisation Ltd

PTP’s CCTV systems are:

overt and supported by clear on-site signage;
installed solely for public safety, safeguarding, and incident management;
positioned to avoid unnecessary intrusion into non-operational or private areas.

PTP Organisation Ltd is responsible for:

maintaining a CCTV-specific Data Protection Impact Assessment (DPIA);
secure operation, storage, access control, and deletion of footage;
handling Subject Access Requests (SARs) relating to its systems;
ensuring footage is retained only for a lawful and proportionate period.

PTP does not use CCTV for routine staff performance monitoring.

3.2 Lewisham Council–Operated CCTV System

Number of cameras: One (1)
Location: Outside the lake operational boundary
Ownership: London Borough of Lewisham
Data Controller: London Borough of Lewisham

This camera:

is managed entirely under Lewisham Council’s CCTV & Surveillance Policy;
is not accessed, monitored, controlled, or reviewed by PTP;
falls outside PTP’s operational and data-protection responsibility.

All access requests, disclosures, or complaints relating to this camera must be made directly to Lewisham Council.

4. Data Protection, Privacy, and Proportionality

CCTV use at the lake is:

proportionate to identified safety and safeguarding risks;
necessary for crime prevention and incident response;
time-limited with defined retention periods;
transparent and supported by signage and published policy.

Where less intrusive measures can reasonably address risk, CCTV coverage will not be expanded without justification.

5. Retention and Review

Standard retention period: up to 30–31 days
Footage may be retained longer only where:
- a safeguarding concern or incident is under investigation;
- disclosure is required by police, insurers, or legal process.

All footage is securely erased once no longer required.

CCTV systems are reviewed periodically to ensure:

continued necessity,
appropriate coverage,
compliance with DPIA outcomes.

6. Access, Disclosure, and Requests

Access to PTP-controlled footage is restricted to authorised senior staff or safeguarding leads.
All access, downloads, and disclosures are logged.
Subject Access Requests are handled within statutory timescales.
PTP cannot disclose Lewisham Council CCTV footage.

7. Safeguarding and Incident Use

CCTV footage may be reviewed as part of:

safeguarding investigations,
serious incident reviews,
health and safety or near-miss analysis.

Use is documented, justified, and limited strictly to the relevant timeframe.

8. Equality, Fairness, and Human Rights

In line with Lewisham Council’s Equality Duty:

CCTV use is applied fairly and without discrimination;
particular care is taken where vulnerable individuals may be present;
the balance between safety and privacy is actively managed.

9. Review and Governance

This statement is reviewed:

annually;
following changes to legislation, council policy, or site operations.

Any material change to CCTV coverage will trigger:

a revised DPIA,
consultation where required,
updated signage and documentation.

Summary (Council / Lease Appendix)

PTP Organisation Ltd controls two lakeside cameras only
London Borough of Lewisham controls one external camera only
Data-controller responsibilities are clearly separated
PTP CCTV use is explicitly aligned with Lewisham Council CCTV Policy (2024)

Appendix A – CCTV Site Plan: Responsibility Boundaries

Zone 1 – PTP Operational CCTV Area (Purple)
Data Controller: PTP Organisation Ltd

Lakeside operational area
Entry/exit points for PTP-delivered activities
Two fixed, overt cameras
No coverage of residential or non-operational areas

Zone 2 – Lewisham Council CCTV Area (Green)
Data Controller: London Borough of Lewisham

Parkland and access routes outside lake boundary
One council-owned camera
No access or control by PTP

Appendix B – Integration into Safeguarding Framework

CCTV supports safeguarding but does not replace supervision, judgement, or reporting processes.

Footage reviewed only by authorised safeguarding leads
Use limited to specific incidents
Reviews documented in safeguarding records
No reliance on council CCTV without lawful disclosure

Appendix C – DPIA Integration

DPIA covers PTP-owned systems only
Council CCTV explicitly excluded
Risks assessed: over-capture, unclear responsibility, excessive retention
Residual risk: Low, subject to annual review

Sports Guardian Privacy Notice (booking & Safety System Data use)

PTP Organisation Ltd (trading as PTP.org.uk)

This notice explains how personal data is processed when Sports Guardian is used as a booking, safety, and operational management system for activities delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and shared systems.

1. Purpose of Sports Guardian

Sports Guardian is used by PTP to support the safe, lawful, and effective delivery of activities.
The system is used for:

customer bookings and session management,
attendance and check-in records,
audit, compliance, and inspection readiness.

Sports Guardian is not used for marketing or profiling.

2. Roles and Responsibilities

Data Controller

For personal data entered into Sports Guardian in connection with PTP services, the data controller is:

PTP Organisation Ltd
(trading as PTP.org.uk)

Data Processor

Sports Guardian acts as a data processor, providing the technical platform on which data is securely stored and managed, in accordance with contractual and UK GDPR obligations.

Sports Guardian processes data only on the instructions of PTP Organisation Ltd.

3. Personal Data Collected

Depending on the activity or service, Sports Guardian may contain:

Identity & Contact Data

name,
date of birth / age confirmation,
email address,
telephone number.

Booking & Attendance Data

booking history,
session dates and attendance,
membership or subscription status.

Health & Safety Data

emergency contact details,
relevant medical or accessibility information,
declarations required for safe participation.

Safeguarding & Incident Data

incident or accident reports,
safeguarding concerns or referrals,
staff observations linked to safety or welfare.

