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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:

1. Expedition Services:

WellFounded, in collaboration with Polar Guides ("the Supplier"), will provide:

1. Pre-expedition briefings and preparation guidance
2. Expedition logistics and accommodation
3. Risk assessment and health & safety protocols
4. Participant health screening and equipment guidance
5. Training and guiding on cross-country skiing and polar navigation
6. Group tents, stoves, meals, sleds, harnesses, and safety equipment (as applicable)
7. Expedition sleeping system (bag, liner, mat, over-bag)
8. Ski boots and skis for all participants
9. 3 nights hotel accommodation in Finse
10. Participant requirements:

Participants will be responsible for:

1. Personal travel to and from Finse, ensuring plenty of time to align with the expedition schedule.
2. Complying with clothing and equipment requirements as advised by our expert guides.
3. 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.
4. Maintaining appropriate behaviour and respect for the group, the environment, and local customs.
5. Insurance requirements:

You confirm that you will maintain a comprehensive insurance policy from the point of booking, covering:

1. 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.
2. Emergency medical treatment, including for pre-existing conditions
3. Evacuation and repatriation (including helicopter retrieval)
4. Personal liability
5. 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.

4. Participant Suitability

Participants will be screened to ensure they are physically and mentally suitable for cold-weather expeditions. This includes a review of:

1. Medical history (via forms)
2. Fitness and preparedness
3. Personal equipment

You confirm:

1. that you will disclose all relevant health conditions through the required medical forms
2. that you are physically and mentally capable of participating in the Expedition
3. 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. 

5. Health & Safety

The Expedition involves physical exertion in extreme weather conditions. You accept and agree that:

1. There are inherent risks including but not limited to cold injury, physical injury, illness, or delayed rescue.
2. You voluntarily accept these risks and agree to follow all guidance to mitigate them.
3. All expeditions will follow current best practices in polar safety and risk management.
4. The guide team will make real-time decisions about logistics, weather and safety.
5. 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. 
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
12. 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.
13. You will use all equipment as instructed.
14. Reimburse WellFounded or its suppliers for any loss or damage caused by your negligence, wilful misconduct, or failure to follow reasonable safety instructions.
15. Replace damaged items at their reasonable replacement cost.
16. Cancellation & Deposit Policy
    1. A third of the fees will be required as a non-refundable deposit on booking or at least 230 days prior to the start of the trip.
    2. Two further deposits of a third of the fees will be required at least 120 days and 60 days prior to the start of the trip.
    3. As planning costs are incurred from the point of booking, if you cancel or withdraw:
       1. More than 90 days ahead of the trip: 50% of the fees paid will be refunded
       2. Between 90 and 60 days ahead of the trip: you will receive a 25% refund
       3. Less than 60 days ahead of the trip: no refund is available
    4. If WellFounded or Polar Guides must cancel due to safety, weather, or force majeure, a full or partial refund will be discussed depending on the timing and circumstances.
17. Data Protection

Your personal data will be processed by WellFounded in accordance with the UK GDPR. We will:

1. Only collect and use data necessary for the safe and efficient running of the Expedition
2. Keep your data secure and confidential
3. Retain your data only for as long as necessary for safety, administration, and legal compliance
4. Latest version: https://wellfounded.health/privacy-notice
5. 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. 

9. 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:

1. you acknowledge that you have read, understood, and agree to these Terms and Conditions;
2. you confirm that you have read and agreed to our Privacy Policy, and that you are authorised to provide us with the personal details of all individuals named in the booking, including next of kin. This encompasses any special categories of data, such as health conditions, disabilities, or dietary requirements;