Terms
Terms & Conditions of Use
Operated under the auspices of the Perth Diocesan Trustees.
These Terms and Conditions of Use ("Terms") govern all bookings, accommodation, activities and use of the Swan Valley Adventure Centre (SVAC).
By confirming a booking, the Hirer enters into a legally binding agreement with SVAC and acknowledges that they have read and understood these Terms.
1. Definitions
In these Terms:
SVAC means Swan Valley Adventure Centre, operated under the auspices of the Perth Diocesan Trustees.
Hirer means the person or entity making the booking.
Booking Advice means the written confirmation issued by SVAC outlining booking details, rates, charges and conditions.
Site means all land, buildings, accommodation, facilities, equipment, activity areas, roads, car parks and infrastructure operated by SVAC.
Booking Period means the agreed dates and times of use of the Site.
Participant means any person attending, visiting or participating in activities under the Hirer's booking.
2. Bookings
2.1 Booking Requests
All booking enquiries must be submitted via the SVAC website or through approved SVAC booking channels.
2.2 Booking Confirmation
A booking is not confirmed until:
a) the Hirer has accepted the Booking Advice; and
b) the required deposit has been received by SVAC.
2.3 Minimum Charges
Accommodation:
Camp House – minimum charge equivalent to 20 persons.
Grevillea House – minimum charge equivalent to 10 persons.
Catering:
Minimum charge equivalent to 20 participants at each meal.
Activity Groups:
Minimum charge equivalent to 16 participants.
2.4 Minimum Stay
During school terms, a minimum two-night stay applies unless otherwise approved in writing by SVAC Management.
2.5 Allocation of Facilities
Accommodation, conference rooms, activity areas and facilities are allocated subject to availability and operational requirements.
SVAC reserves the right to reallocate accommodation, facilities or activity spaces where reasonably required for operational purposes.
3. Deposits and Payment
3.1 Deposit Requirements
A deposit is payable upon acceptance of the Booking Advice.
3.2 Booking Acceptance
Booking forms and deposits must be returned within fourteen (14) days unless otherwise specified.
SVAC reserves the right to release unconfirmed bookings without notice.
3.3 Final Payment
Unless otherwise agreed in writing, final payment is due either prior to arrival or at the conclusion of the Booking Period, as specified in the Booking Advice issued by SVAC.
3.4 Attendance-Based Charges
The final invoice will be calculated based on actual attendance at the agreed rates, subject to minimum booking charges.
3.5 Minimum Charges
Where attendance falls below the agreed minimum numbers, the Hirer agrees to pay the applicable minimum charge.
3.6 Additional Charges
SVAC may issue additional invoices for:
a) damage, breakage or loss; excessive cleaning; waste removal; additional services requested; emergency call-outs; breaches of these Terms.
3.7 Payment Prior to Arrival
Where required by SVAC, payment must be received prior to arrival, failing which SVAC may deny access to the Site.
SVAC reserves the right to withhold keys, accommodation access, activities or site access until payment has been received or a satisfactory remittance advice has been provided (schools excepted).
3.8 Late Payment
SVAC reserves the right to charge interest on overdue amounts and recover collection costs where permitted by law.
4. Security Bond
4.1 Security Requirement
SVAC may require a security bond at its discretion.
4.2 Form of Security
Security may be provided by credit card pre-authorisation or another approved method.
4.3 Use of Bond
The bond may be applied towards:
a) damage or loss; outstanding invoices; excessive cleaning; rubbish removal; breaches of these Terms.
4.4 Refund
Any remaining balance will be refunded within fourteen (14) days of departure.
5. Last-Minute Bookings
Bookings made within ten (10) business days of the event require full non-refundable payment at the time of booking.
6. Final Details
6.1 Information Required
Final details including participant numbers, dietary requirements, accommodation allocations, room configurations, activity selections and equipment requirements must be submitted in writing no later than three (3) weeks prior to arrival and will form the basis of invoicing.
6.2 Invoice Basis
The final invoice will be based on confirmed numbers and requirements supplied at this deadline.
6.3 Changes After Deadline
No refunds will be provided for reductions after this deadline.
6.4 Overdue Accounts
Failure to pay invoices when due may result in cancellation of the booking.