This data is handled with enhanced safeguards due to its sensitive nature.

4. Lawful Basis for Processing

Personal data within Sports Guardian is processed under one or more of the following lawful bases:

Contract – to deliver services you have booked,
Legal obligation – safeguarding, health & safety, record keeping,
Legitimate interests – ensuring safe and compliant operations,
Vital interests – emergency or safety-critical situations.

Where special category data is processed, this is done strictly for health, safety, and safeguarding purposes.

5. Access Controls

Access to Sports Guardian data is:

restricted to authorised PTP staff only,
role-based (e.g. instructors, safeguarding leads, managers),
logged and auditable.

Staff receive training on:

data protection,
confidentiality,
safeguarding responsibilities.

6. Data Sharing

Data held within Sports Guardian may be shared only where lawful and necessary, including with:

emergency services (in an incident),
insurers,
local authorities or regulators,
safeguarding partners,
inspectors or auditors.

PTP does not sell or commercially exploit this data.

7. Data Retention

Data stored in Sports Guardian is retained in line with PTP’s retention schedule, including:

booking and attendance records,
safeguarding and incident data (retained for appropriate statutory periods),
audit and compliance records.

Data is securely deleted or anonymised when no longer required.

8. Data Security

Sports Guardian operates secure systems with:

controlled access permissions,
encrypted data storage,
secure hosting environments,
contractual data protection safeguards.

PTP Organisation Ltd remains responsible for ensuring that the system is used lawfully and proportionately.

9. Your Rights

Under UK GDPR, you have the right to:

access your personal data,
request correction of inaccurate data,
request erasure (where applicable),
restrict or object to processing,
lodge a complaint with the Information Commissioner’s Office (ICO).

Requests should be made to:

📧 Hello@ptp.org.uk

Requests relating specifically to Sports Guardian data will be handled by PTP Organisation Ltd as the data controller.

10. Relationship to Other Policies

This notice should be read alongside:

the Privacy Policy,
the Data Protection Notice,
the Safeguarding Policy,
the CCTV Policy (where relevant to incident review).

11. Changes to This Notice

This notice may be updated to reflect changes in law, system use, or operational practice.
The current version published on PTP.org.uk will apply.

12. Acceptance

By booking a session, attending an activity, or participating in services delivered by PTP Organisation Ltd, you acknowledge and accept this Sports Guardian Privacy Notice.

Safeguarding Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This Safeguarding Policy applies to all activities, services, and events delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.
Safeguarding responsibility for services delivered via PTP.org.uk rests with PTP Organisation Ltd.

1. Our Safeguarding Commitment

PTP Organisation Ltd is committed to safeguarding and promoting the welfare of:

children and young people,
vulnerable adults,
all participants, staff, volunteers, and visitors.

We believe that everyone has the right to take part in activities free from harm, abuse, neglect, discrimination, or exploitation.

Safeguarding is embedded into our:

operational delivery,
staff training,
site management,
policies and procedures.

2. Scope of This Policy

This policy applies to:

all participants (including children and adults at risk),
all staff, instructors, coaches, volunteers, contractors, and partners,
all PTP-delivered activities, events, courses, and hires,
all sites and locations where PTP operates.

3. Legal and Guidance Framework

This policy is informed by relevant legislation and guidance, including:

Children Act 1989 and 2004,
Working Together to Safeguard Children (HM Government),
Care Act 2014,
Safeguarding Vulnerable Groups Act 2006,
Equality Act 2010,
UK GDPR and Data Protection Act 2018,
Guidance from relevant governing bodies (e.g. Paddle UK, RLSS).

4. Definitions

Child / Young Person: Anyone under the age of 18.
Adult at Risk: An adult who may be unable to protect themselves from harm due to care needs, disability, illness, or circumstance.
Safeguarding: The action taken to promote welfare and protect individuals from harm.

5. Safeguarding Principles

PTP operates under the following principles:

safety and welfare come first,
safeguarding is everyone’s responsibility,
concerns are taken seriously and acted upon,
actions are proportionate, timely, and recorded,
confidentiality is respected but never guaranteed.

6. Roles and Responsibilities

Safeguarding Responsibility

PTP Organisation Ltd holds overall safeguarding responsibility.
A designated Safeguarding Lead is appointed.
Deputy safeguarding leads may be appointed to support operations.

Staff and Volunteers

All staff and volunteers must:

follow this policy and associated procedures,
complete safeguarding training appropriate to their role,
report concerns promptly,
act in a professional, respectful, and non-discriminatory manner.

7. Safer Practice and Conduct

PTP expects all staff and volunteers to:

maintain appropriate professional boundaries,
avoid one-to-one situations where possible,
use clear, respectful language and behaviour,
never engage in abusive, discriminatory, or inappropriate conduct,
follow site rules, ratios, and supervision requirements.

PTP operates a Zero Tolerance Policy towards abuse, harassment, violence, or discrimination.

8. Reporting Safeguarding Concerns

Safeguarding concerns may include:

abuse or neglect,
inappropriate behaviour,
bullying or harassment,
breaches of professional boundaries,
concerning behaviour by staff, participants, or third parties.

What To Do

Report concerns as soon as possible to a member of staff or safeguarding lead.
In an emergency, contact emergency services immediately.

