Hiking in London Club Statutes

Índice

• Name And Nature Of The Club
• Advertising And Promotional Offers
• Official Languages And Statute Translations
• Child And Vulnerable Person Protection Protocols
• Hiking Guides
• Responsibilities In Trips And Events
• Meetings
• Organizational Structure
• Finance And Accounting
• Privacy And Data Protection Policies
• Inclusion and Diversity
• Sustainability and Environmental Policy
• Feedback and Activity Evaluation
• Accessibility and Reasonable Adjustments
• Conflict of Interest Policy
• Insurance Coverage for Walks
• Amendments Statutes
• Rights and Responsibilities of Members
• Criteria and Procedures for Admission and Renewal of Members
• Photos and Video

NAME AND NATURE OF THE CLUB

1.1 Official Name: The club's name is "Hiking in London Club © 2024", hereinafter referred to as the "Club".

1.2 Corporate Registration: The Club is a registered entity in England and Wales under company number 11182899.

1.3 Registered Office: The Club's registered office is located at 15 Dance Square, London EC1V 3AJ.

1.4 Nature of the Club: The Club is a non-profit organization dedicated to promoting hiking and outdoor activities. The Club is committed to providing a safe and welcoming environment for all members, promoting appreciation and conservation of the environment.

1.5 Club Objectives: The Club's main objectives include:

• Organizing hiking events and related activities for its members.
• Promoting safety, skills, and knowledge related to hiking and outdoor activities.
• Encouraging an inclusive and supportive community among members.
• Contributing to environmental conservation and promoting sustainability in all Club activities.

REQUIREMENTS FOR PARTICIPATION

Age and Physical Condition: Participants should be between 18 and 55 years old with a normal physical condition.

RECOMMENDED MATERIAL FOR ACTIVITIES

• Footwear: Waterproof hiking shoes (boots or mountain shoes).
• Hydration: At least 1.5 liters of water.
• Clothing: Waterproof jacket, water cape, folding umbrella, hiking trousers (no jeans), and appropriate wear for sunny (cap, sunglasses, sun cream) or cold days (coat jacket, fleece, gloves, scarf, cap).

HEALTH DISCLOSURE

Inform the organization of any medical conditions, physical or mental, that may impact the activity.

LEVELS OF THE ROUTES

• Low Level: Mostly flat, up to +200m elevation, 10-14 km approx.
• Low/Medium Level: Up to +400m elevation, 14-19 km approx.
• Medium Level: Between +400m / +600m elevation, 19-25 km approx.
• Medium/High Level: Above +600m elevation or longer routes (25-35 km approx).

HOW TO BOOK

Payment Methods: PayPal or Bank Transfer to CLUB SENDERISMO EN LONDRES, Barclays, Sort code: 20-45-45, Account No: 33622614.

Payment Confirmation: Send a copy of the payment via email (events@hikinginlondon.co.uk) or WhatsApp (07535295739) with full name, email, and contact number. Include specific event reference.

BECOMING A MEMBER

Annual Fee: £75. Can be paid via PayPal, bank, or telephone (0735 295 739).

Benefits: Discounts on excursions and trips.

CANCELLATION POLICY

Payments are non-refundable and non-transferable.

ADDITIONAL SAFETY MEASURES AND GUIDELINES

Liability Insurance: The Club maintains comprehensive liability insurance for all its activities, ensuring the safety and security of its members during club events, both in the UK and internationally.

Guide Certifications: All guides employed by the Club are highly experienced in high-mountain trekking and hold certifications in both advanced mountaineering and first aid. Their expertise ensures that all Club activities are conducted with the highest level of safety and professionalism.

International Activities: The Club organizes hikes and routes not only in the UK but also in international locations such as Nepal, Italy, Spain, France, Portugal, and Morocco, offering a diverse range of experiences to its members.

ADVERTISING AND PROMOTIONAL OFFERS

10.1 COMPLIANCE WITH ADVERTISING

Commitment to Compliance: The Club commits to comply with all applicable laws and regulations related to the advertising of its events and promotional offers.

10.2 PROMOTIONAL OFFERS

Clarity in Offers: All promotional offers announced by the Club must be clear and precise in their description, terms, and conditions.

Specific Requirements and Restrictions: Any offer that includes benefits such as free membership, discounts, or other incentives must clearly specify the applicable requirements and restrictions.

Individual Use of Promotions: Members must note that they cannot use two promotions concurrently. Only one promotion is allowed at a time.

10.3 MEMBERSHIP MAINTENANCE

Free Membership for New Members: In the case of offers that include free membership, current members are not entitled to this promotion, as it is exclusively directed at new members.

Choice of Offers: Members are encouraged to choose the offer that best suits their preferences during the enrollment or renewal process.

