Code of Conduct & Complaints Procedure

Introduction & Philosophy

Welcome to AAA Hiking. We are a community-driven group dedicated to the responsible enjoyment of the outdoors in the UK and Europe.. Our success and positive atmosphere depend on the voluntary efforts of our members, hike leaders, and leadership team.

This Code of Conduct sets clear expectations for all participants to ensure a safe, inclusive, and respectful environment for everyone. By joining AAA Hiking or participating in our events, you agree to abide by this code.

This Code applies to all members, guests, hike leaders, and the leadership team.

Our Core Values: What We Expect

1. Respect & Inclusivity

  • Treat Others with Respect and Courtesy: Be inclusive and welcoming. We are a diverse group of individuals with varying experiences, fitness levels, backgrounds, and abilities. Treat everyone with dignity and courtesy as you would wish to be treated.

  • Embrace Diversity: Harassment, discrimination, or offensive language of any kind will not be tolerated.

  • Respect Physical Boundaries: Treat others with respect by respecting their physical boundaries and personal space.

  • Kindness & Support: Support fellow hikers—encourage others, share your knowledge, and offer help if someone is struggling. Be mindful of varying fitness levels; no one gets left behind.

2. Support Our Volunteers

  • Hike leaders, drivers, kitchen help and other helpers are all volunteers. Appreciate their efforts, thank them, and follow their reasonable instructions.

  • Leading a hike is not a democratic process; the hike leader's decisions are final for the safety and enjoyment of the group.

3. Personal Responsibility & Preparedness

  • Be Prepared and Self-Reliant: Ensure you have suitable fitness, clothing, footwear (e.g., hiking boots), necessary equipment, adequate nutrition, and sufficient hydration for the intended walk.

  • Carry Essentials: Water, snacks, first-aid kit, weather protection (sun/rain gear), and navigation tools.

  • Assess Your Fitness Honestly: Only join hikes matching your ability level.

  • Health Accountability: Do not attend if you're ill (e.g., contagious infections).

  • Take Responsibility for Your Own Safety: While we hike as a group, each member is responsible for their own well-being and for acting in a way that minimises risk to themselves and others.

4. Environmental Stewardship

  • Leave No Trace: Take all your rubbish with you, stay on marked paths unless advised otherwise, and avoid disturbing wildlife.

  • Respect the Environment: Adhere to the Countryside Code. Respect private property; we are guests in the landscapes we traverse.

  • Trail Etiquette: Yield to uphill hikers, horses, and wildlife. Step aside for faster groups.

5. Community Contribution

  • Contribute Fairly: Pay any requested walk fees promptly. For car-pooling, contribute fairly to your driver's fuel costs as agreed by the group.

  • Volunteer: Your help is always welcome, and tidy up after yourself.

  • No Commercial Solicitation: Do not promote businesses, services, or products to members during hikes or through group channels. Sharing genuine recommendations (e.g., gear tips) is welcome, but monetised self-promotion is prohibited.

6. Event Participation

  • RSVP Responsibly: Only sign up if you genuinely plan to attend.

  • Update Promptly: Cancel your RSVP ≥24 hours before the hike if your plans change.

  • No-Shows: Members with repeated no-shows may be suspended.

  • Waitlists: If an event is full, join the waitlist. You'll be notified automatically if a spot opens.

Unacceptable Behaviour: What Constitutes a Breach

The following behaviours are considered breaches of this Code of Conduct and will not be tolerated:

  • Harassment and Abuse: Any form of physical, verbal, psychological, or sexual harassment, bullying, intimidation, or violence.

  • Discrimination: Any behaviour that marginalises or excludes others based on age, gender, race, religion, sexual orientation, disability, or any other personal characteristic.

  • Disregarding Safety Instructions: Refusing to follow the reasonable instructions of the hike leader, especially those related to safety and group management. Never split from the group without notifying the leader.

  • Endangering the Group: Reckless behaviour, being under the influence of illegal substances, or irresponsible consumption of alcohol during an event that puts the group at risk.

