Scroll down for different experiences' Terms and Conditions:
A) TERMS SPECIFICALLY APPLICABLE TO LEADERS IN HEALTH SUMMIT:
1. General
1.1 These Terms & Conditions (“T&Cs”) govern attendance at the Leaders in Health Summit (“Event”), to be held in London, UK.
1.2 By registering for a ticket, you agree to be bound by these T&Cs.
2. Tickets & Attendance Commitment
2.1 Attendance at the Event is free of charge for invited guests, courtesy of our sponsors and patrons.
2.2 By accepting a ticket, you agree to commit to attending the full day programme (09:00–16:00).
2.3 The optional breakfast session (08:00) and after-summit drinks mixer are not mandatory, but we request full participation in the core agenda.
2.4 If you are no longer able to attend, you must notify the organisers team@wellfounded.health as soon as possible so your place can be reallocated.
3. Venue & Health & Safety
3.1 The Event will take place at HAVAS KX, who have generously provided the venue.
3.2 All attendees must comply with HAVAS KX’s health, safety, and security policies while on site.
3.3 The organisers reserve the right to deny entry or request removal of any attendee who does not comply with these policies.
4. Programme & Content
4.1 The organisers reserve the right to alter the Event agenda, speakers, or format at their discretion.
4.2 The views expressed by speakers or participants are their own and do not necessarily reflect those of the organisers, sponsors, or patrons.
5. Data Processing & Privacy
5.1 By registering, you consent to the organisers processing your personal data in accordance with applicable data protection laws.
5.2 Data will be used strictly for the purposes of managing your attendance, providing event updates, and post-event communications.
5.3 Contact details will not be shared with third parties except where necessary for event delivery (e.g., venue security or catering requirements).
5.4 You may request deletion of your data at any time by contacting the organisers.
6. Photography, Filming & Media
6.1 The Event may be recorded and/or photographed for documentation and promotional purposes.
6.2 By attending, you consent to the use of your image and likeness in Event-related media, unless you notify the organisers in advance.
7. Liability
7.1 Attendance at the Event is at your own risk.
7.2 The organisers accept no liability for loss, damage, injury, or expenses sustained in connection with the Event, except as required by law.
7.3 The organisers are not responsible for the personal belongings of attendees.
8. Governing Law
8.1 These T&Cs shall be governed by and construed in accordance with the laws of England and Wales.
8.2 Any disputes arising under these T&Cs shall be subject to the exclusive jurisdiction of the English courts.
B) TERMS SPECIFICALLY APPLICABLE TO THE POLAR LEADERSHIP EXPEDITION
Polar Expedition Leadership Challenge
Terms & Conditions
These Terms and Conditions outline the key elements you need to know as a participant in the WellFounded Polar Expedition Training and Leadership Course, scheduled for March 14–26, 2026 in Finse, Norway.
Please read them carefully before committing to your place on the trip.
This Agreement is between you, the participant ("Participant"), and WellFounded Health Ltd. ("WellFounded"), a UK-based provider of executive health, human performance optimisation and experiential services. This Agreement sets out the terms and conditions applicable to your participation in the WellFounded Polar Expedition Training and Leadership Course ("the Expedition") taking place in Finse, Norway, in March 2026. In these Booking Conditions references to "you" and "your" include the named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.
By making a booking, the named person on the booking agrees on behalf of all persons detailed on the booking that:
Expedition Services:
WellFounded, in collaboration with Polar Guides ("the Supplier"), will provide:
Pre-expedition briefings and preparation guidance
Expedition logistics and accommodation
Risk assessment and health & safety protocols
Participant health screening and equipment guidance
Training and guiding on cross-country skiing and polar navigation
Group tents, stoves, meals, sleds, harnesses, and safety equipment (as applicable)
Expedition sleeping system (bag, liner, mat, over-bag)
Ski boots and skis for all participants
3 nights hotel accommodation in Finse
Participant requirements:
Participants will be responsible for:
Personal travel to and from Finse, ensuring plenty of time to align with the expedition schedule.