HIKING GUIDES

11.1 ROLE OF THE GUIDES

The hiking guides of the Club are fundamental in ensuring the safety, quality, and enjoyment of hiking activities. The Club-approved guides for the different routes and levels are:

• Maria Leon
• Thomas Salas
• Nerea Miñana
• Julio Cesar
• Ubaid Ur Rehman

11.2 QUALIFICATIONS AND EXPERIENCE

All of the Club's hiking guides have the appropriate qualifications and experience to lead routes of different difficulty levels. The guides are trained in first aid, navigation, and safe hiking techniques.

11.3 RESPONSIBILITIES OF THE GUIDES

The guides are responsible for:

• Planning and leading the hiking routes.
• Ensuring the safety of all participants during activities.
• Providing clear instructions and assistance on route.
• Responding to emergencies and unforeseen situations.

11.4 SELECTION OF GUIDES

The Club reserves the right to select and approve the guides for each activity, based on their experience, skills, and specific knowledge of the route or level of difficulty.

11.5 CONTINUOUS TRAINING

The Club will encourage and, in some cases, provide opportunities for continuous training and professional development of its guides.

RESPONSIBILITIES IN TRIPS AND EVENTS

1. CLUB'S RESPONSIBILITY

• Organization and Planning: The Club is responsible for organizing and planning events and trips, ensuring they are carried out safely and efficiently.
• Guide Selection: Ensure that the guides selected for each trip or event have the appropriate qualifications and experience.
• Information and Communication: Provide members with all necessary information about trips and events, including itineraries, requirements, and potential risks.
• Regulatory Compliance: Ensure that all trips and events comply with applicable laws and regulations.

2. PARTICIPANTS' RESPONSIBILITY

• Personal Preparation: Participants should ensure they are in good physical condition and have the proper preparation for the event or trip level.
• Equipment and Materials: It is the responsibility of the participants to carry the appropriate equipment and materials, as recommended by the Club.
• Following Instructions: Participants must follow the instructions of the guides and event leaders at all times.
• Medical Information Disclosure: Participants should inform the Club of any medical condition or limitation that may affect their participation in the event.

3. RISK MANAGEMENT

• Risk Assessment: The Club will conduct a risk assessment for each event or trip and take necessary measures to minimize them.
• Emergency Response: In case of an emergency, the guides and Club leaders will follow established procedures to manage the situation.

4. INSURANCE

Travel Insurance: Participants are recommended to have adequate travel insurance covering hiking and mountaineering activities.

5. LIMITATION OF LIABILITY

• Risk Acceptance: By participating in events and trips organized by the Club, members accept the inherent risks of these activities.
• Liability Waiver: The Club is not liable for personal injuries, losses, or damages that are not a result of its direct negligence.

PROCEDURE FOR HANDLING MEMBER MISCONDUCT

1. DEFINITION OF MISCONDUCT

Misconduct Includes: Disrespect towards other members or guides, not following safety norms, harming the environment, or any behavior that goes against the values and norms of the Club.

2. INCIDENT REPORTING

Reporting Procedure: Any member or guide can report an incident of misconduct to the Club's board or committee.

3. INCIDENT EVALUATION

Incident Review: The Club committee will review the incident, which may include discussions with all involved parties.

4. DISCIPLINARY ACTION

• Warning: For minor cases, a warning may be issued to the member.
• Temporary Suspension: For more serious incidents, temporary suspension of the member may be considered.
• Expulsion from the Club: In cases of extreme or repeated misconduct, the member may be expelled from the Club.

5. RIGHT TO APPEAL

Appeal Process: The member has the right to appeal the decision to a designated committee.

6. RECORD OF INCIDENTS

Record Maintenance: The Club will maintain a record of all incidents and actions taken.

7. DECISION COMMUNICATION

Notification: The member will be informed in writing about the decision and any disciplinary action taken.

ARTICLE X: OFFICIAL LANGUAGES AND STATUTE TRANSLATIONS

X.1 OFFICIAL LANGUAGES

Given that the "Hiking in London Club" is a diverse community with members of various nationalities, the following official languages are recognized for communication within the club:

• English
• Spanish
• French
• Catalan
• Hindi

X.2 AVAILABILITY OF TRANSLATIONS

Statute Translations: The club's statutes will be available in English and Spanish as the main languages. The availability of translations in French, Catalan, and Hindi will be considered based on demand and club resources.

Official Club Translators: The following members will act as official translators to facilitate communication:

• Maria Leon: Spanish, English, Basic French
• Thomas Salas: Spanish, Basic English
• Nerea Miñana: Spanish, Catalan, French
• Julio Cesar: Spanish, English
• Ubaid Ur Rehman: Hindi, English

X.3 COMMITMENT TO LINGUISTIC ACCESSIBILITY

Linguistic Support in Events and Meetings: To ensure inclusive participation, the club will endeavor to provide linguistic support in its events and meetings, especially in those languages recognized as official.

Communication Materials: All important materials, including event announcements and safety policies, will be translated into the official languages of the club as necessary.

X.4 UPDATES AND TRANSLATION REVIEW

Periodic Review: Translations of the club's documents, including the statutes, will be periodically reviewed to ensure their accuracy and updating.