Concerns can also be reported by email:
📧 info@ptp.org.uk

9. Recording and Information Sharing

Safeguarding concerns are recorded accurately and securely.
Information is shared only on a need-to-know basis.
Records are retained in line with legal and safeguarding requirements.
CCTV or system data (where relevant) may be used lawfully to support safeguarding investigations.

10. Working With External Agencies

Where required, PTP Organisation Ltd will work with:

local authority safeguarding teams,
social services,
police,
governing bodies,
inspectors or funders.

Referrals will be made where there is a risk of harm or where required by law.

11. Data Protection

Safeguarding information is handled in accordance with:

UK GDPR,
the Data Protection Act 2018,
PTP’s Privacy Policy and Data Protection Notice.

Safeguarding overrides confidentiality where there is risk of harm.

12. Training and Awareness

Safeguarding training is mandatory for relevant staff.
Training is refreshed periodically.
Staff are supported to recognise signs of abuse, neglect, or vulnerability.

13. Review and Governance

This policy is:

reviewed annually,
updated following changes in legislation, guidance, or operations,
approved at organisational level.

14. Acceptance

By engaging with services delivered by PTP Organisation Ltd, all participants, staff, and partners are expected to comply with this Safeguarding Policy.

Environmental Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This Environmental Policy applies to all activities, services, and operations delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.
Environmental responsibility for services delivered via PTP.org.uk rests with PTP Organisation Ltd.

1. Introduction

PTP Organisation Ltd operates in natural outdoor and waterside environments and recognises the responsibility that comes with this privilege. We are committed to protecting, preserving, and enhancing the environments in which we operate.

Our commitment to environmental sustainability goes beyond legal compliance. We aim to continuously improve our practices, reduce our environmental impact, and operate in a way that respects ecosystems, wildlife, and local communities.

We encourage our staff, participants, suppliers, and partners to adopt environmentally responsible behaviours alongside us.

2. Responsibility

Overall responsibility for this policy sits with PTP Organisation Ltd.

Operational responsibility is shared across:

directors and senior management,
staff, instructors, and coaches,
volunteers, contractors, and partners.

Environmental responsibility is considered part of everyone’s role, both on and off the water.

3. Policy Aims

Our environmental objectives are to:

comply with all relevant environmental legislation, guidance, and site-specific conditions;
minimise our environmental footprint, particularly in aquatic and sensitive natural environments;
integrate environmental considerations into operational and strategic decision-making;
protect water quality, habitats, and biodiversity;
raise awareness and promote responsible environmental behaviour among staff, participants, and partners;
continually monitor, review, and improve environmental performance.

4. Paper and Office Practices

We will:

minimise paper use across offices and operational sites;
prioritise digital systems for bookings, records, and communications where possible;
reduce unnecessary packaging, particularly for equipment and supplies;
use recycled and recyclable paper products where printing is required;
reuse and recycle office equipment and materials responsibly.

5. Energy and Water Conservation

We aim to:

minimise energy use across operational sites and temporary facilities;
ensure lighting and electrical equipment are switched off when not in use;
use water responsibly during equipment cleaning, maintenance, and operations;
consider energy efficiency and environmental impact when purchasing equipment and appliances.

6. Equipment and Resources

We will:

maintain equipment properly to extend its lifespan and reduce waste;
repair equipment where feasible before replacement;
dispose of unusable equipment through environmentally responsible routes;
prioritise sustainable, durable, and ethically sourced equipment when upgrading or expanding stock.

7. Transport and Travel

We are committed to:

minimising unnecessary vehicle movements;
encouraging staff and participants to use sustainable transport options such as walking, cycling, public transport, or car sharing where practicable;
maintaining vehicles and watercraft to ensure efficient operation and reduced emissions;
considering environmental impact when planning logistics and site operations.

8. Watersports Activities and Environmental Protection

Our approach includes:

promoting responsible use of water bodies and surrounding land;
avoiding disturbance to wildlife, habitats, and sensitive areas;
educating participants on environmental awareness, litter prevention, and “leave no trace” principles;
preventing pollution by ensuring no harmful substances enter the water;
supporting clean-up initiatives and good site stewardship practices.

9. Waste Management

We will:

minimise waste generated through activities and operations;
encourage recycling and reduction of single-use plastics at all sites;
provide clear waste disposal guidance where facilities allow;
work with licensed waste disposal contractors where required.

10. Monitoring, Training, and Continuous Improvement

We commit to:

complying with environmental and water safety regulations applicable to each site;
reviewing environmental practices regularly to identify improvement opportunities;
providing environmental awareness training to staff appropriate to their role;
educating participants on environmentally responsible behaviour as part of activity delivery;
tracking issues, incidents, or concerns related to environmental impact.

11. Culture and Collaboration

To foster a positive environmental culture, we will:

review and update this policy annually;
involve staff in environmental improvement initiatives;
work collaboratively with landowners, local authorities, suppliers, and partners;
promote sustainable practices throughout our supply chain where possible.

12. Review and Governance

This Environmental Policy is:

reviewed annually,
updated following changes in legislation, site conditions, or operational scope,
approved and overseen by PTP Organisation Ltd within the governance framework of the PTP Collective.

13. Commitment Statement

By adopting this policy, PTP Organisation Ltd commits to protecting the natural environments in which we operate, promoting sustainable watersports practices, and fostering environmental stewardship among our staff, participants, and partners.

Water Quality Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This Water Quality Policy applies to all activities, services, and operations delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.
Responsibility for water quality management for services delivered via PTP.org.uk rests with PTP Organisation Ltd.

