TERMS & CONDITIONS - RESIDENTIAL COURSES

1. Terms of Booking & Booking Deposit

A place on a course can be booked through our website. By placing a booking with Fresh Tracks Chalet Hosting and Cookery School, the person making the booking and the student agrees to these Terms & Conditions. If you have any questions, please contact us before making a booking.

The person making the booking must be at least 18 years of age. Where a booking is made on behalf of a student by a parent, guardian or other person, the person making the booking is responsible for the booking and for ensuring that these Terms & Conditions are understood and accepted.

Students must be at least 17 years of age, unless otherwise agreed.

At the time of booking, customers may choose one of the following payment options:

Pay in Full

The full course fee is paid at the time of booking. Once payment has been successfully received, the student's place on the selected course will be confirmed. The full course fee includes a non-refundable deposit of £300.

Deposit & Payment Plan

Customers may choose to secure their place by paying a £300 deposit at the time of booking. The deposit is non-refundable, subject to any rights the customer may have under applicable consumer law.

The remaining balance will automatically be divided into two equal instalments:

• the first instalment will be due 12 weeks before the course start date; and

• the second and final instalment will be due 8 weeks before the course start date.

By selecting the Deposit & Payment Plan option and providing payment details at checkout, the customer authorises Fresh Tracks and its payment provider to securely store the necessary payment credentials and automatically charge the same payment method for the two remaining instalments on the scheduled payment dates. The customer does not need to make these payments manually.

The amount and scheduled dates of the instalments will be confirmed as part of the booking/payment plan.

If a scheduled payment cannot be collected, we will contact the customer and request that payment details are updated or the outstanding amount is paid by an alternative method. Failure to make an instalment payment when due may result in the booking being cancelled in accordance with these Terms & Conditions. Balance payments are only refundable under the conditions set-out below.

Customers may contact us at any time if they wish to pay the remaining balance early.

All payments must be received in cleared funds. Any charges incurred by Fresh Tracks as a direct result of a failed, dishonoured or reversed payment may be recoverable from the customer where reasonably incurred and permitted by law.

2. CUstomer Cancellation

Students who need to cancel a booking should contact us as soon as possible. Monies already paid are only returned in accordance with the following conditions;

• Cancellation made 8 weeks or more in advance of arrival date = Balance refund, minus deposit.

• Cancellation made 8 weeks or less of arrival date = Balance refund minus deposit, if, and only if, all places on that week are sold.

• Cancellation made 4 weeks or less of arrival date = No refund issued, full amount of booking due.

A deposit can be transferred on to another course but it is not transferable from student to student. The above charges are to cover time and loss of earnings due to students plans changing, which is no fault of Fresh Tracks.

3. Non-Arrival & Leaving a Course Early

If a student fails to attend the course for whatever reason or is unable to complete the course for reasons outside Fresh Tracks' control, no refund will be provided, and the full course fee will remain due. Customers are therefore strongly advised to obtain appropriate insurance against cancellation for any reason outside their control.

4. Cancellation or Changes by Fresh Tracks

Fresh Tracks will make every reasonable effort to deliver courses as advertised. Fresh Tracks reserves the right to cancel (as a last resort when faced with unavoidable circumstances) and/or make any alterations to courses, dates, fees and accommodation where necessary, at our discretion.

Where Fresh Tracks cancels a course, we will notify affected customers as soon as reasonably possible. In the rare event that we do need to cancel your booking customers will be offered a transfer to another suitable course date; or a full refund of all course fees paid to Fresh Tracks for the cancelled course.

Fresh Tracks cannot be held liable for any other costs already incurred, such as travel expenses, accommodation or other arrangements. Customers are advised to use flexible or refundable travel arrangements and appropriate insurance where possible.

Fresh Tracks requires a minimum of 4 students per week for the course to run. If less than 4 students are booked onto a course then we will offer the student the option to attend a course on a different date or where this is not possible a full refund of any payments already made will be given.

5. Arrival & Departure

Students must arrive and depart at the times communicated by Fresh Tracks for their particular course.

Unless otherwise confirmed:

• Arrival/check-in: from 5:00pm on the scheduled arrival day.

• Departure/check-out: by 2:00pm on the scheduled departure day.

