Terms & Conditions

Terms & Conditions – South East Explorer Expeditions
South East Scotland Scouts

Last Updated: August 2026

1. About These Terms

1.1. These Terms and Conditions govern your access to and use of the South East Explorer Expeditions (SEEE) website, the Expedition Management System (EMS), the Learning Management System (LMS), and all related digital services provided by South East Scotland Regional Scout Council (known as South East Scotland Scouts), a registered Scottish Charity (Charity Number: SC010563).

1.2. By accessing the website, creating an account, enrolling in training, or registering for Duke of Edinburgh’s Award (DofE) expeditions, you agree to be bound by these Terms and our Privacy Policy and Cookie Policy. If you do not agree, you must not use this website or its services.

1.3. These terms operate alongside The Scout Association’s Policy, Organisation and Rules (POR) and official Duke of Edinburgh’s Award guidelines. Where specific local expedition rules are published for an event, those local rules apply in conjunction with these terms.

2. Website & Account Use

2.1. Account Security: Users, parents/carers, and adult leaders are responsible for maintaining the confidentiality of their login credentials. You must notify us immediately at expeditions@sesscouts.org.uk if you suspect unauthorized access to your account.

2.2. Acceptable Use: You agree to use the site only for lawful and appropriate Scouting and DofE administration purposes. You must not:

  • Transmit abusive, defamatory, discriminatory, or unlawful material.
  • Upload corrupted files, malicious code, or unauthorized scripts.
  • Attempt to access data, routes, or participant records not associated with your assigned unit, patrol, or leadership role.
  • Harvest or scrape personal data from the EMS or LMS.
2.3. System Availability: While we strive to maintain uninterrupted access to our portals, we do not guarantee continuous, error-free operation. We reserve the right to suspend or restrict access for system maintenance, security updates, or administrative reviews.

3. DofE Registration, Expedition Bookings & Payments

3.1. Eligibility & Consent:

  • Participants must be active, registered members of Explorer Scouts (14–18) or Scout Network (18–25).
  • For all participants under 18 years of age, a parent or legal guardian must complete and authorize the registration, health disclosure, and consent declarations.

3.2. Fees & Payments:

  • All event fees, DofE registration costs, and training charges must be paid in accordance with the schedules published on the site or communicated separately via email/EMS notices.
  • Places on expeditions and courses are confirmed only upon receipt of the required fee or deposit and approval by the SEEE team.

3.3. Cancellations & Refunds:

  • Participant Withdrawal: If a participant withdraws from an expedition or course, fees already committed to third parties (such as DofE Welcome Pack registration fees, campsite bookings, or transport) are non-refundable. Discretionary partial refunds or transfers to a later date may be considered in cases of certified medical illness or compassionate grounds.
  • Event Cancellation or Postponement by SEEE: SEEE reserves the right to postpone, amend, or cancel expeditions or training sessions due to severe weather (e.g., Met Office warnings), land access closures, insufficient volunteer ratios, or other safety concerns. In such instances, SEEE will endeavor to reschedule the event or transfer bookings. Where an event is canceled outright without a rescheduled date, recoverable event fees will be refunded. SEEE is not liable for third-party travel, personal gear purchases, or indirect costs incurred.

3.4. Medical & Safety Declarations:

  • Accurate medical, dietary, and emergency contact details must be provided through the EMS before participation in any outdoor activity.
  • Parents/carers and participants must update the leadership team of any changes to medical conditions, injuries, or medications occurring between signup and the expedition date.
  • SEEE reserves the right to refuse participation in the field if an undisclosed condition or injury presents an unmanageable risk to the safety of the participant or the team.

3.5. Code of Conduct & Behaviour:

  • All participants and adult volunteers must adhere to the SEEE Code of Conduct and national policies of The Scout Association, including policies on Safeguarding, Anti-Bullying, Equal Opportunities, and the prevention of Harassment (available at scouts.org.uk/about-us/policy/).
  • The Expedition Leadership Team reserves the right to exclude or send home any participant who breaches safety rules, engages in bullying or harassment, or poses a danger to themselves or others. In such cases, parents/carers are responsible for immediate collection, and no refund will be issued.

4. Training & Learning Management System (LMS)

4.1. License to Training Materials: All learning pathways, route planning guides, videos, worksheets, and resources made available on the LMS are the intellectual property of SEEE, South East Scotland Scouts, or licensed third parties. Content is provided solely for personal, non-commercial educational use by registered members.

4.2. Award Progression & Assessor Assessment: Completion of online modules and quizzes demonstrates theoretical preparation but does not automatically guarantee passing an expedition or award section. Formal sign-off remains subject to practical demonstration of skills, attendance at required training days, and final evaluation by an accredited DofE Assessor.

5. Outdoor Activities & Route Planning Disclaimer

5.1. Nature of Outdoor Activities: Outdoor expeditions, hillwalking, and wild camping carry inherent risks associated with terrain, weather, and physical exertion. All SEEE activities operate under strict safety management procedures, Scout Association POR rules, and appropriate supervisory ratios.

5.2. Digital Route Cards & GPX Data: Digital mapping tools, sample routes, and GPX files provided on the site or created within the EMS are planning aids only. They do not replace formal navigation skills, map-and-compass checks, terrain evaluation, or dynamic risk assessment during active expeditions.

6. Limitation of Liability

6.1. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under Scots law.

6.2. Subject to clause 6.1, South East Scotland Scouts, its trustees, volunteers, and leaders shall not be liable for any indirect or consequential loss, loss of personal equipment, damage to property, or travel disruptions arising from the use of this website or participation in organized events, except as required by statutory duty of care.

7. Intellectual Property & Brand

The Scout Association fleur-de-lis emblem, the South East Explorer Expeditions branding, website designs, and custom software elements are protected by copyright and trademark laws. You may not reproduce, modify, or commercially exploit any content from this site without prior written permission.

8. Governing Law & Jurisdiction

These Terms and Conditions are governed by and construed in accordance with the laws of Scotland. Any disputes arising under or in connection with these terms shall be subject to the exclusive jurisdiction of the Scottish Courts.

9. Contact & Inquiries

For questions regarding these Terms and Conditions or the operation of SEEE programs, please contact: