Terms & Conditions

Membership

Terms & Conditions – The Soil Searchers

Version: 1.00 - Effective Date: 29th December 2025 (Review Date: December 2026)

1. Introduction and Amendments

1.1 Company Details The Soil Searchers is a trading name of The Soil Searchers Ltd, registered in England & Wales (Company No: 16887184), with a registered office at 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.

1.2 Agreement By becoming a member of The Soil Searchers ("T.S.S.") or attending our events, you agree that you have read, understood, and will fully abide by these Terms and Conditions.

1.3 Updates to These Terms We reserve the right to modify these terms to reflect changes in the law, our operational practices, or insurance requirements.

Material Changes: If we make significant changes that affect your rights, membership benefits, or obligations (e.g., changes to fees, liability, or cancellation rules), we will notify valid members via the email address registered on your account.
Minor Adjustments: For minor technical corrections, clarifications, or typographical errors that do not materially alter your rights or obligations, we may update the document on our website without direct email notification. It is your responsibility to check the "Version" and "Effective Date" at the top of this document periodically.
Acceptance: Continued participation in events or renewal of membership following any update (Material or Minor) will constitute acceptance of the revised terms.

1.4 Communication & Information

Requirement to Read: Communications sent by T.S.S. may contain critical information regarding the group, specific dig instructions, and safety matters. It is a strict condition of your participation that you read all communications in their entirety.
Liability: We accept no liability for issues arising from a member's failure to read provided instructions.
Contact Details: It is the strict responsibility of all members to keep their contact details updated. You must make any changes to your email, phone number, or vehicle details directly via your online account page to ensure you receive critical notifications (such as dig confirmations or reserve list updates).

1.5 Account Security

Member Responsibility: You are strictly responsible for maintaining the confidentiality and security of your unique username, password, and any other login credentials used to access the T.S.S. web portal.
Prohibition on Sharing: You must not share your login details with any third party. Protecting these credentials is vital to safeguarding the integrity of The Soil Searchers, our sensitive site data, and our Landowner relationships.
Liability: You are fully liable for all activities that occur under your account. If we detect suspicious activity (such as simultaneous logins from different locations) suggesting account sharing, your membership is subject to immediate suspension pending investigation.

1.6 Technical Systems & Communication Disclaimer

Service Availability: While we endeavour to ensure our website and booking systems are available 24/7, we cannot guarantee uninterrupted access. We accept no liability for any inability to book events, access content, or log in due to technical faults, server downtime, or maintenance, whether caused by us or third-party providers.
Email Delivery & Filters: T.S.S. is not responsible for automated emails (e.g., booking confirmations, reserve list alerts, or dig notifications) failing to reach your inbox due to your email provider’s spam filters, firewalls, or storage limits. It is your responsibility to whitelist our domain and check your "Junk/Spam" folders regularly.
Connectivity Issues: We accept no liability for your inability to complete a booking or payment due to the failure of your own internet connection, device, or mobile data signal.
On-the-Day Data Failure: Dig sites are often in remote rural areas with poor mobile signal. You acknowledge that relying on mobile data to download the Dig Notification PDF or site maps upon arrival is a risk. You are strictly advised to download all necessary documents to your device before leaving home. We are not liable for your inability to locate the site or boundaries due to a lack of signal on the day.

1.7 External Websites and Resources

No Endorsement: Our website, emails, or event materials may contain links to third-party websites or resources (e.g., weather services, mapping tools, or government pages). These links are provided for your information only.
No Liability: The Soil Searchers has no control over the contents of those sites or resources. We accept no responsibility for them or for any loss or damage that may arise from your use of them. Accessing third-party sites is done entirely at your own risk.

2. Membership Requirements and Structure

2.1 Eligibility and Conduct

Age Restriction: Membership is intended for persons at least 18 years of age. By applying, you confirm you meet this requirement.
False Information: Providing false information is a breach of terms and may result in cancellation.
Banned Members: Previously banned individuals cannot rejoin without express written consent. Rejoining without consent will result in immediate cancellation and forfeiture of fees.

2.2 Membership Tiers

Silver Membership: This is a complimentary membership level which is not currently available to new applicants. We reserve the right to withdraw, suspend, or cancel Silver Memberships at any time without prior notice.
Gold Membership: Gold members receive discounts on dig fees, access to exclusive events, and early registration options over the complimentary Silver Membership level.
The Free Dig Draw: A promotional prize draw known as "The Free Dig Draw" is available exclusively to active holders of a valid paid Gold Membership. Complimentary Silver Members are not entered into this draw.
- Availability: The Free Dig Draw applies only to specific dig events as designated by T.S.S. Not all dig events will be applicable for this draw.
- Eligibility: The draw is open exclusively to active Gold members aged 18 years or over. Employees and Directors of The Soil Searchers Ltd and their close relatives are excluded from entering.
- Automatic Entry: Entry is automatic for all eligible Gold members holding a valid subscription on the specific dig registration closing date. There is no separate entry fee or ticket purchase required.
- Selection Process: One winner is randomly selected by the web server from the list of confirmed attendees for that specific dig. The decision is final.
- Prize Conditions: The prize consists of a waiver of the attendance fee for that specific dig. The prize is strictly non-transferable and non-exchangeable. It cannot be sold or given to a third party. No cash alternative will be offered.
- Exclusions: The prize does not include travel, accommodation, equipment hire, batteries, food, or drink. These costs are the sole responsibility of the winner.
- Attendance & Forfeiture: If the winner is unable to attend on the specific date, the prize is forfeited.
- Event Cancellation: Metal detecting is weather and land-dependent. If the event is cancelled due to inclement weather, waterlogged ground, or land access revocation, the prize will be transferred to the rescheduled date. If no reschedule is possible, the prize is void.
- Liability: The Soil Searchers Ltd (The Promoter) accepts no responsibility for any damage, loss, injury, or disappointment suffered by the winner as a result of accepting the prize.
- Publicity: The winner agrees to the use of their tag name in publicity material (e.g., on the members' web portal) announcing the results.

2.3 Membership Cancellation and Cooling-Off Period

Consumer Right to Cancel (Cooling-Off Period): If you purchase a paid membership online, you have a statutory right to cancel within 14 days of purchase for a full refund, provided you have not utilised the membership benefits (e.g., attended a members-only dig or accessed restricted content) during this period.
How to Cancel: To exercise your right to cancel, simply email us a clear statement of your decision to cancel your membership.
Cancellation by Member: Outside of the statutory cooling-off period, membership fees are non-refundable. If you choose to cancel, you will be removed from our system, but no pro-rata refund will be issued.
Termination for Conduct: We reserve the right, acting reasonably, to terminate the membership of any individual whose behaviour is deemed disruptive, abusive, uncooperative, or detrimental to the harmony of the group ("troublesome conduct").
Discretionary Refund: In the event of termination due to troublesome conduct, T.S.S. reserves the right, at its sole discretion, to issue a full or pro-rata refund of the annual membership fee. This is not an admission of liability but a mechanism to facilitate an immediate and final separation.
Effect of Termination: Upon notification of termination, access to the web portal and future events will be revoked immediately.

