Terms and Conditions

Terms & Conditions

Introduction

By browsing and using our website, registering as a member, purchasing any of our goods, making a donation, attending any of our events, or using any of our services, you agree to comply with and be bound by the following terms and conditions, which, together with our Data Privacy Policy and Code of Conduct, govern the relationship between you and the Exotic Fern Group.

Version 3: Last reviewed and approved by the Trustees on 18 September 2026. It supersedes version 2, approved by the Committee of the Exotic Fern Group unincorporated association on 4 April 2026.

The current version of these Terms and Conditions is available at https://exoticferngroup.org/terms.

The terms ‘Exotic Fern Group’, ‘EFG’, ‘the charity’, ‘us’, ‘we’ or ‘our’ refer to the Exotic Fern Group, a Charitable Incorporated Organisation registered in England and Wales (registered charity number 1219251), which owns and operates this website. The Exotic Fern Group can be contacted via:

POSTAL MAIL: 

The Trustees 

Exotic Fern Group

18 Wadworth Holme
Middleton
Milton Keynes
MK10 9JR
United Kingdom

EMAIL:

trustees@exoticferngroup.org

The terms ‘you’ and ‘your’ refer to the user or viewer of our websites or any other publication, a member, the buyer of any goods we offer for sale, a donor, the attendee at any event we promote or organise, or the user of any of our services.

General terms

The content of the pages of our websites and any of our publications is intended for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee regarding the accuracy, timeliness, performance, completeness, or suitability of the information and materials published on our websites for any specific purpose. You acknowledge that such information and materials may contain inaccuracies or errors, and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or materials on our websites is entirely at your own risk, for which we shall not be liable. You are responsible for ensuring that any products, services or information available through our websites or our publications meet your specific requirements.

Our websites and our publications contain material owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance, graphics, text, images and recordings. Unless otherwise indicated, copyright in this material belongs to the Exotic Fern Group or to the contributor who created it. You may view, download and print material for your personal,
non-commercial use, provided you keep all copyright and other notices intact. Any other reproduction, republication or distribution requires our written permission or that of the copyright holder. Where any other person or entity holds copyright, this will be indicated. If you are aware of any copyright infringement by us, please notify us immediately.

Our websites and publications include links to third-party websites or content (‘external links’). We do not investigate, monitor, or verify the accuracy, adequacy, validity, reliability, availability, or completeness of these external links. Consequently, we do not warrant, endorse, guarantee, or assume responsibility for the accuracy or reliability of any information provided by third-party websites accessible through these external links.

These terms, along with any dispute or claim arising from or related to them, are governed by English law, and you hereby submit to the exclusive jurisdiction of the English courts. Each clause of these terms operates independently. If any court or relevant authority determines that any clause is unlawful or unenforceable, the remaining clauses will remain in full force and effect.

Our failure to enforce any of the terms herein at any time or for any period shall not be deemed a waiver of those terms or of our right to enforce all terms included at any subsequent time.

Websites accounts and associate membership

Access to our articles, lecture recordings and other online resources requires you to register an email address and create a password. Registration is free and open to any adult. By registering, you become a community member of the charity, which is a class of associate membership created by the trustees under clause 17 of the charity’s constitution. Associate membership carries no voting or other rights in the charity’s governance, which rests with the trustees.

You must be aged 18 or over to register. You are responsible for keeping your password confidential and for all activity on your account. Tell us at once if you believe your account has been used without your authority.

All community members are bound by the EFG Code of Conduct. The trustees may decline, suspend or withdraw community membership in accordance with the Code.

The trustees may introduce further classes of associate membership. The terms of any such class, including any donation asked for it and the benefits it carries, will be published in these Terms and Conditions before it is offered. Whatever classes exist, the charity’s educational resources remain free to all community members.

Pteridobase (pteridobase.org), the charity’s fern taxonomy and collection records platform, has its own terms of use and privacy policy, which apply to your use of that platform.

Conditions of sale

These terms apply to all contracts for the sale of goods by us through our online shop or at our events. Any variation to these terms shall be inapplicable unless we agree in writing. Our goods are publications, clothing and merchandise; we do not sell live plants through our online shop.

All orders for goods placed through our online shop are an offer by you to purchase goods under these terms. A contract is formed when we accept your order by dispatching the goods or confirming acceptance.

Nothing in these terms affects your statutory rights as a consumer under the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

When placing an order, you acknowledge that your personal information will be managed in accordance with our Data Privacy Policy. Payment card details are processed by the payment providers used by our websites platform and are not stored by the charity. All information and details you provide must be true, accurate, complete, and up to date. You must not use payment cards that belong to any other person.

Unless otherwise agreed in writing, delivery of the goods shall be to the address you specified in your order. You shall make all necessary arrangements to receive the goods when they are offered for delivery. We aim to dispatch orders within seven days and will tell you if there is a delay.