1. Introduction

At PTP, we place the utmost importance on water quality, recognising its critical role in ensuring the safety, health, and enjoyment of all participants.

This policy outlines our commitment to maintaining and improving water quality across all operational sites, including (but not limited to):

Beckenham Place Park Lake
Bewl Water
Weirwood Reservoir

By adhering to recognised standards and working collaboratively with governing bodies, local authorities, and environmental organisations, we aim to provide safe, clean, and enjoyable environments for open-water swimming, paddleboarding, kayaking, and other watersports activities.

2. Commitment to Regular Water Quality Testing

To safeguard participants, PTP Organisation Ltd undertakes regular and proportionate water quality monitoring.

Frequency of Testing

Testing is conducted at regular intervals appropriate to each site.
Additional testing may take place during peak periods or following extreme weather events that could affect water conditions.

Parameters Monitored

Where applicable, testing may include:

bacterial indicators (e.g. E. coli, intestinal enterococci),
pH levels,
turbidity and visual clarity,
presence of blue-green algae or other harmful algal blooms.

Testing Methods

Testing is carried out by accredited laboratories or in partnership with relevant environmental agencies.
Samples may be taken from multiple locations to provide a representative overview of water conditions.

Proactive Response

If results indicate a potential risk:

activities may be temporarily suspended,
participants will be informed promptly,
appropriate remedial or precautionary measures will be implemented.

3. Adherence to Governing Standards

PTP Organisation Ltd operates in line with guidance and expectations from relevant authorities and governing bodies, including:

Swim England guidance for open-water swimming
Environment Agency regulations and guidance, including principles of the Bathing Water Directive where applicable
British Canoeing (Paddle UK) safety and environmental guidance
Royal Yachting Association (RYA) safety and environmental guidance

Compliance with site-specific landowner or local authority conditions is also maintained.

4. Transparent Communication and Reporting

Transparency is central to our approach.

Displaying Test Information

Water quality information is made available to participants where appropriate.
Updates may be displayed on-site, via email, or through digital channels.

Notification of Changes

If water quality conditions change in a way that may affect activities:

participants are informed as soon as reasonably practicable,
clear guidance is provided regarding any restrictions or cancellations.

Education and Awareness

We actively promote awareness of water quality, helping participants understand:

how water quality is monitored,
why precautions may be required,
how individual behaviour can help protect water environments.

5. Environmental Responsibility

Protecting the natural environment is integral to water quality management.

Pollution Prevention

We take reasonable steps to:

manage runoff and waste appropriately,
prevent harmful substances entering the water,
maintain clean operational practices.

Collaboration

PTP Organisation Ltd works with:

local authorities,
environmental organisations,
landowners and community groups,

to support conservation initiatives and address water quality challenges.

Biodiversity

We seek to protect and enhance biodiversity by:

minimising disturbance to habitats and wildlife,
operating responsibly within sensitive environments.

6. Emergency Action Plan

PTP Organisation Ltd maintains procedures to respond to water quality incidents.

Rapid Response

In cases such as contamination or harmful algal blooms:

activities may be suspended immediately,
relevant authorities are contacted where required.

Remediation Measures

Where appropriate, actions may include:

increased monitoring,
aeration or other environmental controls,
temporary site restrictions.

Participant Support

Participants affected by water-quality-related closures are provided with:

clear information,
guidance on next steps,
options in line with booking and cancellation policies.

7. Continuous Improvement

Water quality management is an evolving process.

We commit to:

regular review of policies and procedures,
staff training in environmental awareness and water safety,
exploring appropriate monitoring technologies,
incorporating feedback from participants, staff, and stakeholders.

8. Participant Responsibility

Participants play an important role in protecting water quality.

We encourage:

use of biodegradable products where possible,
avoidance of littering or pollution,
respect for wildlife and natural habitats,
compliance with site rules and staff guidance.

9. Collaboration with Regulatory Bodies

PTP Organisation Ltd maintains active engagement with relevant regulators and governing bodies by:

working with local authorities on site-specific issues,
participating in sector forums and best-practice discussions,
aligning operations with evolving environmental standards.

10. Review and Governance

This Water Quality Policy is:

reviewed annually,
updated following changes in legislation, site conditions, or operational scope,
governed by PTP Organisation Ltd within the wider framework of the PTP Collective.

11. Commitment Statement

This policy reflects PTP Organisation Ltd’s commitment to participant safety, environmental responsibility, and transparent operations.

By prioritising rigorous monitoring, recognised standards, and responsible behaviour, we aim to protect both people and the natural environments in which we operate.

Water Treatment & Water Management Statement

Beckenham Place Park Lake

Operator: PTP Organisation Ltd, trading as PTP.org.uk
Holding Company: PTP Collective
Landowner / Local Authority: London Borough of Lewisham

1. Purpose and Scope

This statement sets out how water quality at Beckenham Place Park Lake is managed, monitored, and protected to support safe open-water swimming and watersports activity.

It should be read alongside:

the Water Quality Policy,
the Environmental Policy,
the CCTV & Safeguarding Framework,
site-specific risk assessments and operating procedures.

This statement applies only to Beckenham Place Park Lake and reflects its unique status as a natural, open water body within a public park.

2. Nature of the Waterbody

Beckenham Place Park Lake is:

a natural open water environment, not a swimming pool,
subject to seasonal and environmental variation,
influenced by rainfall, temperature, wildlife, and surrounding land use.