2.4 Guests, Children, and Non-Members

Guests of Members: Members may generally bring one non-detecting guest per event (though this number may vary depending on the specific event type). Guests must not detect.
Guest Fees: Non-detecting guests may attend standard single day digs without charge. Charges may apply for specific larger events (e.g., Weekenders); these will be stated at booking.
Vicarious Liability for Guest & Minor Finds: You acknowledge that as the primary Member, you are strictly liable for the actions of any Guest or Minor you bring to the site. You expressly warrant that:
- Condition of Entry: Access to the site for your Guests and Minors is granted strictly on the condition that they abide by the Finds Ownership & Reward Sharing agreement (Section 5).
- Member Guarantee: In the event that a Guest or Minor discovers an item (whether through metal detecting or as a surface find) and refuses to abide by the 50/50 valuation split or Treasure reward sharing agreement, you (the Member) agree to indemnify The Soil Searchers and the Landowner for any loss. This means you will be personally liable to pay the Landowner the 50% share of the market value or reward that they would have otherwise received.
Liability: Members are strictly liable for their guests' safety and behaviour.
Registration of Non-Detecting Guests: All non-detecting guests, regardless of age or ticket cost, must be fully registered on the event booking system prior to arrival. We require the full name, Date of Birth, and emergency contact details for every guest attending. Unregistered guests will be refused entry to the site.
Strict Membership Requirement: Any person metal detecting at a T.S.S. event must hold a valid, current membership. Non-members are strictly prohibited from attending any events unless they are a registered non-detecting guest (as above) or an Invited Non-Member Detectorist (as below).
Invited Non-Member Detectorists: Only The Soil Searchers (the Company) has the authority to invite non-member detectorists to an event. These individuals must strictly abide by these Terms and Conditions while in attendance at a dig site.
Children: One child under 16 per valid adult member may attend free of charge (generally for day dig events) and may also metal detect, provided they remain close to the supervising adult at all times.
Safeguarding (Children Acts): Under the Children Act 1989 and 2004, anyone under 18 is legally a child.
Age 16+ Requirement: For the purposes of ticketing and event fees, any participant aged 16 or over is classified as an Adult and attracts the full event fee. However, participants aged 16-17 remain minors for the purposes of safeguarding and liability and must still be accompanied by a responsible adult as per the Supervision clause below. We reserve the right to request proof of Date of Birth (e.g., ID) to verify age classification.
Registration of Minors: All children and Young Adult members, regardless of age or ticket cost, must be fully registered on the event booking system prior to arrival. We require the full name, Date of Birth, and emergency contact details for every minor attending. Unregistered minors will be refused entry to the site.
Supervision: All Minors (under the age of 18) must be accompanied by a responsible adult member (18+) at all times while on a dig site. Unaccompanied minors will be refused entry to the site for safety and insurance reasons. As the supervising adult, you accept full responsibility for any finds made by the minor and warrant that you have the legal authority to bind the minor to the Finds Ownership & Reward Sharing agreement (Section 5).

3. Health, Safety, and Operational Protocols

3.1 Shared Responsibility, Vigilance & Boundaries

Collective Responsibility: Health and Safety is the responsibility of every individual on site. You must not place yourself or anyone else in harm's way.
Uniformed Marshals: T.S.S. Marshals are generally identified by a small high-visibility flag attached to the control box of their detectors, or by the wearing of company official clothing. You must strictly follow their instructions at all times.
Covert / Plain Clothes Marshals (Integrity Monitors): To ensure the integrity of the event and strict adherence to our Code of Conduct (e.g., proper hole filling, reporting of finds, and boundary compliance), we reserve the right to deploy Marshals operating in plain clothes without high-visibility markings.
Authority: These Marshals carry the full authority of The Soil Searchers to enforce these Terms and Conditions.
Identification: In the event that a Plain Clothes Marshal needs to speak to you regarding a breach of terms or a safety issue, they will identify themselves by producing an official T.S.S. Staff Identification Card/Badge. Once identified, their instructions must be followed immediately.
Boundaries & Site Map: You must familiarise yourself with the site map provided in the Dig Notification PDF prior to detecting. (Note: As a dig confirmed member this PDF can be downloaded from our website shortly after the dig registration has closed and is also provided as a link in an automated email sent to you at the same time).
Strict Adherence: You must strictly remain within the defined detecting boundaries at all times. Straying onto unauthorised land is trespass and a serious breach of our terms.
Reporting: Anything of concern—including hazardous terrain, aggressive livestock, or unsafe behaviour—must be reported to the Marshals as a matter of urgency.

