Approved November 2023. This is the official Code of Conduct as approved by the committee.
The Club Philosophy
The Club is a membership organisation which exists to encourage the responsible enjoyment of the North West's wonderful countryside by walking in the company of fellow members with a shared love of the scenery and outdoors. It is entirely dependent on the voluntary efforts and participation of its Committee members, Walk Secretaries and Walk Leaders. It is not a commercial organisation and is non-profit making.
Walks and Walk Leaders
Walks shall not normally exceed a reasonable distance from the indication in the walks programme. Occasionally variations from the given distance may occur for a variety of reasons beyond the control of the Club and is at the discretion of the Walk Leader.
Members are required to observe the guidance of the Walk Leader. The function of the Leader, without liability, is to maximise the enjoyment and well-being of the group. The Leader has ultimate discretion within this Code to make all key decisions affecting the walk, including modifying the route or terminating the walk in adverse weather or ground conditions. Names and phone numbers of the Walk Leaders and Walk Secretaries are given in the programme available to members only, and are not posted on social media or the website.
Walk Leaders are strongly recommended to carry the following emergency equipment: a compass, map of the planned route, whistle, torch, mobile phone, survival bag, first aid kit. It is particularly important that these items are available on any walks across difficult terrain, or at a distance from public roads.
Walk Leaders are encouraged to nominate a back marker who is advised to carry a map of the route and will be able to take over the walk, should this become necessary.
All walkers must be adequately prepared and equipped for the weather and ground conditions, carrying lots of liquids and a packed lunch when applicable. Walk Leaders have the right to refuse the participation of a member or guest if there are concerns about an individual's fitness, clothes or equipment.
If adverse weather conditions are forecast it is the responsibility of the walkers to contact the Leader to check if the walk is still on, prior to leaving home. The Leader will endeavour to go to the start point in case any walker arrives.
Members and Guests
On joining the Club members are given a personal medical information form to complete which includes important contact details. Once completed the form should be kept in your rucksack on Club walks.
Members are encouraged to share car transport wherever possible, and if appropriate, share petrol costs.
Minors (below the age of 18) are permitted to participate on the Club's walks at the pre-arranged discretion of the Walk Leader. It is also a condition that all such young persons are competent walkers and under the care of their accompanying member who is willing to accept personal responsibility for the safety and well-being of the minor(s) included in the party.
Members and guests are not allowed to bring dogs on walks. Subject to pre-arranged requests to the Walk Leaders, guide dogs may join the walk.
Safety
Walk Leaders are expected to have done a recce prior to leading the walk and at the beginning of each walk should mention to the group any potential hazards, difficult terrain etc. Leaders are reminded they should walk at the pace of the slowest walker and keep their group together. However this does not mean that they and the rest of the walkers should be constantly waiting for one or two members of the group to catch up.
In order not to spoil the enjoyment of the rest of the group, and for their own enjoyment, such slower walkers should undertake less onerous walks in the future. Each member is responsible for his/her own safety and for acting in a responsible manner to diminish the risk of accident or injury to themselves and other members of the party for the enjoyment of the group. He/she must keep with the party and follow the directions of the Leader. If any member chooses to break away from the group, then they will be deemed to have left the walk.
Whilst accidents, serious injury or other serious incidents are rare occurrences, should an accident occur on a walk, the whole party should stop whilst the Leader assesses the situation. If an injured member can walk or be assisted, two members should take the shortest return route (for which a map will be available). To minimise delay members holding mobile phones are requested to carry phones on walks. To get emergency assistance on a walk ring 999 or 112. 112 is a Europe-wide emergency number for which each individual has to text 'register' to 112 to activate the system. For non-emergency incidents dial 101. The What3Words app downloaded to a mobile phone will give the exact location of an incident to an emergency agency or other person.
The Club has a Public Liability Insurance Policy. This covers damage to other people's property such as farmers' walls, livestock etc. It does not cover personal accident, death, injury or loss of earnings which might be incurred by members.