The lake is not chemically treated in the manner of a pool.
Water management focuses on monitoring, prevention, and proportionate intervention, not artificial sterilisation.

3. Water Management Principles

PTP Organisation Ltd manages water quality in line with the following principles:

participant safety is the priority;
natural water processes are respected;
interventions are proportionate and evidence-based;
transparency with participants and stakeholders;
alignment with local authority and environmental guidance.

4. Monitoring and Testing

Routine Monitoring

Water quality is monitored through:

scheduled sampling at agreed intervals,
additional sampling following extreme weather or environmental events,
visual inspection during daily operations (e.g. clarity, surface conditions, algal presence).

Parameters Considered

Monitoring may include:

bacterial indicators (e.g. E. coli, intestinal enterococci),
water clarity and turbidity,
pH levels (where relevant),
presence of blue-green algae or other blooms,
environmental indicators such as odour or surface film.

Testing is undertaken through:

accredited laboratories, and/or
partnership arrangements supported by local authority or environmental agencies.

5. Water Treatment Approach

No Routine Chemical Treatment

Beckenham Place Park Lake is not chemically dosed with disinfectants.

This is intentional and reflects:

its designation as a natural open water body,
environmental and ecological considerations,
guidance for open-water recreational environments.

Preventative and Management Measures

Water quality is supported through:

controlled access points and defined swim zones,
strict participant numbers and session management,
prohibition of soaps, shampoos, and pollutants,
litter control and site housekeeping,
education of participants on good environmental practice.

Targeted Intervention (When Required)

If monitoring identifies elevated risk, PTP Organisation Ltd may:

temporarily restrict or suspend water access,
increase testing frequency,
consult with Lewisham Council and environmental specialists,
implement non-chemical interventions where appropriate (e.g. aeration support, exclusion zones).

Any intervention is:

risk-assessed,
documented,
time-limited,
communicated clearly to participants.

6. Algal Bloom Management

Blue-green algae (cyanobacteria) is a known seasonal risk in still water bodies.

Management Measures

regular visual and laboratory monitoring,
precautionary closures when thresholds are exceeded,
clear participant communication and signage,
reopening only once conditions are confirmed safe.

PTP Organisation Ltd follows Environment Agency guidance and local authority advice when managing algal risk.

7. Incident and Emergency Response

Where water quality poses a potential risk:

activities are suspended immediately,
the site is secured where required,
Lewisham Council and relevant agencies are notified,
decisions are recorded within operational and safety systems.

Participant welfare and clear communication are prioritised throughout.

8. Roles and Responsibilities

PTP Organisation Ltd

Responsible for:

operational monitoring and decision-making,
participant communication,
implementing temporary controls or closures,
maintaining records and documentation.

London Borough of Lewisham

Responsible for:

landowner oversight,
wider parkland and environmental management,
council-owned infrastructure and monitoring outside PTP’s operational boundary.

9. Communication with Participants

PTP Organisation Ltd ensures that:

water quality information is made available where appropriate,
changes to conditions are communicated promptly,
decisions are explained clearly and transparently,
cancellations or restrictions are managed in line with published policies.

10. Review and Governance

This Water Treatment & Water Management Statement is:

reviewed annually,
updated following changes in environmental conditions, guidance, or site use,
aligned with Lewisham Council policy and environmental standards.

Any material change to management approach triggers:

updated risk assessment,
revised communication materials,
review within PTP governance systems.

11. Statement of Commitment

PTP Organisation Ltd is committed to:

protecting participant health and safety,
respecting the ecological integrity of Beckenham Place Park Lake,
working transparently with Lewisham Council and environmental partners,
operating responsibly within a natural water environment.

Social Value Statement

PTP Organisation Ltd (trading as PTP.org.uk)

This Social Value Statement applies to all activities, services, and operations delivered by PTP Organisation Ltd, trading as PTP.org.uk (“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.
Responsibility for delivering social value through PTP.org.uk rests with PTP Organisation Ltd.

1. Our Commitment to Social Value

PTP Organisation Ltd believes that access to outdoor activity, water safety, and nature-based experiences should be inclusive, fair, and beneficial to the wider community.

We are committed to delivering measurable social value through:

inclusive access to sport and outdoor activity,
improved physical and mental wellbeing,
education, skills development, and employment pathways,
community engagement and partnership working,
responsible environmental stewardship.

Social value is embedded into how we design, deliver, and evaluate our services.

2. Inclusion and Accessibility

We work to reduce barriers to participation by:

offering accessible and adaptive activity options where feasible,
supporting participants with additional needs, including neurodivergent participants and those with disabilities,
providing concessions, subsidised access, or targeted programmes where funding or partnerships allow,
designing sessions that prioritise psychological safety as well as physical safety.

We recognise that inclusion is an ongoing process and commit to continual improvement.

3. Health, Wellbeing, and Blue-Space Access

PTP Organisation Ltd actively promotes the health and wellbeing benefits of outdoor and water-based activity, including:

open-water swimming and paddlesports for physical and mental health,
nature-based activity that supports stress reduction and resilience,
structured, supervised environments that enable safe access to blue spaces.

Where appropriate, we support:

social prescribing initiatives,
wellbeing-focused programmes,
partnerships with health, community, or voluntary organisations.