3.2 Fitness to Participate, Equipment & Weather Preparedness

Physical Capability: By attending, you confirm that you are physically fit and capable of traversing rough agricultural terrain, crossing stiles, and digging holes without assistance.
Self-Assessment: It is your responsibility to assess the terrain upon arrival. If you feel unable to proceed safely, you must not participate.
No Running: No running is permitted anywhere on site unless it is deemed an actual emergency and there is a requirement to do so.
Clothing, Footwear & Visibility:
- Essentials: You must wear sturdy footwear and clothing appropriate for the weather conditions.
- No Camouflage (Safety Recommendation): We operate on working agricultural land where large farm machinery may be active. For your strict safety, we strongly recommend that you avoid wearing full camouflage or green/brown clothing that blends into the environment.
- High Visibility: We strongly encourage all attendees to wear High-Visibility (Hi-Vis) vests or bright clothing.
- Risk of Camouflage: Please be aware that if you wear camouflage and suffer a medical emergency (e.g., a fall or collapse in long grass or crops), it will be significantly harder for Marshals and Emergency Services to locate you quickly. If you choose to wear military surplus for its durability, we strongly recommend you wear a Hi-Vis vest over the top.
Extreme Weather & Hydration: Detecting takes place in open fields with little shelter. You are strictly responsible for managing your own wellbeing regarding the elements:
- Heat & Sun: In hot weather, you must apply appropriate sun block/cream, wear a hat, and carry sufficient water to remain hydrated for the full duration of the event.
- Cold & Wet: In winter conditions, exposure to wind and rain increases the risk of hypothermia. You must wear adequate thermal layers and waterproofs.
Headphones: Headphones are mandatory to minimise noise distraction unless you have a recognised hearing disability.

3.3 General Risk Acknowledgement

Inherent Risks: By attending a dig, you explicitly acknowledge that metal detecting is an outdoor activity conducted on working agricultural land. This environment involves many inherent risks that cannot be entirely eliminated. While we outline some specific known hazards in the sections below, this list is not exhaustive. You agree to remain vigilant at all times and accept the risks associated with traversing such terrain.

3.4 Terrain Hazards (Slips, Trips, Falls & Fences)

Slips and Falls: Wet grass, mud, clay, and loose soil present a significant slip hazard. You must be vigilant to avoid slipping on wet surfaces, mud, or roots.
Trips: Hidden rabbit holes, tree roots, plough furrows, and concealed debris are common. You must look where you are walking at all times.
Steep Banks & Slopes: Detecting on steep gradients or banks (particularly near water or ditches) increases the risk of falls. Do not attempt to climb or detect on slopes that are beyond your physical capability or where footing is insecure.
Wooded Areas: You must exercise caution to avoid injury from branches, stinging nettles, and thorns striking the body, face, or eyes while moving through vegetation.
Fences and Gates: Be vigilant for barbed wire (often hidden in hedges) and electric fences. Exercise extreme caution to avoid finger traps when opening and closing gates.
Water Hazards: Dig sites may contain natural water sources (streams, rivers, ponds). Maintain a safe distance from the water's edge. Do not enter water to detect or to retrieve finds.
Farm Machinery & Vehicles: You must be mindful that the site is a potential working farm. You must always be aware of vehicles and machinery whilst detecting and maintain a safe minimum distance of at least 50 metres away from any danger. Always follow the advice of the Marshals, Landowners, and farm workers in this matter. If in doubt, exit the field.

3.5 Biological & Wildlife Hazards By participating, you acknowledge the inherent biological risks of the environment:

Stinging Insects & Wildlife: You must remain vigilant for ground-nesting wasps, hornets, and bees, particularly in wooded areas, hedgerows, or uncultivated ground. Disturbance of nests can result in aggressive swarming. Be aware that other wildlife (e.g., Badgers, Snakes/Adders) may react defensively if surprised.
Weil’s Disease (Leptospirosis): Spread by rat urine in stagnant water. Cover open cuts and sanitise hands thoroughly before eating.
Ticks (Lyme Disease): Common in long grass. We recommend wearing long trousers and checking skin after the dig.
Tetanus: Soil bacteria can enter through minor cuts. We strongly recommend keeping Tetanus vaccinations up to date.
Lead Toxicity: Many finds (e.g., musket balls) are lead. Sanitise your hands after handling finds and before eating or smoking/vaping to prevent ingestion of toxic particles.

3.6 Dangerous Objects (Munitions & Sharps)

Munitions/UXO: If you find ammunition, explosives, or UXO (Unexploded Ordnance), DO NOT TOUCH, MOVE OR CLEAN IT. Mark the spot, retreat at least 25 metres, and report it strictly to a Marshal immediately.
Sharps: If you find medical needles or razor blades, do not place them in your soft finds pouch. Carry them carefully to Base Camp for disposal in the designated Sharps Box.