7. Cancellations
Cancellation requests must be made in writing by the Hirer.
7.1 More Than Three Month’s Notice
Cancellations made more than three months before arrival may be eligible for a deposit refund at the discretion of SVAC Management.
7.2 Within Three Months
Cancellations within three months will result in forfeiture of the deposit.
7.3 After Final Invoice
Cancellations after the final invoice has been issued require payment of the full booking amount.
7.4 Exclusive Site Bookings
Exclusive or whole-site bookings cancelled within six months will result in forfeiture of the deposit.
8. Refunds and Force Majeure
SVAC will not be liable for failure to perform its obligations where such failure results from circumstances beyond its reasonable control including:
severe weather; bushfire; flood; natural disaster; public health orders; utility failures; government restrictions; industrial disputes; force majeure events.
Unfavourable weather, travel delays or late arrivals do not entitle the Hirer to a refund.
Where activities cannot proceed safely, SVAC may:
provide alternative activities; reschedule activities; reschedule the booking.
Refunds beyond those required by law, including the Australian Consumer Law, remain at the discretion of SVAC.
9. Rates and Price Variations
Quoted rates are subject to change prior to booking confirmation.
SVAC reserves the right to adjust rates due to wage increases, fuel costs, supplier price increases, utility costs, operational cost increases etc.
SVAC's E-Commerce Policy applies to all online transactions.
10. Health and Safety
While SVAC implements appropriate risk management systems, participation in activities involves inherent risks which cannot be eliminated.
10.1 Participation and acknowledgement of risk
The Hirer understands and acknowledges that participating in indoor, outdoor and adventure activities with SVAC involves inherent risks, which may include risks in environmental, terrain, flora and fauna, water based, adventure activity, equipment, building and facility, food and catering, medical, human factors, vehicle and traffic, emergency, biological, and security.
The Hirer understands that, while SVAC takes all reasonable steps to provide a safe environment through qualified staff, risk management procedures, safety equipment and activity supervision, it is not possible to eliminate all risks associated with participation.
The Hirer must ensure that all participants have signed the Personal Risk Waiver Form acknowledging the risks of participating in indoor, outdoor and adventure activities with SVAC, both known and unknown, and voluntarily choose to participate in the activities.
10.2 Illness
Participants must not attend if they:
are subject to isolation requirements or,
are experiencing contagious symptoms or,
may place others at risk.
10.3 Medical Conditions
Participants who are pregnant or who have medical conditions that may affect participation should seek medical advice and notify SVAC where activities may present additional risks.
10.4 Safety Directions
All participants must comply with lawful directions issued by SVAC staff. Failure to do so may result in removal from activities or the Site.
11. Catering
11.1 Catering Arrangements
SVAC camp houses are not designed for self-catering.
Light snacks and refreshments are permitted.
School lunches and snacks for day activity bookings may be brought onsite.
Groups hiring the Camp Kitchen may prepare and serve meals within that facility (maximum 40 guests).
Unless otherwise advised before final details are due, catering will be charged according to SVAC's default catering package:
Breakfast – Continental
Lunch – Healthy Home Style
Dinner – Dinner Menu
11.2 Self-Catering Surcharge
Groups choosing not to utilise SVAC catering services will incur a daily cleaning and rubbish disposal surcharge.
12. Activities
12.1 Supervision
Activities may only be conducted by trained SVAC staff, or approved external providers authorised by SVAC.
12.2 Third-Party Providers
No third-party instructor, contractor, entertainer, facilitator or activity provider may operate on the Site without prior written approval from SVAC.
12.3 Activity Rules
Participants must:
have completed the Personal Risk Waiver Form before participating in any activities conducted by Swan Valley Adventure Centre (SVAC);
participants who fail to complete the Personal Risk Waiver Form will not be allowed to participate in any activities conducted by Swan Valley Adventure Centre (SVAC);
arrive at least 15 minutes prior to start time of the first activity session;
wear suitable clothing; wear enclosed footwear;
apply SunSmart practices;
bring appropriate spare clothing, water bottles and personal medications as required.
12.4 Environmental Risks
Activities occur in natural outdoor environments and involve inherent risks.