  • Persistent Lack of Preparedness: Repeatedly turning up to hikes without the necessary equipment or fitness for the advertised grade, despite previous advice.

  • Commercial Solicitation: Promoting businesses, services, or products to members. Violators will be removed from the group.

  • Damaging Group Reputation: Behaving in a manner that brings AAA Hiking or the wider hiking community into disrepute.

  • Abuse of Volunteers: Treating volunteers as paid service providers. We are all participants in a shared community.

  • Bullying or Exclusion: Any behaviour that creates an unsafe or unwelcoming environment.

Safety on the Hill

  • Hike Leader Authority: The hike leader has the ultimate discretion to alter the route, turn back, or terminate the walk due to weather, ground conditions, or concerns about group safety. They have the right to refuse a participant they deem ill-equipped or unfit for the walk.

  • Staying Together: Members must make a reasonable effort to stay with the main group and follow the hike leader's instructions. If a member chooses to leave the planned route or separate from the group without notifying the leader, they will be considered to have left the walk, and AAA Hiking will no longer be responsible for them.

  • Emergency Procedures: In the event of an accident, the group will come to a complete stop. The hike leader will coordinate the response. All members are required to carry a charged mobile phone. In an emergency, call 999 and be prepared to give your location (e.g., using the 'What3Words' app).

  • Insurance: Members are reminded that the club's public liability insurance does not cover personal accident, injury, or loss of earnings. Personal accident insurance is recommended.

Complaints Procedure

A. Confidentiality

All complaints will be handled with strict confidentiality by all parties involved, except where disclosure is necessary to conduct a fair investigation.

B. Reporting Concerns

Report bullying, exclusion, or unsafe behaviour to organisers immediately. For minor issues, we encourage members to resolve matters informally first by speaking directly with the individual involved or seeking advice from a leadership team member.

When serious breaches of the AAA Hiking Code occur, they should be reported to the relevant authorities and action taken promptly.

C. Making a Formal Complaint

If informal resolution is not possible or appropriate, a formal complaint should be submitted in writing to AAA Hiking at: conduct@AAAhiking.co.uk

The complaint should include:

  1. Your name and membership number (if applicable).

  2. The name of the person(s) the complaint is about.

  3. A detailed description of the incident(s), including date, location, witnesses and the walk involved.

  4. Any supporting evidence (e.g., witness statements, photos).

  5. Any previous steps taken to resolve the issue.

D. Procedure for Handling a Formal Complaint

  1. Acknowledgement: The Leadership Team will acknowledge receipt of the complaint within 14 days.

  2. Initial Assessment: The Team will review the complaint to determine if it falls under this Code and warrants further investigation. They may also decide to suspend the member concerned during the investigation if the allegations are serious.

  3. Investigation: The Leadership Team, or an appointed sub-committee, will investigate the complaint impartially. This will include informing the respondent of the allegations and providing them with the opportunity to respond.

  4. Decision: After considering all evidence, the Team will decide whether, on the balance of probabilities, a breach of the Code of Conduct occurred.

  5. Outcome: The Team will communicate its decision and the reasons for it in writing to both parties within a reasonable timeframe.

  6. Consequences & Sanctions: Where a breach of this Code is found, the Leadership Team may impose one or more of the following sanctions:

    • Minor breaches: A private reminder from organisers.

    • Formal warning: A verbal or written warning.

    • Temporary suspension: Suspension from AAA Hiking activities and/or membership.

    • Permanent removal: Removal from the group without refund (if applicable). Repeated or serious violations will result in removal from the group.

    • Role removal: Removal from a volunteer or leadership role.

7. Appeals

  • A member who is subject to a sanction may appeal the decision in writing to the Leadership Team within 28 days of notification.

  • The appeal must state the grounds for the appeal.

  • The Team will review the appeal, which may involve a fresh hearing by members not involved in the original decision.

This Code of Conduct is a living document and may be updated by the AAA Hiking Leadership Team at any time. It was adopted in August 2025.