3.7 Emergency Procedures

Emergency Contact: TSS staff can be contacted via the mobile number provided on the "Dig Notification PDF." This document is accessible to all attending members prior to the event and also includes a map of the boundaries for that day's detecting.
First Aid: A basic First Aid kit is available at Base Camp, but members should carry their own personal minor injury supplies (plasters etc).
Accident Reporting: All incidents, however minor, must be reported to the Organiser for entry into the Accident Book.
Emergency Signal (Whistle): In the event of a site-wide emergency—such as fire, severe weather, aggressive livestock (see Section 3.10), or machinery hazards (see Section 3.4)—Marshals will sound a continuous whistle blast.
Action Required: Upon hearing this signal, you must stop detecting immediately, remove your headphones, and return to Base Camp for instructions.
Marshal Attention (Non-Emergency): A Marshal may sound single short blasts on a whistle to gain the attention of a specific detectorist. If you hear this, please look up, remove your headphones, and check if a Marshal is signalling to you.

3.8 Alcohol, Substances & Social Time

Active Detecting Hours (Safety First): To ensure the safety of yourself and others, you must remain sober and fully capable while actively metal detecting.
Camping & Weekender Events: We appreciate that weekend events are social occasions. However you must act responsibly and ensure your behaviour does not disturb or offend other attendees, the landowner, staff or volunteer marshals.
Illegal Substances: The possession or consumption of illegal substances is strictly prohibited.
Prescription Medication: If you are taking medication that impairs balance or judgment, you must not operate equipment or drive on site.
Medical Cannabis (Strict Legality): Administration must be via a vaporiser (not smoked/combusted) and restricted to the designated "Base Camp" area.
No Smoking: It is illegal under UK law to smoke (combust) medical cannabis flower. Doing so falls outside the terms of your prescription and invalidates your legal defence. T.S.S. enforces a zero-tolerance policy on smoking cannabis.
Proof of Legality (Gold Standard): Membership card schemes (e.g., Cancard, MedCannID) are not acceptable proof of legality.
Required Documentation: You must be able to produce the "Gold Standard" proof upon request: (1) The printed pharmacy label attached to the medication container in your name; AND (2) A copy of your current prescription or clinic letter.

3.9 Fire Safety, Smoking, Dogs & Lone Detecting

Fire Safety & Smoking: Dry crops and stubble are highly flammable.
Smoking Policy: Smoking (cigarettes/tobacco) is not a guaranteed right. It is permitted strictly at the Organiser's discretion and is subject to the Landowner’s permission.
Landowner Ban: Some landowners may enforce a blanket ban on smoking regardless of weather. This must be respected.
"Red" Days: Total ban on smoking in the fields during dry/windy conditions or near ripe crops.
"Green" Days: If permitted by the Organiser and Landowner, smoking is allowed provided butts are extinguished and removed from the site (never buried).
Vaping (Nicotine vs Medical):
- Nicotine Vaping: General vaping (e.g. nicotine) is permitted on site but must be done responsibly.
- Exception: The use of vaporisers for the administration of Medical Cannabis is NOT covered by this general permission and is strictly restricted to the Base Camp area as per Section 3.7.
Dogs: The presence of dogs is strictly at the Landowner's discretion. You must check the specific event Dig Notification to confirm if dogs are allowed or contact us directly for the avoidance of any doubt. If permitted, owners accept full liability for their dog’s actions and must keep them on a lead under close control.
Lone Detecting: If detecting in remote areas of the estate, notify a Marshal or friend before you go.

3.10 Livestock

Self-Assessment & Hazards: You must be aware at all times of the potential hazards of farm animals. It is your strict responsibility to perform a personal self-assessment of the risk before entering any field containing livestock. Do not enter unless you are confident it is safe to do so.
Guidance: While you should follow any specific guidance provided by Marshals or the Landowner, animal behaviour is unpredictable. If you feel uncomfortable or in doubt, do not enter the field (or exit immediately if already inside).
Gates: You must strictly close all gates behind you.