Member Feedback: Members are encouraged to provide feedback on the translations and communicate any additional linguistic needs.

CRITERIA AND PROCEDURES FOR ADMISSION AND RENEWAL OF MEMBERS

Admission of New Members:

Membership is open to individuals who meet the established age and physical condition criteria. Applicants must complete an application form and agree to comply with the Club's statutes and norms.

Membership Renewal:

Membership is renewed annually. Members will receive a reminder for renewal and must pay the corresponding fee. Renewal is subject to review of the member's compliance with the Club's norms.

RIGHTS AND RESPONSIBILITIES OF MEMBERS

Member Rights:

Each member has the right to participate in all Club activities, to vote in general assemblies, and to be elected for roles within the Club.

Member Responsibilities:

All members are expected to respect the Club's norms, participate safely and responsibly in activities, and contribute to the Club's inclusive and respectful environment.

PROCEDURES FOR SUSPENSION OR EXPULSION OF MEMBERS

Causes for Suspension or Expulsion:

Violation of the Club's norms, inappropriate conduct, or any action that damages the Club's reputation may result in suspension or expulsion.

Suspension or Expulsion Process:

• Notification: The member will be notified in writing of the reasons for their proposed suspension or expulsion.
• Right to Defense: The member will have the opportunity to present their case to the board before a final decision is made.
• Final Decision: The decision to suspend or expel a member will be made by the board and communicated to the affected member.
• Appeal: The member has the right to appeal the decision to an impartial committee.

AMENDMENTS TO THE HIKING IN LONDON CLUB STATUTES

1. AMENDMENT PROPOSAL

Initiative of Amendment: Any member of the Club can propose an amendment to the statutes. The proposal must be submitted in writing to the board with a detailed explanation of the suggested changes and the reasons for the amendment.

2. REVIEW BY THE BOARD

Preliminary Evaluation: The board will review the amendment proposal to determine its feasibility and relevance. The board may request more information or suggest modifications to the original proposal.

3. NOTIFICATION TO MEMBERS

Communication of the Proposal: Once the amendment proposal has been accepted by the board, it will be notified to all Club members in advance of the next general assembly.

4. DISCUSSION IN GENERAL ASSEMBLY

Debate and Voting: The proposed amendment will be discussed during the next general assembly. All members will have the opportunity to express their opinion. Approval of the amendment will require a majority of votes from the members present and entitled to vote.

5. IMPLEMENTATION OF APPROVED AMENDMENTS

Approved Amendments: Amendments approved by the members will come into effect immediately after their approval, unless a different implementation date is specified.

6. RECORD AND PUBLICATION

Documentation of Changes: All approved amendments will be documented and archived by the Club. The updated statutes will be accessible to all members.

7. PERIODIC REVIEW

Continuous Evaluation: The board commits to periodically review the statutes to ensure they remain relevant and effective, proposing amendments when necessary.

DISSOLUTION OF THE HIKING IN LONDON CLUB

PROCESS OF DISSOLUTION

1. CAUSES FOR DISSOLUTION

Dissolution Decision: The dissolution of the Club can be proposed by the board or by a petition of at least 90% of the members. The decision to dissolve the Club must be taken at an extraordinary general assembly specifically convened for this purpose.

2. VOTING FOR DISSOLUTION

Voting Requirements: For the dissolution of the Club to be approved, a majority of 100% of the votes of the members present and entitled to vote at the extraordinary general assembly is required.

DESTINATION OF ASSETS

1. LIQUIDATION OF ASSETS

Asset Management: In the event of dissolution, the Club's assets will be liquidated by the board or a designated committee.

2. DISTRIBUTION OF ASSETS

Destination of Funds: After the liquidation of assets and the payment of all debts and obligations, the remaining funds will be donated to one or several charitable organizations or non-profit entities with objectives similar to those of the Club, as decided by the board or the general assembly.

3. DOCUMENTATION AND RECORDS

Preservation of Documents: All records and documents of the Club will be managed in accordance with applicable laws and regulations. It will be ensured that the dissolution is carried out in an orderly manner and in accordance with the law.

FINANCE AND ACCOUNTING OF THE HIKING IN LONDON CLUB

MANAGEMENT OF MEMBERSHIP FEES AND OTHER INCOMES

• Collection of Fees: The Club will be responsible for the annual collection of membership fees, as well as any other income from Club activities or donations.
• Income Recording: All incomes must be recorded and managed by the Club's treasurer, ensuring transparency and accuracy in financial management.

ACCOUNTING PROCEDURES AND RESPONSIBILITIES OF THE TREASURER

• Account Maintenance: The treasurer is responsible for keeping the Club's accounts up to date, ensuring that all financial records are accurate and current.
• Financial Reports: The treasurer will present regular financial reports at committee meetings and at the annual general assembly, detailing income, expenses, and the financial status of the Club.