4. Education, Skills, and Progression

We contribute to skills development and employability through:

accredited and non-accredited training opportunities,
instructor, lifeguard, and leadership development pathways,
mentoring and on-the-job learning,
clear progression routes within the outdoor and watersports sector.

We aim to support:

young people,
career changers,
volunteers seeking development opportunities.

5. Employment and Fair Practice

PTP Organisation Ltd is committed to:

fair and transparent employment practices,
appropriate training and supervision,
inclusive recruitment where possible,
safe, respectful, and supportive working environments.

We expect partners and contractors to uphold equivalent standards.

6. Community Engagement and Partnership

We work collaboratively with:

local authorities and landowners,
schools and youth organisations,
community groups and charities,
governing bodies and sector partners.

Our approach prioritises:

long-term relationships,
local engagement,
shared objectives and outcomes.

7. Environmental and Place-Based Value

Social value is closely linked to environmental responsibility.

PTP Organisation Ltd contributes to place-based value by:

promoting environmental awareness through activity delivery,
encouraging responsible behaviour in natural environments,
supporting site stewardship and care,
aligning with local environmental priorities where possible.

This work is delivered in line with our Environmental Policy and Water Quality Policy.

8. Safeguarding and Safe Participation

We recognise that social value cannot be delivered without safety and trust.

All activities are delivered within:

robust safeguarding frameworks,
clear codes of conduct,
zero-tolerance approaches to abuse, harassment, or discrimination.

This ensures that participation is safe, respectful, and inclusive.

9. Measuring and Reviewing Social Impact

We seek to understand and improve our impact by:

collecting participation and engagement data,
reviewing feedback from participants and partners,
evaluating outcomes against stated objectives,
contributing evidence for funders, councils, and stakeholders where required.

As the organisation develops, we aim to strengthen formal social impact reporting and evaluation frameworks.

10. Governance and Review

This Social Value Statement is:

reviewed periodically,
aligned with organisational strategy and partnerships,
governed by PTP Organisation Ltd within the oversight framework of the PTP Collective.

11. Statement of Intent

Through this Social Value Statement, PTP Organisation Ltd commits to using outdoor activity and access to water as tools for positive social impact, benefiting individuals, communities, and places.

Modern Slavery & Human Trafficking Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all activities, services, and operations delivered by PTP Organisation Ltd, trading as PTP.org.uk(“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance, oversight, and shared systems.
Responsibility for compliance with this policy rests with PTP Organisation Ltd.

1. Policy Statement

PTP Organisation Ltd is committed to preventing modern slavery, forced labour, human trafficking, and exploitation in all aspects of our operations and supply chains.

We have zero tolerance for any form of modern slavery or human trafficking and are committed to acting ethically, transparently, and responsibly in all business relationships.

2. Legal Framework

This policy is informed by and aligned with:

the Modern Slavery Act 2015
the Human Rights Act 1998
relevant UK employment and safeguarding legislation

3. Scope of the Policy

This policy applies to:

all employees, instructors, and coaches;
volunteers and agency staff;
contractors, suppliers, and partners;
any organisation or individual working on behalf of PTP Organisation Ltd.

It applies across all sites, activities, and services delivered under the trading name PTP.org.uk.

4. Our Operations and Supply Chain

PTP Organisation Ltd operates primarily within the UK outdoor, watersports, and wellbeing sector.

Our supply chain may include:

equipment suppliers,
professional service providers,
contractors and freelancers,
training and certification providers,
event and site support services.

While the risk of modern slavery within our direct operations is considered low, we recognise that risks may exist within wider supply chains and remain vigilant.

5. Commitments and Controls

We commit to:

complying with all relevant employment, health and safety, and safeguarding laws;
ensuring all workers have the legal right to work in the UK;
paying staff fairly and in line with applicable wage requirements;
maintaining safe, respectful, and lawful working conditions;
refusing to engage with suppliers or partners who fail to meet acceptable ethical standards.

6. Due Diligence

PTP Organisation Ltd undertakes proportionate due diligence by:

assessing suppliers and contractors where appropriate;
including ethical and legal compliance expectations in agreements;
reserving the right to terminate relationships where concerns arise;
responding promptly to any identified risks or allegations.

7. Training and Awareness

We aim to ensure that relevant staff are aware of:

the signs and indicators of modern slavery and exploitation;
how to raise concerns safely and appropriately;
the organisation’s zero-tolerance position.

Safeguarding and whistleblowing processes are used to support reporting.

8. Reporting Concerns

Anyone who has concerns about modern slavery or human trafficking related to PTP Organisation Ltd’s operations or supply chains is encouraged to report them.

Concerns can be raised:

with a member of staff or management, or
via email to info@ptp.org.uk

Concerns will be taken seriously, handled sensitively, and investigated appropriately.

Where required, concerns may be escalated to relevant authorities.

9. Whistleblowing and Protection

PTP Organisation Ltd supports a culture of openness and accountability.

No individual will be penalised for raising a genuine concern in good faith, even if it later proves to be unfounded.

10. Review and Governance

This policy is:

reviewed annually,
updated in line with changes in legislation or organisational activity,
governed by PTP Organisation Ltd within the oversight framework of the PTP Collective.

11. Statement of Commitment

PTP Organisation Ltd is committed to operating responsibly and ethically, protecting human rights, and playing its part in preventing modern slavery and human trafficking.