The club has an excellent safety record but despite all reasonable precautions, occasionally accidents can and do occur. Membership therefore is accepted on the condition that the member accepts he/she participates in the Club's walks and activities entirely at their own risk. This is a fundamental condition of membership.
The Club conducts its walks taking all reasonable measures for the safety and well-being of its members but no responsibility or liability shall be accepted by the Club, its committee, its officers or its Walk Leaders for loss, injury, death or damage sustained by members or guests during walks or other club activities. It is important when crossing fields, particularly those with cows and calves, that walkers be vigilant. Do not go through herds, give them a wide berth. The Leader should ensure the group stays together and remains quiet, following the fence line where possible. An accident log book is kept and it is the responsibility of the Leader to ensure all incidents are reported to the General Secretary.
Approved November 2023.
Club Rules
Amended Club Rules, approved at the AGM, April 2025.
The aim of Bolton HF Walking Club is to foster a love for walking and the countryside among its members. Established in 1922, the club organises a regular and varied programme of walks, encouraging members to explore and appreciate the natural beauty of the area. The club also promotes camaraderie and social interaction through events like coach trips, social gatherings, and annual dinners. The club supports the countryside, walking, environmental groups and other charities both locally and nationally. By providing a supportive and friendly environment, Bolton HF Walking Club aims to enhance the walking experience for its members and build a strong community of like-minded individuals.
1. Membership
1a Membership is open to those who are in sympathy with the aims of the club and accepts the club’s rules and code of conduct for walks, on payment of an annual subscription.
1b Membership is conditional on prompt payment of the annual subscription and is deemed to have lapsed if payment is not made by the deadline determined by the Committee, i.e. end of May.
1c Prospective members are entitled to participate in two walks prior to applying for membership.
1d Guests of members may be invited on walks or social events.
2. Annual General Meeting
2a The Annual General Meeting shall normally be held no later than the end of April.
2b The annual accounts will be audited to scrutinise and report on all transactions.
3. Extra Ordinary Meetings
3a Extra Ordinary Meetings shall be called either by direction of the committee or on a requisition signed by 15 members (stating the objective of the meeting) being sent to the General Secretary.
3b The meeting shall be called within 14 days of the direction or requisition and a minimum notice of 14 days given to all members.
4. Committee
4a The club shall be governed by a Committee up to a maximum of 20 members, consisting of:
- President
- Vice President
- Past President
- General Secretary
- Treasurer
- Membership Secretary
- Social Secretary
- Marketing Secretary
- Social Media Secretary (position currently vacant; review in 2027)
- Footpath Secretary
- Goodwill Secretary
- Wednesday Walk Secretaries, currently 5
- Thursday Walk Secretary
- Saturday Walk Secretary
- Sunday Walk Secretary
- Co-opted Members (2)
4b The role of co-opted members will be determined by the Committee from time to time.
4c In exceptional circumstances a Committee Member may undertake the duties of two posts.
5. Appointment of Committee
5a The Committee will be appointed each year at the AGM.
5b The Committee shall at the AGM submit its proposals for approval of all posts for the following year.
5c The post of President shall normally be filled by the Vice President.
5d Alternative nominees can be submitted by members who are not committee members at the time of the AGM. Such nominations shall be registered to the General Secretary 14 days prior to the AGM with names of the proposer and seconder.
5e Members who are interested in joining the Committee should contact the current General Secretary.
5f In the event of more than one person being proposed for an office, the AGM will determine the filling of that office by simple majority of members present and voting at the meeting. Those proposed shall withdraw from the AGM and not be allowed to vote.
5h All other offices can be held for a normal maximum of 3 consecutive years, or for a longer period if endorsed at the AGM.
5i Any vacancy for office occurring after the AGM shall be filled by the Committee but such office will be subject to the normal appointment rules at the following AGM.
6. Committee Meetings
6a The committee shall meet every two months at such times as it determines to consider the minutes of the last meeting, receive reports, examine the accounts and arrange affairs of the Club.