POLICIES FOR EXPENSE MANAGEMENT AND FINANCIAL AUDITS

• Expense Approval: All Club expenses must be approved by the board. The treasurer will ensure that all expenses align with the budget and the Club's objectives.
• Financial Audits: Periodic financial audits will be conducted to review and verify the integrity of the Club's accounts and financial transactions.
• Financial Transparency: The Club commits to maintaining a high level of transparency in all its financial operations, allowing members access to financial reports and audit results.

MEETINGS OF THE HIKING IN LONDON CLUB

FREQUENCY AND PROCEDURES FOR GENERAL AND COMMITTEE MEETINGS

1. GENERAL MEETINGS

• Frequency of General Meetings: The Club will hold general assemblies at least four times a year. These assemblies will be scheduled to be evenly distributed throughout the year.
• Meeting Convocation: All members will be notified at least one month in advance of the date of each general assembly.

2. COMMITTEE MEETINGS

• Executive Committee Meetings: In addition to the general assemblies, the Club's executive committee will meet as necessary to ensure effective management of the Club, but not less than quarterly.
• Meeting Agenda: The agenda for committee meetings will be prepared by the president and distributed to committee members in advance.

PROCESS FOR CONVENING EXTRAORDINARY MEETINGS

• Convocation by Request: Extraordinary meetings can be convened by the board or by written request of at least 5 members.
• Notification: All members will be notified about the extraordinary meeting and its agenda at least one month in advance.

RULES FOR QUORUM AND DECISION MAKING

• Quorum for General Meetings: The quorum for general meetings will be 9 members entitled to vote.
• Quorum for Committee Meetings: The quorum for committee meetings will be a majority of its members.

VOTING PROCEDURES

• Right to Vote: All members entitled to vote may participate in the Club's decisions through voting.
• Voting Method: Voting can be conducted in person, by email, or through electronic systems, as decided by the board.
• Majority Required: Unless otherwise specified, all decisions will be made by a simple majority of the votes cast.

EVENT AND ACTIVITY MANAGEMENT OF THE HIKING IN LONDON CLUB

PLANNING AND APPROVAL OF EVENTS

1. EVENT PROPOSALS

Event Initiative: Members or committees of the Club can propose events. Each proposal must include details of the event, such as the objective, location, duration, and necessary resources.

2. REVIEW AND APPROVAL

Evaluation by the Committee: Event proposals will be reviewed by a designated committee or by the board. Approval will be based on the alignment of the event with the Club's objectives, logistical and financial feasibility, and resource availability.

SAFETY POLICIES AND RISK MANAGEMENT

1. SAFETY STANDARDS

Compliance with Safety Standards: All events must comply with the safety standards established by the Club, including measures for accident prevention and emergency procedures.

2. RISK EVALUATION

Risk Analysis: For each event, a risk evaluation will be conducted. Appropriate measures will be implemented to mitigate identified risks.

RESPONSIBILITIES IN ORGANIZING AND PARTICIPATING IN EVENTS

1. RESPONSIBILITIES OF ORGANIZERS

Coordination and Execution: Organizers will be responsible for logistical coordination, communication with participants, and general management of the event.

Information for Participants: Detailed information will be provided to participants about the event, including itineraries, necessary equipment, and safety recommendations.

2. RESPONSIBILITIES OF PARTICIPANTS

Preparation and Participation: Participants should properly prepare for the event, follow the instructions of the organizers, and contribute to a safe and respectful environment during the event.

PRIVACY AND DATA PROTECTION POLICIES OF THE HIKING IN LONDON CLUB

COMPLIANCE WITH DATA PROTECTION LAWS

1. COMMITMENT TO PRIVACY

Respect for Personal Privacy: The Club commits to respecting the privacy of all its members and event participants. Any personal information will be treated with the utmost care and respect.

2. COLLECTION AND USE OF DATA

Information Collection: The Club will collect only the information necessary for the effective management of membership and event organization.

Information Use: Data collected will be used exclusively for Club purposes, such as event communication, important updates, and administrative management.

3. DATA SECURITY

Protection of Information: The Club will implement appropriate measures to protect personal information against unauthorized access, alteration, disclosure, or destruction.

4. CONSENT AND ACCESS

Member Consent: Explicit consent will be obtained from members for the collection and use of their personal information.

Access to Information: Members will have the right to access their personal information stored by the Club and request corrections or deletion.

5. COMPLIANCE WITH LAWS

Adherence to Data Protection Laws: The Club will comply with all applicable data protection laws and update its policies and practices as legislation changes.

6. DISCLOSURE OF INFORMATION

Restriction of Disclosure: Personal information will not be disclosed to third parties without the explicit consent of the member, unless required by law.

SAFETY AND FIRST AID POLICY OF THE HIKING IN LONDON CLUB

1. FIRST AID CERTIFICATION OF GUIDES

Guides Certified: All guides of the Club are certified in first aid, ensuring they can adequately respond in case of medical emergencies during Club activities.