Zero Tolerance Policy

PTP Organisation Ltd (trading as PTP.org.uk)

This policy applies to all activities, services, and operations delivered by PTP Organisation Ltd, trading as PTP.org.uk(“PTP”, “we”, “us”, “our”).

PTP Collective is the holding company of PTP Organisation Ltd and provides group-wide governance and oversight.

This policy applies to all individuals involved in or present at PTP activities, including:

staff and instructors
volunteers
customers and participants
spectators and visitors
contractors, suppliers, and partners

1. Policy Statement

PTP Organisation Ltd operates a zero-tolerance approach to:

abuse (verbal, physical, emotional, or psychological),
harassment,
violence or threats of violence,
discrimination, hate speech, or victimisation.

Any behaviour that undermines safety, dignity, or respect will not be tolerated under any circumstances.

This policy exists to protect:

participants,
staff,
volunteers,
partners,
and the wider public.

2. What Zero Tolerance Means

Zero tolerance means that:

unacceptable behaviour will be challenged immediately;
action will be taken without warning where appropriate;
individuals may be removed from site, excluded from activities, or banned;
refunds will not be issued where removal is due to misconduct;
serious incidents may be reported to authorities or regulators.

3. Unacceptable Behaviour

The following behaviours are strictly prohibited:

Abuse

verbal abuse, shouting, intimidation, or threats;
physical aggression or assault;
bullying, coercion, or controlling behaviour.

Harassment

unwanted or inappropriate comments or actions;
sexual harassment or unwanted physical contact;
persistent or targeted behaviour causing distress.

Discrimination

behaviour or language targeting protected characteristics, including but not limited to:
- age,
- disability,
- gender reassignment,
- race, ethnicity, or nationality,
- religion or belief,
- sex,
- sexual orientation.

Violence or Threatening Behaviour

physical violence or attempted violence;
threats of harm to people or property;
behaviour that creates fear or risk.

Hate-Related Conduct

hate speech,
discriminatory jokes or gestures,
symbols or actions intended to intimidate or offend.

4. Expected Standards of Behaviour

All individuals engaging with PTP are expected to:

treat others with respect and dignity;
follow staff instructions at all times;
behave safely and responsibly;
respect differences and personal boundaries;
comply with site rules, safeguarding requirements, and safety procedures.

5. Enforcement and Consequences

Where zero-tolerance behaviour occurs, PTP Organisation Ltd may take one or more of the following actions:

immediate verbal instruction to stop the behaviour;
removal from the activity or site;
termination of a booking, membership, or contract;
permanent or temporary exclusion from future activities;
involvement of police or emergency services;
referral to safeguarding bodies or regulators where appropriate.

PTP Organisation Ltd’s decision on enforcement is final.

6. Safeguarding and Vulnerable Individuals

This policy is closely linked to PTP’s Safeguarding Policy.

Any behaviour that raises safeguarding concerns—particularly involving:

children,
young people,
adults at risk—

will be escalated immediately through safeguarding procedures and, where necessary, to external agencies.

7. Reporting Concerns or Incidents

Concerns or incidents can be reported:

to any member of staff on site, or
via email: info@ptp.org.uk

All reports are:

taken seriously,
handled sensitively,
recorded and reviewed appropriately.

Confidentiality will be respected where possible, but cannot be guaranteed if safety or legal obligations require escalation.

8. Staff Protection and Authority

PTP staff are authorised to:

enforce this policy,
refuse service,
remove individuals from activities or sites where necessary for safety.

Abuse directed at staff will be treated as a serious breach of this policy.

9. Legal and Policy Alignment

This policy aligns with:

the Equality Act 2010,
the Health and Safety at Work Act 1974,
safeguarding legislation and guidance,
PTP’s Safeguarding, Data Protection, and Health & Safety policies.

10. Review and Governance

This Zero Tolerance Policy is:

reviewed annually,
updated following incidents, legal changes, or operational review,
governed by PTP Organisation Ltd within the oversight framework of the PTP Collective.

11. Statement of Commitment

PTP Organisation Ltd is committed to providing environments that are:

safe,
inclusive,
respectful,
free from abuse, harassment, violence, and discrimination.

Failure to uphold these standards will result in decisive action.

How PTP.org.uk Works
within the PTP Collective

Governance, Delivery & Data Responsibilities

This statement explains how PTP.org.uk operates within the wider PTP Collective, and clarifies which legal entities are responsible for service delivery, contracts, and data.

1. The PTP Collective – Group Structure

PTP Collective is the holding company for a group of aligned outdoor, watersports, and lifestyle brands.

The PTP Collective:

provides group-wide governance, oversight, and strategic direction;
sets shared policies, values, and standards;
supports shared systems, branding, and risk management;
does not deliver activities directly to the public.

Operational delivery is undertaken by individual group companies.

2. PTP Organisation Ltd (PTP.org.uk)

PTP Organisation Ltd
Trading name: PTP.org.uk

PTP Organisation Ltd is the operating company responsible for all activities delivered through PTP.org.uk.

PTP Organisation Ltd is responsible for:

Service Delivery

delivery of watersports, swimming, coaching, courses, events, and experiences;
staffing, instruction, supervision, and safety management;
site-specific operations and day-to-day activity management.

Contracts and Bookings

holding all customer contracts and bookings made via PTP.org.uk;
managing memberships, subscriptions, gift cards, and invoices;
issuing terms and conditions relating to services.

Health, Safety, and Safeguarding

risk assessments and operating procedures;
safeguarding frameworks and reporting;
incident, accident, and emergency response.

