Before You Join Us

1. Introduction

Cool Girls Club (“we”, “us”, “our”) is dedicated to creating enriching outdoor experiences specifically for women aged between 18 and 40. Our offerings include a variety of activities such as day hikes, camping trips, and multi-day adventures. By choosing to register for or participate in any Cool Girls Club event, you are agreeing to abide by the following Terms, Conditions, and Privacy Policy. We strongly encourage you to carefully review this document prior to registering for any activity.

2. Eligibility

To participate in Cool Girls Club events, individuals must:

• Identify as female and be aged between 18 and 40 years.

• Be physically capable of safely completing the event’s activities.

• Complete and submit the required Risk Warning & Waiver of Liability Form before attending any event.

Cool Girls Club reserves the right to deny participation if any of these eligibility criteria are not met.

3. Assumption of Risk

Engagement in outdoor activities inherently involves certain risks, including but not limited to slips, falls, exposure to varying weather conditions, and encounters with natural hazards. By registering for a Cool Girls Club event, you acknowledge and accept these risks. All participants are expected to act responsibly at all times and to follow the guidance and instructions provided by Cool Girls Club guides and staff.

4. Fitness and Preparation

It is the personal responsibility of each participant to ensure they possess the necessary fitness level and are adequately prepared for their chosen activity. Event descriptions outline the expected fitness requirements, distances, terrain, and gear needed. Cool Girls Club reserves the right to remove any participant from an event if their fitness or preparedness is deemed to pose a risk to themselves or others.

5. Waiver of Liability

Before attending any event, all participants are required to complete the Risk Warning & Waiver of Liability Form. If this form is not completed, your place in the event will be forfeited without a refund. You can view the waiver here:https://form.jotform.com/Duck_Emily/risk-warning-waiver-of-liability

6. Payments and Refunds

Day Hikes

• If you cancel 7 days or more before the event date, you will receive a full refund, minus any third-party processing fees.

• Cancellations within 7 days of the event are non-refundable.

• Special consideration may be given in cases of illness or injury, though refunds for one-day events are rarely possible.

• Tickets may be transferred to another eligible participant by written request before the event takes place.

Multi-Day Trips & Premium Events

• Unless otherwise specified, cancellations made 14–30 days before the event may be partially refundable, depending on agreements with suppliers.

• Cancellations within 14 days of the event are non-refundable.

• If unable to attend due to illness, injury, or exceptional circumstances, participants should contact Cool Girls Club as soon as possible. Credits or partial refunds may be considered at our discretion.

Event Cancellations by Cool Girls Club

If Cool Girls Club cancels an event due to safety concerns, weather conditions, guide illness, or insufficient participant numbers, participants will be offered a full refund or the option to transfer to a future event. Cool Girls Club is not responsible for any additional costs incurred by participants, such as travel, accommodation, or gear purchases.

7. Force Majeure

Cool Girls Club will not be held liable for refunds or compensation if an event is cancelled, delayed, or altered due to circumstances beyond our control. Such circumstances may include, but are not limited to, extreme weather, park closures, government restrictions, natural disasters, or emergencies.

8. Participant Conduct

All participants are expected to:

• Act respectfully towards fellow participants, guides, and the public.

• Follow all instructions and directions given by Cool Girls Club staff.

• Abstain from consuming alcohol or drugs during events.

• Refrain from any behaviour that could endanger themselves or others.

Failure to adhere to these standards may result in removal from the event without a refund.

9. Photography and Media

By attending a Cool Girls Club event, you consent to being photographed or filmed. These images and videos may be used for marketing, social media, or promotional purposes. If you do not wish to appear in any photos or videos, please notify us in writing prior to the event.

10. Liability

While Cool Girls Club takes all reasonable precautions to ensure the safety of participants, we do not accept responsibility for personal injury, loss of property, or damage incurred during participation. By attending our events, you acknowledge and accept responsibility for your own safety, belongings, and wellbeing.

11. Privacy Policy

11.1 Information We Collect

We collect personal information necessary for safe and effective operation, including:

• Name, date of birth, and contact details

• Medical conditions, allergies, and emergency contacts

• Event registration details, dietary preferences, and feedback

• Payment details, which are processed securely via third-party platforms

• Photos or videos captured at events (with your consent)

11.2 How We Use Your Information

Your information is used to:

• Process event registrations and payments

• Manage event logistics and meet safety requirements

• Communicate important updates and event reminders

• Send newsletters or event announcements (optional)

• Fulfill insurance and legal obligations

We do not sell, rent, or trade your personal information under any circumstances.

11.3 Data Storage and Security

Your information is securely stored in password-protected systems such as Jotform and Google Drive. Only authorised staff have access to this data, and only for legitimate operational purposes.

11.4 Sharing Information

We may share limited personal information with trusted third parties who help us deliver our services. These third parties may include:

• Payment processors

• Licensed guides, insurers, and partner tour operators

All third parties are required to adhere to confidentiality and data protection obligations.

11.5 Access and Corrections

You may request access to, or correction of, your personal information by contacting info@coolgirlsclub.com.au.

11.6 Photography and Media

By attending a Cool Girls Club event, you consent to your images or video footage being used for promotional purposes unless you request otherwise in writing.

11.7 Cookies and Website Analytics

Our website may use cookies to enhance your browsing experience and to collect anonymous analytics data. You may disable cookies in your browser settings if you wish.

11.8 Retention of Data

We retain participant information only for as long as is necessary for operational, legal, and insurance purposes. When your data is no longer required, it is securely deleted.

11.9 Privacy Enquiries

If you have any questions, concerns, or complaints about how your information is handled, please contact:

Cool Girls Club

Email: info@coolgirlsclub.com.au