2. SAFETY PROCEDURES IN ACTIVITIES

Risk Assessment: Before each event, a risk assessment will be conducted to identify and mitigate potential hazards.

Safety Information for Participants: Participants will be provided with clear instructions on safety measures and emergency procedures at the start of each event.

3. FIRST AID EQUIPMENT

Availability of First Aid Kits: A well-equipped and accessible first aid kit will be available at all Club activities.

4. RESPONSE IN CASE OF EMERGENCY

Emergency Procedures: In the event of an incident or emergency, guides will follow established first aid and emergency procedures, including assessing the situation, providing basic first aid, and notifying emergency services if necessary.

Emergency Communication: Effective communication channels will be established to report and handle emergency situations during events.

5. CONTINUOUS TRAINING AND UPDATING

Periodic Training: Guides will receive regular training in first aid and emergency procedures to keep their skills up to date.

6. REVIEW AND CONTINUOUS IMPROVEMENT

Safety Procedure Evaluation: Safety and emergency response procedures will be regularly reviewed to improve and adapt them to the changing needs of the Club and its activities.

ORGANIZATIONAL STRUCTURE OF THE HIKING IN LONDON CLUB

ROLES AND RESPONSIBILITIES OF CLUB OFFICERS

1. PRESIDENT

• Leadership and Representation: Directs the Club and represents the organization at events and meetings.
• Meeting Convocation: Calls and presides over the Club and executive committee meetings.
• Decision Making: Facilitates decision making and oversees the implementation of policies.

2. SECRETARY

• Administration and Records: Manages correspondence, maintains records and documentation of the Club.
• Meeting Minutes: Prepares and distributes the minutes of the Club meetings.
• Internal and External Communication: Manages communication between members and with external entities.

3. TREASURER

• Financial Management: Responsible for the Club's finances, including collecting dues and managing funds.
• Financial Reports: Prepares and presents financial reports at meetings and the general assembly.
• Audits and Budget: Oversees the preparation of the budget and financial audits.

STRUCTURE AND FUNCTION OF COMMITTEES OR SUBCOMMITTEES

Specific Committees: The Club may have various committees or subcommittees focused on specific areas such as events, safety, training, etc.

Functions and Responsibilities: Each committee will have clearly defined functions and responsibilities, contributing to the general objectives of the Club.

PROCESS FOR ELECTION OR APPOINTMENT OF OFFICERS AND TERM DURATION

1. ELECTION PROCESS

• Election of Officers: Club officers will be elected by the members during the annual general assembly.
• Candidacies and Voting: Candidates can present themselves or be nominated by other members, and the election will be conducted by voting.

2. TERM DURATION

Mandate Period: The term of each officer will be two years, with the possibility of re-election.

3. TRANSITION AND TRAINING

Transition Process: An orderly transition between outgoing and incoming officers will be ensured.

Officer Training: Training and orientation will be provided to new officers to facilitate the performance of their functions.

MISSION AND VALUES OF THE HIKING IN LONDON CLUB

MISSION OF THE CLUB

• Promoting Hiking and Outdoor Adventure: The Hiking in London Club is dedicated to fostering a love and respect for hiking and outdoor activities among its members and the community.
• Encouraging Health and Well-being: Through our activities, we aim to promote physical and mental health, encouraging members to enjoy the benefits of hiking and connection with nature.

VALUES OF THE CLUB

• Inclusion and Diversity: We are committed to creating an inclusive and welcoming environment for people of all ages, abilities, and backgrounds.
• Respect for the Environment: We promote environmental conservation and ecological responsibility in all our activities.
• Safety and Responsibility: Safety is our top priority. We strive to ensure that all activities are conducted safely and responsibly.
• Community and Camaraderie: We value the spirit of community and foster camaraderie among our members, creating bonds through shared experiences.
• Education and Continuous Learning: We are dedicated to continuous education and skill development in hiking, first aid, and environmental conservation.

LIABILITY DISCLAIMER OF THE HIKING IN LONDON CLUB

1. RISK ACTIVITIES

Acknowledgment of Risk: Members acknowledge that hiking and outdoor activities carry inherent risks, including but not limited to personal injury, property damage, and loss of life.

2. MEMBER'S RESPONSIBILITY

Self-Assessment of Risk: Each member is responsible for assessing their own capability to participate in Club activities. Members are expected to act responsibly and in accordance with their abilities and physical conditions.

3. INFORMED CONSENT

Acceptance of Risks: By participating in Club activities, members give their informed consent, accepting the risks associated with such activities.

4. CLUB'S LIABILITY EXCLUSION

Limitation of Liability: To the extent permitted by law, the Club will not be liable for any injury, loss, or damage suffered by members during Club activities, except in cases of proven negligence by the Club.

5. RECOMMENDED INSURANCE

Personal Insurance: Members are advised to obtain their own insurance to cover potential injuries or losses during Club activities.

6. MODIFICATIONS TO THE CLAUSE

Changes in Liability Disclaimer: This liability disclaimer clause may be modified by the Club as deemed necessary, always respecting current legislation.

PHOTOS & VIDEO IN THE HIKING IN LONDON CLUB

USE OF PHOTOGRAPHIC AND AUDIOVISUAL MATERIAL

Authenticity of Images: All photos and videos published by the Club have been taken by the hike leader on previous trips. These images represent the actual views that members can expect to see on the route they will be hiking.

Image Rights: The photographs and videos are the property of the hike leader and the Club, and are used for the purpose of showcasing the real experiences during the Club's activities.

Consent for Image Use: By participating in the hikes and activities of the Club, members give their consent for the use of photographs and videos in which they may appear, for the Club's promotional and documentation purposes.

Privacy and Respect: The Club commits to using images respectfully, maintaining the privacy and dignity of members. If any member wishes for a photo or video in which they appear not to be used, they can request this from the Club.

Sharing Images with the Club: Members are welcome to share their own photos and videos of the excursions with the Club. However, the use of these images is at the discretion of the Club, always respecting copyright and privacy.

DISCLAIMER FOR ERRORS AND OMISSIONS

Accuracy of Information: Although every effort has been made to ensure the accuracy of the information provided by the Club Hiking in London, there may be occasions where the information contains errors or is incomplete.

Exclusion of Liability: Club Hiking in London Ltd is not responsible for any errors or omissions in the content provided. Any decisions made based on this information are the responsibility of the user.

Updates and Corrections: The Club is committed to correcting any errors as soon as they are identified.

INSURANCE COVERAGE FOR WALKS IN THE HIKING IN LONDON CLUB

CLUB'S INSURANCE REGISTERED WITH THE BRITISH MOUNTAINEERING COUNCIL (BMC)

Insurance Protection for Walks: All walks organized by the Hiking in London Club are covered by our insurance, as our club is registered with The British Mountaineering Council (BMC).

Scope of Insurance: This insurance coverage provides essential protection to Club members during organized activities, including situations of accidents and injuries.

Confidence and Safety: Our members can participate in walks with the peace of mind knowing that they are backed by adequate insurance, reflecting the Club's commitment to the safety and well-being of all its participants.

CONFLICT OF INTEREST POLICY

1. DEFINITION OF CONFLICT OF INTEREST

Identification of Conflicts: A conflict of interest occurs when a member of the executive committee, employee, or volunteer of the Club has personal, professional, commercial, or financial interests that could interfere with their responsibilities to the Club.

2. DECLARATION OF CONFLICTS

Duty to Declare: All committee members and employees of the Club are required to declare any potential conflict of interest as soon as they become aware of it. This declaration should be made in writing to the Club's president or secretary.

3. HANDLING PROCEDURE

Evaluation and Resolution: In the event of a declared conflict of interest, the affected member shall not participate in any decision-making related to the conflict. The executive committee will assess the situation and take necessary measures to ensure fair and transparent decision-making.

4. RECORD OF CONFLICTS

Documentation: All declared conflicts of interest and the actions taken to resolve them will be documented and archived by the Club to maintain a transparent record and for future review.

5. TRAINING AND AWARENESS

Education on Conflicts: The Club will provide regular training to its members and employees on identifying and handling conflicts of interest, reinforcing the importance of integrity and ethics in the Club’s management.

6. PERIODIC REVIEW

Policy Evaluation: The conflict of interest policy will be reviewed periodically to ensure its effectiveness and updated in accordance with current regulations.

COMPLAINTS AND DISPUTE RESOLUTION PROCEDURES

1. FILING OF COMPLAINTS

Formal Process: Members who have concerns or complaints related to Club activities, the conduct of other members, or committee decisions, can submit them formally. Complaints should be sent in writing to the Club's secretary.

2. RECEIPT AND RECORDING OF COMPLAINTS

Acknowledgment and Recording: All received complaints will be acknowledged and officially recorded. The Club commits to treating all complaints seriously and confidentially.

3. INVESTIGATION AND RESOLUTION

Investigation Procedure: Complaints will be investigated impartially and objectively. The Club will strive to resolve complaints efficiently and fairly, seeking solutions that are acceptable to all involved parties.

4. RESPONSE AND FOLLOW-UP

Communication of Results: The member who submitted the complaint will be informed about the outcomes of the investigation and the actions taken. The Club also commits to follow up to ensure that the resolution is effective.

5. APPEAL

Opportunity for Appeal: If the member is not satisfied with the resolution of the complaint, they may appeal the decision. The appeal process will be handled by a different committee or an impartial third party to ensure an objective review.

6. POLICY REVIEW

Continuous Improvement: The Club will periodically review the complaint and dispute procedures to improve and adapt them as necessary, ensuring effectiveness and fairness in their handling.

MANAGEMENT OF CONFLICTS DURING ACTIVITIES

1. IDENTIFICATION OF CONFLICTS

Early Recognition: The Club is committed to the early recognition and resolution of conflicts or issues that may arise during club activities or events.

2. PROCEDURES FOR HANDLING CONFLICTS

Conflict Resolution Process: In the event of a conflict, the activity leader or designated club officer will initiate a structured process for conflict resolution. This process will include calm communication, understanding the perspectives of all parties involved, and seeking a mutually agreeable solution.

3. ESCALATION PROTOCOL

Referral to Higher Authority: If the conflict cannot be resolved at the activity level, it will be escalated to a higher authority within the Club, such as the executive committee, for further mediation and resolution.

4. DOCUMENTATION AND FOLLOW-UP

Record of Incidents: All conflicts and the steps taken to resolve them will be documented. The Club will follow up on the incident to ensure that the resolution has been effective and to prevent future occurrences.

5. TRAINING FOR CLUB LEADERS AND MEMBERS

Conflict Management Skills: The Club will provide training in conflict management skills to all leaders and interested members to prepare them for handling potential conflicts effectively.

6. POLICY REVIEW

Continuous Improvement: This conflict management policy will be reviewed periodically and updated as necessary to ensure its effectiveness in maintaining a harmonious environment during Club activities.

ACCESSIBILITY AND REASONABLE ADJUSTMENTS

1. COMMITMENT TO ACCESSIBILITY

Inclusivity in Activities: The Hiking in London Club is dedicated to making its activities accessible to individuals with diverse needs. We are committed to inclusivity and ensuring that everyone has the opportunity to participate in our events and activities.

2. ASSESSMENT OF ACCESSIBILITY NEEDS

Understanding Member Needs: The Club will actively seek to understand and assess the accessibility needs of its members. This assessment will be done through regular communication and feedback mechanisms.

3. IMPLEMENTATION OF REASONABLE ADJUSTMENTS

Making Adjustments: Based on the assessment, the Club will implement reasonable adjustments to accommodate members with specific needs. These adjustments might include providing additional support, modifying equipment, or adapting activities.

4. CONTINUOUS DIALOGUE

Open Communication: Members are encouraged to communicate their needs to the Club. The Club will maintain an open dialogue to ensure that these needs are met and adjustments are effective.

5. TRAINING AND AWARENESS

Education for Members and Leaders: The Club will provide training and raise awareness among its members and leaders about the importance of accessibility and how to create an inclusive environment.

6. REGULAR REVIEW OF ACCESSIBILITY POLICIES

Policy Evaluation: The Club's accessibility policies and practices will be reviewed regularly to ensure they remain effective and responsive to the needs of all members.

FEEDBACK AND ACTIVITY EVALUATION

1. ENCOURAGING MEMBER FEEDBACK

Feedback Mechanism: The Hiking in London Club encourages its members to provide feedback on all activities and events. The club will establish and maintain easy-to-use mechanisms for members to share their thoughts and suggestions, such as online surveys, feedback forms, or direct communication channels.

2. REGULAR REVIEWS OF FEEDBACK

Analysis of Feedback: All feedback received will be regularly reviewed by the club's committee. This process is crucial for understanding members' experiences and identifying areas for improvement.

3. IMPLEMENTING CHANGES BASED ON FEEDBACK

Responsive Adjustments: Based on the feedback, the club will make necessary adjustments to its activities and events. This may include changes in event planning, routes, safety measures, or other aspects of club operations.

4. COMMUNICATION OF CHANGES

Informing Members: The club will communicate any changes or improvements made in response to member feedback. This communication ensures transparency and shows members that their input is valued and effective.

5. CONTINUOUS IMPROVEMENT

Commitment to Excellence: The Hiking in London Club is committed to continuous improvement. Regular feedback and evaluation are integral parts of this process, ensuring that the club always meets or exceeds its members' expectations.

INCLUSION AND DIVERSITY

1. PROMOTING DIVERSITY AND INCLUSION

Commitment to Diversity: The Hiking in London Club is deeply committed to fostering diversity and inclusion within its membership and leadership. We believe that a diverse and inclusive group enriches the hiking experience for everyone.

2. DIVERSE REPRESENTATION

Ensuring Diverse Leadership: The Club endeavors to ensure that its leadership and decision-making bodies reflect the diversity of its membership. This includes promoting representation from different backgrounds, ages, genders, ethnicities, abilities, and experiences.

3. INCLUSIVE ACTIVITIES AND EVENTS

Designing Inclusive Experiences: All activities and events organized by the Club will be designed to be inclusive, accommodating a wide range of abilities and interests. The Club will regularly seek input from members to ensure that activities are accessible and welcoming to all.

4. AWARENESS AND EDUCATION

Training and Awareness Programs: The Club will provide training and awareness programs to its members and leaders on diversity and inclusion. These programs aim to foster an understanding and appreciation of the benefits of diversity in the outdoors.