Complying with clothing and equipment requirements as advised by our expert guides.
Participating in safety briefings, health screening and following all instructions from expedition staff. There will be one joint video call briefing and Q&A per trip. Please make every effort to attend.
Maintaining appropriate behaviour and respect for the group, the environment, and local customs.
Insurance requirements:
You confirm that you will maintain a comprehensive insurance policy from the point of booking, covering:
Winter sports, including skiing - Please ensure that the travel insurance policy you purchase provides an adequate level of protection for your trip as these activities are sometimes not covered under standard insurance policies.
Emergency medical treatment, including for pre-existing conditions
Evacuation and repatriation (including helicopter retrieval)
Personal liability
Trip cancellation, curtailment or interruption due to illness, injury, or force majeure
You acknowledge that participation is conditional on proof of insurance, if requested, being provided to WellFounded no later than 30 days before the start of the Expedition. Failure to do so may result in removal from the trip with no refund. If you choose to travel without adequate insurance cover, we will not be liable for any losses however arising, in respect of which insurance cover would otherwise have been available.
Participant Suitability
Participants will be screened to ensure they are physically and mentally suitable for cold-weather expeditions. This includes a review of:
Medical history (via forms)
Fitness and preparedness
Personal equipment
You confirm:
that you will disclose all relevant health conditions through the required medical forms
that you are physically and mentally capable of participating in the Expedition
that you will notify WellFounded of any change in your health status prior to departure
We may require you to produce a doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will issue a refund.
Health & Safety
The Expedition involves physical exertion in extreme weather conditions. You accept and agree that:
There are inherent risks including but not limited to cold injury, physical injury, illness, or delayed rescue.
You voluntarily accept these risks and agree to follow all guidance to mitigate them.
All expeditions will follow current best practices in polar safety and risk management.
The guide team will make real-time decisions about logistics, weather and safety.
Other than in clause 5.iv above, if the expedition group as a whole chooses to make changes to the itinerary of the expedition, with the guides’ approval, neither WellFounded, nor Polar Guides will be able to cover any additional costs.
If a participant is unable to complete the expedition, whether by personal choice or at the direction of the guides, alternative arrangements may be offered where feasible but cannot be guaranteed.
If you are unable to complete the expedition or choose to withdraw while the rest of the group continues as planned, you will be responsible for arranging and covering the cost of any local accommodation or onward travel.
We are not able to refund unused travel arrangements or any portion of the expedition that you do not complete, unless the reason for your early return relates to a failure in the services provided.
If you choose to end your expedition early and there is no reasonable issue with the accommodation or arrangements, we are not able to offer a refund or cover any additional costs you may incur.
Depending on your circumstances, you may be able to claim for curtailment through your travel insurance. We recommend submitting any claim directly to your insurer.
It is the final decision of the guide/ guides as to whether a client is able to continue on a challenge. This could be for a variety of reasons, not limited to, but including: physical inability to complete the challenge, client behaviour, poor weather/conditions.
Any participant whose actions endanger others or the integrity of the trip may be removed at the discretion of the expedition leaders, with no refund.
m. You will use all equipment as instructed.
Reimburse WellFounded or its suppliers for any loss or damage caused by your negligence, wilful misconduct, or failure to follow reasonable safety instructions.
Replace damaged items at their reasonable replacement cost.
Data Protection
Your personal data will be processed by WellFounded in accordance with the UK GDPR. We will:
Force Majeure
In the event of situations beyond our control, including but not exclusive to: warfare and acts of terrorism (and threat thereof), civil strife, epidemics, pandemics, significant risks to human health such as the outbreak of serious disease at the travel destination (including the ongoing effects of Covid-19) or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned’s control, we may postpone or cancel the trip. Whilst we will endeavour to provide suitable alternative arrangements or refunds where possible, we will not be liable to pay you any compensation and this should be included as a condition of your insurance.