4. Operational Policies

4.1 Digger Rating System & Attendance

Points: New members start with 100 points. Digs may have a minimum rating requirement.
Cancellation Protocol: If a detectorist has confirmed to attend a dig and then cannot attend, they must inform the dig organisers by email or phone as soon as possible.
Penalties & Recovery: Failure to attend a confirmed booking without good reason/notification may result in a penalty to your rating. However, for members with a rating below 100, the rating will increase after each T.S.S. dig event takes place, in line with our current penalty settings. The member does not have to attend the dig for their points to recover.
Final Decision: The Administrator's decision regarding the application of penalties or the adjustment of digger ratings is final.

4.2 Code of Conduct and Prohibited Areas

Strict Adherence: All members must comply with the Code of Practice for Responsible Metal Detecting in England and Wales (2017) and the Treasure Act 1996. These documents outline the legal and ethical framework for the hobby, and it is a strict condition of membership that you abide by them.
Prohibited Areas: Members at any time, must never detect on Ancient Monuments, Scheduled Monuments and Sites of Special Scientific Interest (SSSIs). Under the Ancient Monuments and Archaeological Areas Act 1979 it is a criminal offence.
Night Hawking (Zero Tolerance): Any member who is reported to be or found to be Night Hawking (in other words metal detecting illegally) at any time will have their membership cancelled and may be liable for prosecution by the relevant authorities (e.g., Police, CPS).
Company Stance: As a responsible company, The Soil Searchers will strictly report any such activity and fully assist the authorities in any investigation into illegal metal detecting.
Courtesy: Members must be polite and courteous to each other, T.S.S. staff, the Landowner and their family, farm workers, and any members of the public they might encounter.
Respect the Land: Fill all holes and leave the ground in "as good as, or better than found" condition.
Safeguarding: We have a zero-tolerance policy towards bullying, harassment, or inappropriate behaviour towards minors or vulnerable adults.

4.3 Environmental Protection, Waste & Legal Compliance

Environmental Responsibility: Members must act as stewards of the countryside. You must not disturb wildlife, damage hedgerows, or interfere with badger setts, nesting birds, or other protected habitats. Care should be taken to minimise trampling on crops or sensitive vegetation.
Scrap Metal Removal: When you unearth scrap metal (e.g., lead, iron, copper, foil), you are legally responsible for that waste.
The Law: Re-burying junk or throwing it in a hedge may constitute an offence under the Environmental Protection Act 1990 (Fly-tipping).
The Policy: You must remove all metal objects you dig up. If an item is too heavy to transport to the scrap metal waste collection point, place it at the hedge line or edge of the field and inform a Marshal. Never re-bury junk.
Batteries: Spent batteries are hazardous waste and must be taken home for recycling.

4.4 Landowner Relations, Rights & Property

Respect for Property & Rights: You and your associated guests/minors must strictly respect the Landowner's property, privacy, and rights at all times. You must not interfere with farming operations, block access tracks, damage infrastructure (fences/gates), or intrude upon the privacy of the Landowner’s home or family.
No Direct Contact: We have strict agreements in place with our landowners. You must not approach, contact, or solicit any landowner used by T.S.S. without our express written permission.
Scheduled Access Only: You may only detect on our dig sites during the specific hours of a scheduled T.S.S. dig event. Detecting at any other time constitutes trespass, theft, and Metal Detecting Illegally.