Goods must be as described, of satisfactory quality and fit for purpose. If goods are faulty, misdescribed or damaged when they reach you, you may reject them for a full refund within 30 days of delivery. After 30 days you are entitled to a repair or replacement, and if that is not possible or does not succeed, to a refund. These rights last for up to six years from delivery. Please tell us as soon as you notice a problem, and keep the goods and packaging where you can, as this helps us resolve it quickly.

If you buy from our online shop you may cancel your order for any reason within 14 days of receiving the goods. Tell us in writing that you wish to cancel, then return the goods to us within 14 days of telling us, in the condition you received them. We will refund the price and the standard delivery charge within 14 days of receiving the goods back. You are responsible for the cost of returning the goods unless they are faulty or misdescribed. This right does not apply to goods bought in person at an event.

We shall not be liable for any delay or failure to perform our obligations if such delay or failure results from events or circumstances beyond our reasonable control, including, but not limited to, strikes, accidents, war, fire, failure of postal services, or shortages or unavailability of goods from our suppliers. If the delay persists for an unreasonable length of time, either of us may cancel the
affected order and we will refund any payment you have made for goods not delivered.

Nothing in these terms shall be interpreted as establishing or implying any partnership or joint venture between the parties, nor shall anything in these terms be considered to represent either party as the agent of the other.

Beyond your consumer rights, all other warranties, conditions, or terms relating to fitness for purpose, quality, or condition of the goods, whether express or implied by statute, common law, or otherwise, are excluded to the fullest extent permitted by law. We are not liable for losses that were not foreseeable when the contract was made, or for business losses. Our total liability to you in connection with an order shall not exceed the price paid for the goods, except where the law does not permit that limit.

Nothing in these terms limits or excludes our liability for death or personal injury resulting from our negligence, for fraud, or for any other liability that cannot lawfully be excluded or limited.

These terms and any documents that incorporate them, or are incorporated by them, constitute the entire agreement and understanding between the parties.

International Delivery, Taxes and Fees

Orders for delivery outside of the United Kingdom are typically dispatched via Royal Mail and delivered by their international partners. As the recipient, you are the importer of record and must comply with all local laws and regulations.

Please be aware that your order may be subject to:

Local and Regional Taxes (such as Import VAT).
Customs Duties levied by the destination country.
Postal Administration Fees charged by Royal Mail’s international delivery partners for handling customs clearance.

All such additional charges are your sole responsibility. We have no control over these charges and cannot predict their amount. If you refuse to pay these charges, the package may be returned to us, and any original shipping costs or return fees incurred may be deducted from your refund.

Plants sold at events

Plants are sold only in person at our events, and are not sold or posted through our online shop. Plants are living material and are sold as seen; please examine them before you buy. Your statutory rights in respect of goods bought in person apply, but the 14-day cancellation right for online orders does not. If you intend to take plant material out of the United Kingdom, you are responsible for complying with the plant health, CITES and import rules of the destination country. Plants sold by the charity are sourced and propagated in accordance with our published guidance, Towards Ethical Collections.

Donations and Gift Aid

Donations to the charity are gifts and are not refundable, except where a donation was made in error, in which case please tell us within 14 days and we will refund it. If you are a UK taxpayer you may make a Gift Aid declaration, allowing the charity to reclaim tax on your donation; you must have paid enough UK tax to cover the amount reclaimed, and you should tell us if that changes. Where a donation carries a benefit, HMRC’s rules on donor benefits determine how much of it is eligible for Gift Aid, and we will tell you what we claim. Our fundraising follows the Code of Fundraising Practice. Donation records are kept as set out in our Data Privacy Policy.

Event terms and conditions

These terms apply to all events organised or promoted by the charity unless stated otherwise, regardless of whether the event is ticketed and irrespective of any ticket fee. They also apply, so far as relevant, to online events.

By attending any event, you agree to accept and be bound by these terms. Additionally, you agree to comply with any terms communicated to you at the event itself.

Tickets for any event are meant exclusively for your use. They must not be resold, acquired with the intention to resell, or utilised for any other commercial purpose.

You may be denied entry to or removed from an event without a refund or compensation if you breach these terms or our Code of Conduct.

At any event, you must comply with the written or oral instructions of the event organisers.

Except for guide and assistance dogs, dogs and other animals may only attend an event with the express written permission of the event organisers. By bringing an animal to an event, you affirm that the animal is in good health and has not harmed or exhibited aggressive or threatening behaviour towards any person or other animal. We reserve the right, at our sole discretion, to refuse admission to or eject from an event any animal that is or appears to be aggressive, threatening, dangerous, disruptive, or if we believe that your animal may cause harm to any person, property, or other animal. You will be liable for and indemnify us against all claims, costs, losses, damages, and liabilities caused by your animal or arising from a breach of or failure to comply with these terms.