12.5 Activity Changes
SVAC reserves the right to modify, substitute, postpone, suspend or cancel activities where safety concerns arise.
All decisions of SVAC Activity Management are final.
13. Duty of Care and Supervision
13.1 Induction
Upon arrival, the Hirer or group leader will participate in an induction conducted by either the Bookings Team during check-in or the Activities Team as part of the activity and safety briefing.
13.2 Group Responsibility
The Hirer acknowledges that:
SVAC remains responsible for the safety of participants during staffed activities; and
the Hirer is responsible for the supervision, conduct, and welfare of participants during non-SVAC-staffed activities.
13.3 Child Safety Commitment
SVAC is committed to providing a safe environment for children and young people.
All staff engaged in child-related work are required to maintain appropriate Working With Children Checks and any other screening requirements required by law.
The Hirer remains responsible for maintaining appropriate supervision ratios for minors and ensuring compliance with all applicable child safety obligations.
13.4 Emergencies
All emergencies must be reported immediately to SVAC staff or the Duty Manager.
14. Accommodation Conditions
14.1 Standard Times
Check-in: 3:00pm Check-out: 9:00am
Late arrivals or departures may incur additional charges.
14.2 Linen
Unless otherwise specified, accommodation includes fitted sheets only.
Guests must provide their own sleeping bag, pillow and towel unless a linen package has been purchased.
14.3 Property Care
Accommodation and Meeting Rooms must be left in a clean and tidy condition.
Additional cleaning charges may apply where excessive cleaning is required.
14.4 Personal Property
SVAC accepts no responsibility for loss, theft or damage to personal property.
Lost property will be retained for a reasonable period before disposal or donation.
15. Pool Use
Pool use is subject to all posted pool rules (refer ‘Resources’ on the SVAC website), warnings and signage.
The Hirer must ensure that participants using the pool are supervised by appropriately qualified personnel at all times.
SVAC reserves the right to close the pool at any time for safety, maintenance or operational reasons.
16. Behaviour and Site Conduct
SVAC may immediately terminate a booking where there is a serious breach of these Terms or any risk to safety i.e. unsafe, unlawful, abusive, disruptive, threatening.
No refund will be provided where removal occurs due to misconduct.
17. General Site Rules
Participants must comply with all Site rules relating to:
alcohol and drugs;
smoking and vaping;
noise;
fire safety;
pool use;
environmental protection;
security and access;
property care.
Emergency exits must remain clear at all times.
Fire equipment must not be tampered with.
Unauthorised fires, candles, fireworks and open flames are prohibited.
False fire alarms may incur a minimum charge of $300 plus any charges imposed by the Department of Fire and Emergency Services.
18. Insurance
SVAC maintains appropriate insurance for its operations.
The Hirer must obtain and maintain general public and product liability insurance appropriate to the nature, size and purpose of the booking and any activities undertaken at SVAC, to a limit of not less than $10,000,000 for any one occurrence and provide SVAC with a valid Certificate of Currency upon request.
SVAC reserves the right to require additional insurance or higher limits of indemnity where the proposed use, activities or event present a greater level of risk.
SVAC may require evidence of public liability insurance from corporate, sporting or community groups.
19. Privacy
19.1 Privacy Commitment
SVAC respects the privacy of individuals and is committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
19.2 Collection of Personal Information
SVAC may collect, use, store and disclose personal information reasonably required to administer bookings, accommodation, activities, catering and related services.
This information may include:
names and contact details;
organisation or school details;
emergency contact information;
medical, accessibility and dietary information;
payment and billing information;
participant details;
feedback and survey responses; and
any other information reasonably required to provide services or meet legal obligations.
Personal information may be collected directly from individuals, through booking systems, registration forms, websites, group organisers, schools, authorised representatives or third parties involved in the delivery of services.
19.3 Purpose of Collection
Information may be collected, used and disclosed for:
booking administration;
participant safety and welfare;
emergency management;
activity delivery;
catering requirements;
invoicing and payments;
insurance and legal obligations;
service improvement;
responding to enquiries;
communicating important operational, safety or booking information and
providing information regarding SVAC programs, services and events where appropriate.
19.4 Disclosure
Information may be disclosed where reasonably necessary to:
employees and activity staff; contractors and service providers; insurers; professional advisers; emergency services; medical personnel; government authorities; or any other party where disclosure is required or authorised by law.
19.5 Storage and Security
SVAC takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure through physical, electronic and administrative safeguards.
19.6 Access, Correction and Complaints
Individuals may request access to, or correction of personal information held by SVAC and may submit privacy-related complaints in accordance with applicable privacy legislation and SVAC's Privacy Policy.
19.7 Website Information
The SVAC website may collect non-identifiable website usage information, including browser type, operating system, referring websites and pages visited, to assist in improving website functionality and services.
The SVAC website may utilise cookies and other technologies to improve user experience and website performance.
19.8 Privacy Policy
SVAC's Privacy Policy, as amended from time to time, forms part of these Terms and is available on the SVAC website.
20. Photography, Video Recording and Media Consent
20.1 Media Collection
SVAC may photograph, film or otherwise record activities, events and programs conducted on the Site for promotional, educational, training, operational or marketing purposes.
20.2 Voluntary Consent
Media consent is voluntary.
A participant's decision to grant or decline media consent will not affect their ability to participate in activities, programs or services provided by SVAC.
Where required, participants will be provided with the opportunity to grant or decline media consent through registration forms, Personal Risk Waivers or other approved consent processes.
20.3 Use of Media
Where consent has been provided, images and recordings may be used by SVAC, the Perth Diocesan Trustees and associated entities in:
websites; social media platforms; brochures; newsletters; publications; presentations; educational resources; advertising; promotional materials; and other communication channels.
20.4 Identification
Unless separate consent has been obtained or disclosure is otherwise authorised by law, participant names will not be published in connection with photographs, video recordings or other media.
20.5 Withdrawal of Consent
Consent may be withdrawn at any time by written notice to SVAC.
Withdrawal will apply to future use of media where reasonably practicable but will not require the removal of materials already published, distributed or produced prior to receipt of the notice.
20.6 Respectful Use
SVAC will take reasonable steps to ensure photographs and recordings are used respectfully, appropriately and in a manner consistent with the consent provided.
20.7 Group Bookings
Where bookings are made by schools, churches, community organisations, sporting groups or other entities, the Hirer warrants that all necessary permissions and consents have been obtained from participants, parents or guardians where required.
21. Limitation of Liability
To the maximum extent permitted by law, SVAC excludes all liability for any loss, damage, injury, expense or claim arising from attendance at the Site, participation in activities, use of facilities, accommodation or catering services except where liability cannot be excluded under applicable law, including the Australian Consumer Law.
Nothing in these Terms excludes, restricts or modifies any rights under the Competition and Consumer Act 2010 (Cth).
22. Indemnity
The Hirer indemnifies and holds harmless SVAC, its officers, employees, volunteers and authorised representatives from and against any claim, loss, liability, damage, cost or expense (including reasonable legal costs) to the extent caused by:
a) any act or omission of the Hirer;
b) any act or omission of the Hirer's Participants, guests, invitees, employees, contractors or agents;
c) any breach of these Terms and Conditions by the Hirer or the Hirer's Participants; or
d) any loss of or damage to property, or injury to any person, arising from the Hirer's use of the Centre or the activities conducted by or on behalf of the Hirer,
except to the extent that such claim, loss, liability, damage, cost or expense is caused or contributed to by the negligent, reckless or wilful misconduct of SVAC, its officers, employees, volunteers or authorised representatives.
23. Variation
SVAC reserves the right to amend these Terms from time to time.
24. Entire Agreement
These Terms constitute the entire agreement between the parties.
25. Severability
If any provision is invalid, the remainder of the Terms will continue to apply.
26. Governing Law
These Terms are governed by the laws of Western Australia.
The parties submit to the exclusive jurisdiction of the courts of Western Australia.
27. Office Hours and Emergency Assistance
Office Hours: Monday to Friday: 8:30am – 4:30pm
Weekends and Public Holidays: Closed
After-hours emergency assistance is available through the SVAC Duty Manager.
Non-emergency call-outs may incur a minimum charge of $300.