Disputes
These Terms & Conditions, and any agreement to which they apply, are governed in all respects by English law. Both parties agree that any dispute, claim, or other matter arising between us out of or in connection with your contract or booking will be dealt with exclusively by the Courts of England and Wales. In the rare event of a dispute, WellFounded and participants agree to first seek resolution through discussion, and then through independent mediation if necessary.
By confirming your participation and making your booking:
TERMS SPECIFICALLY APPLICABLE TO LEADERS IN HEALTH SUMMIT:
Experience ticket and order confirmation will always be sent to the email address provided.
Responsibility for the experience ticket passes to you as the consumer at the time you receive the ticket.
Once you have booked an experience, the experience ticket will always be sent to the email address provided. If you do not receive an email, you should first check whether our email has ended up in your junk email or promotions folder. If it is not there, you can contact us directly for help.
Responsibility for the experience ticket passes to you as a consumer at the time you receive the ticket by email, and you should therefore check as soon as possible whether the contents of the email and the experience ticket match the order and order confirmation.
Leaders in Health Summit tickets are free.
However, any paid-for WellFounded experiences are normally quoted in Sterling and include VAT. Exceptions are experiences which, based on their content and nature, are exempt from VAT in accordance with the rules of the VAT Act.
Price and printing errors
We reserve the right to cancel the order if there is a material and/or manifest error on our website, social media, newsletters and other mailings. We reserve the right to cancel the order.
If you choose to cancel:
Before 18 November 2024: If you are cancelling your seat at the Summit before 18 November 2024, you will be asked to do so by clicking on the 'cancel my booking' button via your original booking receipt email. There will be no charge.
After 18 November 2024: You will not be able to cancel your seat online, via the 'cancel my booking' button after 19 November 2024. Be aware, that this Summit costs a lot to put on and is only possible in part to generous funders. Please email team@wellfounded.health and a Summit organiser will call you back to assess your cancellation requirements.
On the day: If something unpredictable has occurred immediately before or on the day of the Summit (e.g. illness), please contact team@wellfounded.health so they know that you are not attending. If we do not receive an explanation for your absence, we will not extend invitations to future conferences or events hosted by HAVAS x WellFounded, and we reserve the right to recover any applicable charges from the day.
Your safety and wellbeing are our priority. Should adverse weather or travel issues make it difficult to arrive or stay at the Summit's venue, the Summit organisers will contact you with updates via email & SMS. With any unforeseen events where there is no choice but to cancel, the Summit organisers will arrange another date for the Summit. Again, you will be contacted by the team by phone/SMS and then by email.
If the Summit organisers choose to cancel due to too few attendees, scheduling errors or the like, the cancellation must be made no later than 5 days before the start of the Summit.
Any further questions regarding cancellations please feel free to email us at summit@wellfounded.health
Please arrive at least 5 minutes before the start time of Summit. Upon arrival allow time to be booked in by one of the Summit organising team members, and please pick up your name badge from the HAVAS reception area. You may need to have your original booking receipt email for reference.
Personal information
When you book a seat at the Summit, we need the following information:
Name.
We carry out the registration of your personal data for the purpose of delivering the goods to you. We ask for your phone number in order to be able to provide you with a communications cover in case of Summit logistical updates or regarding unforeseen circumstances.
The personal data is registered with WellFounded and stored for five years, after which the data is deleted. When personal data is collected through our website, we ensure that it is always done by giving your explicit consent, so that you are informed about what information is being collected and why.
We do not store and transmit customer information via encrypted format. Information provided to WellFounded is not disclosed or sold, and we do not record any sensitive information on Summit attendees. As a registered customer of WellFounded, you always have the right to object to the registration and you have the right to access what information is registered about you. You have these rights according to the Personal Data Act and inquiries in connection with this are addressed to WellFounded by e-mail.
In connection with purchases, identity and transaction information is stored in accordance with the legislation in force at all times.
If your information is incorrect, incomplete or irrelevant, you have the right to have it corrected or deleted.
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Log Statistics
WellFounded uses log statistics, which collect information that can provide a picture of how many visitors we have, where they come from, and where on the website it leaves. Log statistics are used only for the purpose of optimising WellFounded