Club Booking and Cancellation Policy
This policy applies to club sessions booked through our website.
Booking and payment
Your place is confirmed once payment has been made at the time of booking.
Location
Sessions listed as Aberdeen are held in and around Aberdeen city. Sessions listed as Inverurie are held in Inverurie and the surrounding area, generally within approximately 30 minutes of Inverurie. Exact meeting points vary and will be confirmed the day before the session. By booking, you are agreeing to attend at a location within the area advertised for that session.
Making changes
All changes and cancellations must be made through your booking, using the Manage Your Booking link in your confirmation email. We can't accept cancellations by email, text, social media or WhatsApp. Only cancellations made through the booking system release your place to the waitlist and to other clients.
7 days or more before the session
You can move your booking to another session of the same club where places are available, or cancel and receive a credit.
Less than 7 days before the session
Bookings can no longer be moved. If you cancel, you will only receive a credit if every place in the session is booked by the time bookings close. If the session is not fully booked by then, no credit is issued. If more than one person cancels and not all of those places are filled, credits are issued in the order the cancellations were made. Cancelling as early as possible gives your place the best chance of being filled.
Less than 24 hours before the session
Bookings for the session close 24 hours before it starts, and cancellations can no longer be made. Your booking is final and no credit will be issued.
Waitlist
If a session is full, you can join the waitlist through the Spaces by Wix app. When a place becomes available, the first person on the waitlist is notified and has 1 hour to book it before it is offered to the next person. If nobody on the waitlist books it, the place becomes available to everyone.
Credits
Credits are issued for the same service as your original booking and can be redeemed within 6 months of the date they are issued. Credits can't be exchanged for cash.
Non-attendance
Credits are only issued in the circumstances set out above. If you don't attend a session you have booked, your booking is treated as used and no credit or refund is issued.
Weather
Our sessions run in all weathers. We will cancel a session if we judge it unsafe to go ahead, for example if there is a weather warning in place. If you choose not to attend because of the weather, the normal cancellation terms apply.
You are responsible for your dog's comfort and wellbeing in all conditions. This includes bringing water, shade or cooling in warm weather, and a coat or other protection in cold or wet weather where your dog needs it. It also includes managing your dog's temperature between searches. Never leave your dog in a vehicle in conditions that could put them at risk.
If you have any concerns about your dog working in the conditions on the day, please talk to us at the start of the session. Where possible, we'll adapt the work to suit the conditions and keep your dog comfortable. You know your dog best, and if you feel it's kinder for them not to take part, we'll always respect that decision. As your place has been held for you, the session is still treated as attended, and no refund or credit is issued.
Taking part safely
You are responsible for making sure that you and your dog are fit, healthy and able to take part in the session you have booked. Please let us know before the session about anything that could affect your or your dog's participation. This includes health conditions, disabilities, injuries, reactivity or behavioural needs. Telling us in advance means we can plan any adjustments. Dogs that are unwell, injured or showing signs of an infectious condition must not attend.
Where possible, we will adapt the session to suit you and your dog. If we have concerns about the health, welfare or safety of any dog or person that can't be resolved by adapting the session, we may decline a booking or ask a handler and dog to stop taking part. If this happens, no refund or credit will be issued.
If we cancel a session
If Shire Scentwork cancels a session, you can choose a transfer to another session, a credit, or a full refund.
Photos and video
We sometimes take photos and video at sessions, which we may use on our website, social media and other marketing. If you'd prefer not to appear, just let us know at any time and we'll make sure you're not included.