5. ADDRESSING BARRIERS TO PARTICIPATION

Removing Obstacles: The Club will actively identify and work to remove barriers that may prevent participation from underrepresented or disadvantaged groups. This includes offering financial assistance, transportation solutions, or other support as needed.

6. REGULAR ASSESSMENT AND IMPROVEMENT

Continuous Evaluation: The Club's approach to diversity and inclusion will be regularly assessed and improved upon, ensuring that these values remain at the forefront of all club activities and culture.

SUSTAINABILITY AND ENVIRONMENTAL POLICY

1. COMMITMENT TO ENVIRONMENTAL STEWARDSHIP

Promoting Sustainable Practices: The Hiking in London Club is committed to environmental stewardship and sustainable practices in all its activities. The Club recognizes the importance of preserving natural environments for future generations.

2. MINIMIZING ENVIRONMENTAL IMPACT

Reducing Footprint: The Club will strive to minimize the environmental impact of its hikes and events. This includes practicing Leave No Trace principles, reducing waste, and encouraging sustainable transportation options for getting to and from hiking locations.

3. EDUCATION AND AWARENESS

Environmental Education: The Club will provide its members with education and information about environmental conservation and sustainable practices. This includes organizing workshops, talks, and informational materials on environmental issues and practices.

4. SUPPORTING CONSERVATION EFFORTS

Collaboration with Conservation Groups: The Club will collaborate with local and national conservation groups to support environmental initiatives. This may include participation in conservation projects, clean-up activities, and advocacy for environmental policies.

5. SUSTAINABLE RESOURCE USE

Responsible Resource Management: The Club will make conscious efforts to use resources responsibly, including choosing eco-friendly materials for club gear and promoting the use of reusable items among members.

6. CONTINUOUS IMPROVEMENT

Regular Policy Review: The sustainability and environmental policy will be reviewed regularly to ensure it remains effective and up-to-date with the latest environmental best practices and standards.

CHILD AND VULNERABLE PERSON PROTECTION PROTOCOLS

1. SAFEGUARDING POLICY

Commitment to Safety: The Hiking in London Club is committed to safeguarding children and vulnerable persons who participate in its activities. The Club recognizes its responsibility to protect them from harm and ensure their safety and welfare at all times.

2. BACKGROUND CHECKS AND TRAINING

Vetting Procedures: All club volunteers and staff who work directly with children and vulnerable persons will undergo thorough background checks and receive appropriate safeguarding training to ensure they are qualified and prepared for their roles.

3. CODE OF CONDUCT

Establishing Clear Guidelines: The Club will implement a strict code of conduct for interacting with children and vulnerable persons. This code will outline acceptable behaviors and procedures to prevent any form of abuse or neglect.

4. REPORTING PROCEDURES

Reporting Concerns: Clear and confidential procedures will be in place for reporting any concerns about the welfare of children and vulnerable persons. The Club will ensure that all reports are taken seriously and investigated promptly and appropriately.

5. PARENTAL CONSENT AND INVOLVEMENT

Engaging Parents and Guardians: For activities involving children, the Club will obtain parental consent and keep parents or guardians informed about the activities, their purpose, and who will be supervising them.

6. REGULAR POLICY REVIEW

Continuous Improvement: The Club's child and vulnerable person protection protocols will be reviewed regularly to ensure they remain effective, comply with legal requirements, and reflect best practices in safeguarding.

DIVERSITY AND INCLUSION POLICY

1. COMMITMENT TO DIVERSITY AND INCLUSION

Embracing Diversity: The Hiking in London Club is dedicated to fostering an environment of diversity and inclusion. We believe that a diverse membership and leadership enrich the club experience for everyone.

2. PROMOTING DIVERSITY IN LEADERSHIP

Inclusive Leadership: The Club is committed to ensuring that its leadership represents the diversity of its membership. This includes actively encouraging individuals from various backgrounds, cultures, ages, genders, sexual orientations, and abilities to take on leadership roles within the Club.

3. INCLUSIVE CLUB ACTIVITIES

Accessibility and Participation: All club activities will be designed and conducted in a manner that is accessible and welcoming to all members, regardless of their background or ability. The Club will strive to create a supportive environment where every member feels valued and included.

4. TRAINING AND EDUCATION

Enhancing Understanding: The Club will provide regular training and educational resources to its members and leaders on the importance of diversity and inclusion. This training will aim to raise awareness and understanding of different perspectives and experiences.

5. ADDRESSING DISCRIMINATION AND BIAS

Zero Tolerance Policy: The Club adopts a zero-tolerance policy towards any form of discrimination or bias. Any incidents will be taken seriously and addressed promptly.

6. CONTINUOUS EVALUATION AND IMPROVEMENT

Ongoing Development: The Club's approach to diversity and inclusion will be subject to ongoing evaluation and improvement. The Club welcomes feedback from members on how it can further enhance inclusivity and diversity within its community.

© Club Hiking in London Ltd 2024 (CASC) in collaboration with Saturday Walkers Club. All rights reserved.