6b The President or in his/her absence the Vice President shall chair the Meeting.
6c Decisions will be reached by consensus, or if necessary, by majority vote of those present. The Chair of the Meeting will have the right to exercise the casting vote.
6d Any Committee member holding two offices is entitled to only one vote.
6e Any Committee role which is shared between two or more members will be entitled to only one vote.
6f Five members shall constitute a quorum.
6g Copies of the Committee meetings may be requested by any member, but the Committee reserves the right to provide a redacted copy to protect sensitive information or any members as deemed necessary by a majority vote of Committee members.
7. Financial Year and Subscriptions
7a The financial year shall terminate on the last day of February in each year but the Committee shall continue in office until the AGM.
7b The committee shall, on an annual basis, consider the Club’s finances and determine the level of subscriptions for the following year.
8. Change to the Rules
8a The Rules may be repealed or amended by resolution at the AGM or EOM either by a proposal supported by the Committee or one endorsed by Members and submitted in writing to the General Secretary.
8b The Rules of the Club will be amended as necessary after full approval by the Committee and endorsed at the AGM.
8c The Rules will be made available on the HF website and a copy stored in the Archives Section of Bolton Museum.
9. Assets & Winding Up of the Club
9a Any proposal for the disposal of the Club’s assets or the winding up of the Club or for any other significant action agreed by the Committee shall be dealt with by consideration at the AGM or EOM.
10. Liability & Risk
10a The Club will conduct all its walks and social activities with due care for the wellbeing of its members but no responsibility shall be accepted by the Club or the Committee for loss or injury sustained by members or guests during activities.
11. Conduct on Walks
11a The Committee will as necessary and from time to time amend the Club’s Code of Conduct and publicise changes to all members.
11b The Club uses social media such as Facebook and the Bolton HF website to promote the club and its activities. This includes photos and videos taken by members on various walks and social activities which include members and guests. As photos and videos are taken by club members and guests, it is not always possible to exclude individuals, and Bolton HF Club can take no responsibility for any accidental inclusion.
11c No images or videos shall be taken of minors to be used on social media without the prior consent of their guardian.
11d Any members uncomfortable with having their photos/video taken should inform the walk leader or a member of the Committee.
12. Use of Email
12a Bolton HF Walking Club Committee may send to its members, from time to time, using the club’s email for marketing or information purposes which it believes to be in members’ interests.
13. Safeguarding of Members’ Data
13a Bolton HF Walking Club needs to keep personal data about its members to carry out the club activities.
13b We will collect, store, use, amend, share, destroy or delete such data in accordance with the Data Protection Act. The document will be reviewed regularly.
14. Access to Data
14a Other club members (mainly committee members) may be given varying degrees of access to the club membership data to allow them to carry out their role in the day to day running of the club.
15. Dispute Resolution
15a Club members must always behave in a manner that is respectful to everyone.
15b The Committee’s general policy is not to get involved in private disputes arising between members outside of Bolton HF Club activities.
15c The Club always reserves the right to terminate immediately any member’s membership where the Committee have agreed that, in their view, a member has breached the Code of Conduct or brought the Club into disrepute.
Amended Club Rules, approved at the AGM, April 2025.
Updated and reviewed by the Committee – September 2025. This is the official Data Protection and Privacy Policy.
Summary for Members
This policy explains how Bolton HF Walking Club handles your personal data, including:
- What information we collect and why
- How we use and protect your data
- Your rights to opt out of posed photographs
- Our approach to social media, WhatsApp groups, and website privacy
- How to request data removal
By joining the Club, you consent to the use of your data and images for Club-related purposes. We aim to be transparent, respectful, and secure in all our communications and activities.
Personal Data Held by the Club
The Club holds the following personal data provided by you on your membership application form:
- Name
- Address
- Landline and (if supplied) mobile telephone number
- Date of birth
- Email address
This information is used solely for purposes connected with running the Club, including:
- Communicating with members by post, telephone, or email
- Organising walks, social events, and HF holidays
- Preparing walks programmes and related materials
Your data may be shared with Committee Members, other Club Members, or All Aspects Office Services (which produces the Club’s printed programme and sends it to members) only when necessary to facilitate Club activities and provide the benefits of membership. It will never be disclosed to third parties for marketing purposes.