The following items are prohibited within any event: any objects or clothing bearing political or offensive statements or commercial identification intended for ambush marketing, large flags, banners, rattles, fireworks and other explosive devices, flares, pyrotechnics, air horns, musical instruments, klaxons, smoke canisters, intoxicating liquors, laser pointers, cooking devices, bicycles, skates, articles which could or might be used as a weapon (including firearms and any sharp or pointed objects such as knives) and any other item which in our reasonable opinion could be used as a weapon or cause nuisance or harm to others. If you are found with any such item, this item will be confiscated by the event organisers and you may be refused attendance. The item will be disposed of without compensation unless you return the item to a safe place.

You must not engage in any marketing, charitable collections, promotions, or commercial activities unless we authorise you in writing before the event.

We are not liable for any loss you incur related to event attendance or tickets purchased in violation of these terms.

You acknowledge that we cannot guarantee the availability of any event to which a ticket relates, due to events or circumstances beyond our reasonable control.

We reserve the right, acting reasonably, to cancel, reschedule, or close any event at any time. This may occur due to adverse weather conditions, security concerns, government regulations, or any other reasonable cause as determined by us. Such actions shall not constitute a breach of these terms. If an event is cancelled, where feasible, you will be refunded the face value of your ticket at our discretion. Our liability for the cancellation, rescheduling, or closing of an event (in whole or in part) shall be limited to the face value of your ticket. We shall have no further liability to you regarding any other losses, costs, or expenses, including, without limitation, the costs of any travel, accommodation, or other arrangements made by you in connection with an event.

Events organised by the charity are for people aged 18 and over. Where the charity exhibits at a public show or fair organised by others, the show is open to all its visitors; anyone under 18, or any adult at risk, attending with the charity must be supervised at all times by a parent, legal guardian or appointed person.

Any personal information you provide while attending an event will be managed in accordance with our Data Privacy Policy.

We may photograph, film or record our events, including online events, and use the results in our publications, on our websites and social media, and in our online archive, to record and promote the charity’s work. We rely on our legitimate interests to do this. If you do not wish to be photographed or recorded, tell us before or at the event and we will do our best to accommodate you; you may also ask us at any time to remove an image or recording in which you appear, and we will do so where practicable. Our Data Privacy Policy explains this in more detail. Any photography, recording, or filming at an event by you, and your use of cameras, phones, video, or other recording or transmission equipment, shall be strictly for personal use and not for any commercial purposes.

The Exotic Fern Group shall not be liable for any loss, theft, or damage to any individual attending an event, nor for any of your personal belongings, property, or vehicles and their contents in any car park, regardless of the cause, except for death or personal injury resulting from our negligence or other breach of statutory duty, or any liability that cannot legally be excluded or limited. You attend our events at your own risk.

Content

If you create text, provide images or any other media for our websites or any other publication or platform (referred to as ‘content’), you must ensure:

You have the right to use any such content in this manner, and such use does not violate the privacy of any living individual or infringe on another person’s or company’s intellectual property rights.
You grant the charity a non-exclusive, royalty-free, worldwide licence to publish, reproduce and adapt the content in its publications, on its websites and platforms, and in its online archive, with attribution to you where practicable. You keep the copyright in your content. Where you contribute an article to The Glasshouse or the website, the Information for Authors also applies.
The content does not contain or install any viruses, worms, malware or Trojan horses and is not malicious, harmful, or destructive in any other way.
The content is relevant, not libellous or defamatory, inaccurate, or misleading, and is suitable for all age groups. It does not contain unethical or unwanted commercial content, nor does it misrepresent the source of the content.

You are entirely responsible for your content, and we suggest that you keep a backup copy of it at all times.

We may use content for scientific research and, where our Social Media, Digital Communications and Artificial Intelligence Policy permits, in connection with artificial intelligence tools.

We reserve the right to block or remove your content for any reason at any time, or as required by applicable laws and regulations.

If you request the removal of any content over which you hold rights, we will make reasonable efforts to remove it from our platforms and publications. However, you acknowledge that this may not happen immediately, and it might not be practicable to achieve this removal for hardcopy materials that are already printed or in circulation.

Complaints

If you have any reason for a complaint, we will endeavour to resolve it and prevent any recurrence. Please contact us at trustees@exoticferngroup.org as soon as you can. Complaints about conduct are handled under the process in section 9 of our Code of Conduct. Complaints about how we have used your personal information are handled under our Data Privacy Policy.

Maintaining our Terms and Conditions

The trustees may change these terms from time to time. If we make changes, we will publish the revised terms on our websites and update the version and date information at the top of these terms. Where a change affects an existing paid class of associate membership, we will give at least 14 days’ notice by email. If you disagree with the updated terms, you should promptly contact us. Should any change we make to these terms materially affect your order, event attendance, or your rights and obligations hereunder, you shall be entitled to a refund, provided that you notify us within 30 days of our updated terms.