6. Rooming & On-Site Facilities

On booking students will be invited to indicate a preference for sharing a room or private occupancy. Private rooms are limited by availability and are on a first come basis. If sharing, the maximum number of students per bedroom is 2 and are single sex. Their may be a requirement for bathrooms to be shared with other students.

Only the student is allowed to use the property and its facilities, any third party visitors are only allowed access at our express permission.

All students agree to respect the privacy and peace of all other staying guests and students, neighbours and the owners at all times. We reserve the right to cancel a booking with immediate effect if students are not honouring this agreement or causing a disturbance / nuisance to other students, neighbours or the owners.

7. Damages & Lost Property

Students are expected to report, and where appropriate pay for any damages caused during the course. This includes, but is not limited to, breakages, spillages, stains, damage to furniture or fixtures and fittings. Any accidental damages should be reported as soon as possible in order to minimise damage and associated costs. Lost keys will incur a replacement charge per key lost.

Any lost property, if discovered and found, left behind by students during a stay will be held for a period of 1 month. While we will make our best efforts to reunite lost property with their owners we accept no responsibility in replacing lost items and encourage students to ensure they have all their belonging before checking-out. We may offer to post lost items via recorded delivery at the cost of the property owner, otherwise collection can be arranged.

Property belonging to students is brought to Fresh Tracks at their own risk and Fresh Tracks accepts no responsibility for any loss or damage. Fresh Tracks does not accept liability for personal injury except as imposed by statute. Fresh Tracks does not accept responsibility for any injury to any student when not on the property.

8. Chalet Behaviour Rules

Fresh Tracks has a number of chalet behaviour rules which are enforced in the interests of students’ health and safety and are made explicit in full upon the students arrival.  

Students booked on to the course are expected to take an active part in all of the lessons. In the interests of all the students we ask that participants bring a positive attitude to learning. It is understood that every student is aware of the content and purpose of the course as outlined on the website.

Fresh Tracks reserves the right to terminate the training of any student without reimbursement of fees if the student is guilty of unreasonable or improper conduct, or breach of chalet behaviour rules. 

The consumption of alcohol during the course is not prohibited, but it is expected that all students are in a fit state to carry out the course activities in a safe and productive manner. Excessive drinking, and the use of illegal drugs are not permitted at any time, and if students are thought to have been involved in these activities their course will be terminated immediately.  Fees will not be reimbursed under such circumstances.

If a student leaves during a course fees will not be reimbursed.

9. Health, Safety, Allergies & Medical Information

Fresh Tracks takes reasonable steps to provide a safe environment for all students and staff.

Students are required to follow reasonable health and safety instructions given by Fresh Tracks staff and tutors. For safety reasons students are supervised during cooking sessions. During practical kitchen sessions, students must wear suitable clothing and footwear. This includes covered, secure footwear and appropriate clothing for working safely in a kitchen. Long hair must be tied back and jewellery may need to be removed where it creates a hygiene or safety risk.

Students, or their parent or guardian where appropriate, must inform Fresh Tracks before the course of any relevant:

• food allergy or intolerance;

• dietary requirement;

• medical condition;

• disability;

• medication;

• access requirement; or

• other health or welfare information that may reasonably affect the student's safe participation in the course.

Fresh Tracks will make reasonable efforts to accommodate dietary and other requirements where possible. However, because students work in shared teaching kitchens and prepare a wide range of foods, we cannot guarantee an allergen-free environment. If a student has a severe allergy or another condition that could significantly affect their participation, please contact us before booking so that we can discuss whether appropriate arrangements can reasonably be made.

Students are responsible for bringing and managing any medication they require unless alternative arrangements have been specifically agreed.

10. Students Under 18 & Safeguarding

Appropriate provision is made for the safeguarding of students under the age of 18 within the organisation and accommodation provided. There is a safeguarding policy in place, which specifies procedures to ensure the safety and well-being of all students under the age of 18. 

Bookings for students under 18 must normally be made or authorised by a parent or legal guardian. Parents or guardians must provide accurate emergency contact, medical and other relevant information requested by Fresh Tracks.

Fresh Tracks staff working with students are expected to comply with our safeguarding policies and procedures. A code of conduct policy and training is provided for all staff dealing with students.

11. Future Employment & Course Outcomes

Completion of a Fresh Tracks course does not guarantee employment.