3. Data Processing and Storage

Data Controller

For all personal data collected through PTP.org.uk (including bookings, memberships, safety records, and communications), the data controller is:

PTP Organisation Ltd

Data Systems

PTP Organisation Ltd uses approved systems (such as booking and safety platforms) to:

process bookings and payments;
manage attendance and staffing ratios;
record health, safety, and safeguarding information;
maintain compliance and audit records.

All data is processed:

in accordance with UK GDPR and the Data Protection Act 2018;
under PTP Organisation Ltd’s Privacy Policy and Data Protection Notice;
with access restricted to authorised personnel only.

PTP Collective does not access personal data unless required for lawful governance, compliance, or audit purposes.

4. Role of the PTP Collective

The PTP Collective:

holds intellectual property and brand strategy at group level;
sets group-wide policies (e.g. safeguarding, environmental standards);
supports governance, risk oversight, and compliance;
facilitates collaboration between group brands.

The PTP Collective does not:

take customer bookings;
deliver activities;
manage day-to-day site operations;
act as the data controller for PTP.org.uk services.

5. Other Brands Within the PTP Collective

The PTP Collective may include additional brands or partner operations, such as:

Embrace Outdoors Equipment (retail and equipment sales),
other lifestyle, apparel, or outdoor-related brands.

Each brand:

operates under its own terms and conditions;
is responsible for its own contracts and customer relationships;
acts as a separate data controller unless explicitly stated otherwise.

Where services or platforms are embedded within PTP.org.uk, this is clearly disclosed through Embedded Partner Policies.

6. Embedded Retail and Platform Relationships

Embedded Retail – Embrace Outdoors Equipment

Where the Embrace Outdoors Equipment shop is embedded within PTP.org.uk:

retail purchases are contracted with Embrace Outdoors Equipment;
activity bookings remain contracted with PTP Organisation Ltd;
data responsibilities are clearly separated and disclosed;
customer service routes are clearly signposted.

Embedded Platforms (e.g. Booking & Safety Systems)

Where third-party platforms are used:

PTP Organisation Ltd remains the data controller;
platforms act as data processors;
use is governed by written agreements and privacy notices.

7. Transparency and Accountability

This structure ensures that:

customers know who they are contracting with;
responsibilities for safety, safeguarding, and data are clear;
partners and regulators can identify accountable organisations;
governance is robust and auditable.

8. Review and Governance

This governance statement is:

reviewed periodically,
updated if group structure or operations change,
approved by PTP Organisation Ltd within the oversight framework of the PTP Collective.

Summary (Plain English)

PTP Collective = holding company and governance
PTP Organisation Ltd (PTP.org.uk) = delivers activities, holds bookings, controls data
Other brands = separate operations with their own contracts
Data and responsibility do not blur across entities

Find Your Flow

Policys

Booking & Services Use

Booking & Services Use

Digital Rights & Content Protection

Legal & Website Use

Data Protection & Privacy

Standards, Safety, Conduct & Impact

Organisational Transparency

General Booking Terms & Conditions

General Booking Terms & Conditions

1. Agreement to Terms

2. Age Requirements

3. Payment and Confirmation

4. Cancellation and Refunds

5. Weather Conditions

6. Late Arrivals

7. Equipment Use

8. Personal Responsibility & Assumption of Risk

9. Health and Fitness

10. Eligibility & Entry Requirements

11. Changes to Terms

Acceptance

Cancellation & Rescheduling Policy

PTP Organisation Ltd (trading as PTP.org.uk)

If You Wish to Cancel or Reschedule Your Session

Rescheduling Options

Up to 48 Hours Before Session Start

Self-Managed Rescheduling (Up to 24 Hours Before Session Start)

Less Than 48 Hours Before Session Start

Within 24 Hours of Session Start

Incorrect Bookings

Group Session Cancellations

Weather Conditions

If We Need to Cancel or Reschedule Your Session

Cancellations by PTP Organisation Ltd

Partial Session Cancellations

Full Session Cancellations

Additional Costs

Winter Subscriptions & Pre-Paid Sessions

Monthly Subscriptions

Pre-Paid Sessions

Acceptance

Late Arrival & No-Show Policy

Late Arrival

If You Arrive Late

Refunds & Credits

No-Show Policy

No-Show Consequences

Exceptional Circumstances

Group, Course & Event Bookings

Safety Priority

Acceptance

Eligibility & Entry Requirements (Age, Ability & Prerequisites)

Eligibility & Entry Requirements

1. General Principle

2. Responsibility of the Booker

3. Age Requirements

4. Ability & Competence Requirements

5. Prerequisite Inductions & Qualifications

6. Health, Fitness & Medical Disclosure

7. On-the-Day Assessment & Refusal

8. Refunds & Rescheduling

9. Group, Course & Event Bookings

10. Acceptance

Participant Responsibilities & Assumption of Risk

Participant Responsibilities & Assumption of Risk

1. Inherent Risk Acknowledgement

2. Personal Responsibility

3. Compliance With Instructions

4. Health, Fitness & Capability

5. Equipment Use & Care

6. Environmental Awareness

7. Assumption of Risk

8. Liability Limitation

9. Removal From Activity

10. Acceptance

Health, Fitness & Medical Disclosure (Participant Declaration)

Health, Fitness & Medical Disclosure

1. Participant Declaration