Walks Programme and Data Sharing
- An abridged version of the Walks Programme (excluding personal data) is shared with Walks Secretaries and HF Holidays, and posted on the Club’s website and Facebook page.
- The printed Walks Programme is produced by All Aspects Office Services, which also has access to member details so that it can produce the programme and post or email it to members. All Aspects Office Services states in its own Privacy Policy that it keeps clients’ details confidential and does not share personal data with any other organisation. A copy of its Privacy Policy can be obtained by contacting the Bolton HF Secretary.
Social Media and Photography
By joining Bolton HF Walking Club, members consent to the use of photographs and videos taken during Club activities for promotional purposes on platforms such as:
- The Club’s website
- Facebook
- Other public-facing media
These may include group shots, candid moments, and event highlights.
Opting out of posed photos. Members who prefer not to appear in posed photographs should:
- Inform the Walk Leader at the start of the walk of their objection
- The Club will make reasonable efforts to respect such requests during official photo-taking
However, please note:
- Other walk participants may take photos or videos independently, without the Walk Leader’s knowledge or control
- These may be shared on personal social media accounts or messaging platforms
- Therefore, Bolton HF Walking Club cannot guarantee exclusion from all photos or videos, nor can it take responsibility for content shared by individual members outside official Club channels
- Photos and videos already published on social media or the Club website cannot be reliably removed, due to the nature of these platforms and their content-sharing policies, and are therefore excluded from data removal
Messaging Platforms (e.g. WhatsApp)
Members may create WhatsApp groups or use other messaging platforms to coordinate walks or share updates. These groups:
- Are not officially affiliated with Bolton HF Walking Club
- Are not moderated or managed by the Club
- The Club holds no responsibility for the content shared or any issues arising within these groups
Members are encouraged to use these platforms respectfully and in line with the Club’s values.
Membership and Payments
- Membership subscriptions are due no later than June each year
- No bank details are stored by the Club
- If payment is not received by June, you are assumed to have resigned, and your personal data will be destroyed
Data Retention and Removal
- All personal data is stored securely on a computer database, memory stick, or in written form in a locked cabinet
- Members may request removal of their personal data at any time by writing to the Membership Secretary (the Club’s Data Controller)
- Requests will be acted upon within nine months
- This request applies only to personal data held by the Club for administrative purposes
- It does not include removal of photos or videos already published on social media or the Club website, as these platforms do not guarantee full deletion or exclusion once content is shared publicly
- Removal of your data may affect your ability to participate in Club activities
Website, Online Forms and Cookies
- The Club’s website at https://boltonhfwalking.org does not use cookies. It is hosted by Cloudflare, which also provides basic visitor statistics (such as how many people visit and which pages are viewed) without cookies and without identifying individual visitors.
- When you use the Contact Us or Join Us forms, what you type (including any optional dietary or medical notes you choose to add to the application form) is sent securely to the Club by our form provider, Formspree, which passes it to the Club by email. It is not stored on this website, and the Club uses it only to reply to you or to process your application. Formspree is based in the United States.
- When you type your address into the application form, the part you have typed is sent to Ideal Postcodes, a UK address-lookup service, so that it can suggest matching addresses. The rest of the form is not shared with them.
- The website loads its fonts from Google Fonts, which means your device’s internet address is shared with Google when a page loads.
Commitment to Data Protection
Bolton HF Walking Club meets UK data protection principles by:
- Collecting personal data lawfully, fairly, and transparently
- Retaining data only as long as necessary for Club operations
- Maintaining data accurately and securely
- Allowing members to request deletion of their data at any time (subject to the exceptions mentioned elsewhere in this document)
Updated and reviewed by the Committee – September 2025.