Fresh Tracks may provide students with guidance, training and support intended to improve their prospects of obtaining suitable employment, but recruitment decisions are made independently by employers.

Students remain responsible for their own applications, interviews, eligibility to work and employment decisions.

Similarly, participation in a Fresh Tracks course does not guarantee any particular qualification, assessment outcome or Duke of Edinburgh's Award outcome unless expressly stated otherwise.

12. Other Activities & Free Time

Some periods during the residential course may be designated as free time. Students may choose to undertake activities during their free time that are not organised, provided or supervised by Fresh Tracks.

Where a student independently books an activity with another provider, the contract for that activity is between the student and the relevant provider and will be subject to that provider's own terms, conditions and insurance arrangements. Any leisure activity of choice undertaken by the student with a local leisure providers is chosen and paid for separately by the student and all liability is undertaken with the leisure provider. 

We accept no responsibility or liability for activities undertaken in students own time during the course. Students take part at their own risk. Students are responsible for making sensible decisions about activities undertaken during their free time and should consider their own ability, health, safety and insurance arrangements.

13. Wi-Fi Usage Policy

Where Wi-Fi is available, students are expected to use the internet reasonably, lawfully and in a way that does not adversely affect other users.

Students must not use Fresh Tracks' internet connection for illegal activity or to access, upload or distribute unlawful material. Access to illegal activity or use of our network for illegal activity may be reported to local authorities.

Availability and speed of Wi-Fi cannot be guaranteed. Fresh Tracks may take reasonable steps to manage network usage where necessary to maintain service, security or safety.

14. Smoking & Vaping

Smoking and vaping are not permitted inside Fresh Tracks accommodation or teaching venues.

Where smoking or vaping is permitted, it must take place only in designated outdoor areas and in accordance with applicable law and property rules.

15. Parking

Where on-site parking is available, students must park only in designated areas and follow any instructions provided by Fresh Tracks. Students remain responsible for their own vehicles and belongings left in vehicles and accept that they park their vehicles at their own risk.

Nothing in these Terms & Conditions excludes liability that cannot lawfully be excluded.

16. Photography, Video & marketing

Fresh Tracks may take photographs or video during residential courses for purposes including recording course activities and promoting Fresh Tracks.

We respect students' preferences regarding the use of identifiable photographs or video for marketing purposes.

Students, or a parent or guardian where appropriate, will be given an opportunity to tell us if they do not wish identifiable photographs or video of the student to be used for promotional purposes.

Where a student has opted out, we will take reasonable steps to ensure that identifiable images of that student are not deliberately used in Fresh Tracks marketing.

Students can contact us at any time if they have questions or concerns about the use of an image.

17. Your Personal Details & Privacy

Fresh Tracks collects and processes personal information required to administer bookings, take payments, provide residential accommodation, deliver courses, meet safeguarding and legal obligations and communicate with students and customers. This may include information relating to the person making the booking as well as the student attending.

Where necessary for the safe delivery of a residential course, we may also collect relevant health, dietary, allergy, medical, emergency contact or safeguarding information.

Personal information will be handled in accordance with applicable UK data protection law and our Privacy Policy.

Information may be shared with third parties where reasonably necessary to provide the course or process the booking, including payment processors, accommodation providers or other service providers, or where disclosure is required by law.

Please refer to the Fresh Tracks Privacy Policy which you can read here for further information about how personal information is collected, stored and used.

18. Events Outside Our Reasonable Control

Fresh Tracks will not be responsible for failure or delay in performing its obligations where this is caused by circumstances genuinely outside our reasonable control. Such circumstances may include severe weather, natural disasters, fire, flooding, significant transport disruption, government restrictions, public health emergencies or other comparable events. If such circumstances materially affect a course, we will contact affected customers as soon as reasonably possible and take reasonable steps to minimise disruption.

Where a course cannot be provided, the customer's rights will depend on the circumstances and applicable consumer law.

19. Complaints

We want students to have a positive experience with Fresh Tracks. If a student has a concern during a course, they should raise it with a Fresh Tracks tutor or member of staff as soon as possible so that we have an opportunity to resolve it. If the issue cannot be resolved during the course, the person responsible for the booking should contact Fresh Tracks in writing, providing reasonable details of the complaint.

We will investigate complaints fairly and respond within a reasonable period.

Updated: August 2026