4.5 Event Capacity, Allocation & Vehicle Management

A. Site Limitations & Capacity: Members acknowledge that the availability of dig events is strictly limited by the acreage of land available and the parking capacity at specific sites. Consequently, T.S.S. cannot guarantee that every member will be able to successfully register for, or attend, every dig event. We reserve the right to cap attendee numbers and vehicle numbers to ensure safety, landowner compliance, and logistical feasibility.
B. Standard Registration Process:
- Notification: All members will receive an automated email informing them that there is now a scheduled upcoming dig available for booking.
- Member Responsibility: It is the member's responsibility to register for any dig that they wish to attend in a timely manner.
- Allocation & Reserve List: Generally, registration for our dig events is operated on a first come, first served basis until the capacity limit is reached. Once capacity is reached, any registering member is automatically added to the Reserve List.
- Automation: This list automatically manages itself. If a confirmed member withdraws before the dig registration process has closed, the person at the top of the Reserve List is automatically moved up into the confirmed list.
- Confirmation & Payment: For Paid-in-Advance events, allocation of a space from the Reserve List constitutes a provisional booking. You must complete payment/confirmation within the timeframe stated in the notification email. Failure to complete payment within this window will result in the space being forfeited and offered to the next member. Anyone who moves from the reserve list to the confirmed list is automatically sent an email confirming this.
C. The "Random Selection" Process: For high-demand events where interest exceeds capacity, we may utilise a "Random Selection" ballot system:
- Registration of Interest: All members may register their interest to attend a specific upcoming dig within a set timeframe.
- Automated Draw: At a specified date/time (usually 72-48 hours prior to the event), our system will perform a random draw to select the confirmed attendees.
- Selected Members: Will receive an automatic email confirming their place.
- Unselected Members: Will be automatically moved to a Reserve List.
- Reserve Allocation: If a confirmed member cancels, a person on the Reserve List is randomly automatically selected to move up to the confirmed list.
- Notification: All members (successful or otherwise) will receive automatic emails confirming the result of the draw. Any member who is subsequently moved from the reserve list to the confirmed list will also receive an automatic email.
- Payment: For Paid-in-Advance events, allocation from the Reserve List constitutes a provisional booking; you must complete payment/confirmation within the timeframe stated in the email or the space will be forfeited.
D. Vehicle Management, Parking & Car Sharing:
- Limitations: Due to strict parking limitations at certain venues, we may require or encourage members to car share to maximize attendance.
- Arrival & Marshal Instructions: Upon arrival on site, please follow the instructions of the Marshals with regard to the parking of the vehicles.
- Offsite Parking: If an attending member does not park onsite at the venue, they must ensure they park in another safe and legal place offsite where they do not cause any inconvenience to other neighbours or road users. Members must ensure their offsite parking does not cause nuisance, obstruction, or distress to the local community, the landowner, or T.S.S.
- Vehicle Declaration: You are responsible for inputting and maintaining the correct Registration Number, Make, and Model of your vehicle within your online account. You must ensure these details match the vehicle you bring to the event.
- Undeclared Vehicles (Refusal of Entry): If a member registers and is confirmed for an event and they state that they are NOT bringing a vehicle to the site (e.g. they are a passenger or walking in), but they turn up in a vehicle where no parking allowance has been reserved, they may be refused entry to the site. In this event, any advance payments made (including dig fees) will not be refunded.
- Passenger Eligibility: Passengers travelling in your vehicle must strictly fall into one of the following categories: (1) Confirmed Members who have their own allocated place on the dig; (2) Registered Non-Detecting Guests (booked under your account); or (3) Registered Minors (booked under your account).
- Driver Responsibility (Car Sharing Log): It is the strict responsibility of the confirmed driver to log other independent members they are transporting via the member car-share system. This ensures our attendance register accurately reflects who is on site and which vehicle they arrived in.
- Exemption for Dependents: You do not need to separately log your own registered Minors or Non-Detecting Guests in the car share system. It is automatically presumed that Minors and Guests booked under a Driver’s account are travelling in that Driver’s vehicle.
- Failure to Register Passengers (Strict Penalty): You must ensure that every person in your vehicle is properly registered (either linked to your booking or logged in the car share system). Failure to register any passenger—whether they are a car-sharing Member, a Non-Detecting Guest, or a Detecting Minor—may result in entry being refused to the site.
E. Registration Amendments & Deadlines:
- Online Management: Members may register, un-register, or amend their booking (including adding/removing Guests or Minor Detectorists) via the online portal at any time up until the dig registration closes.
- The Cut-Off: Once the registration period for a specific dig has closed, no further changes can be made online. This strict cut-off point is necessary to compile an accurate Site Attendance Register for insurance and landowner security purposes.
- Late Changes: Any urgent changes required after the cut-off must be communicated directly to the Organisers via email, though accommodation of such requests cannot be guaranteed.

4.6 Arrival & Departure Protocol

Arrival Times: The specific arrival window is detailed in the Dig Notification PDF for each event (generally one hour before the detecting start time).
No Early Arrivals: Members must not arrive at the site earlier than the specified time. Early arrivals can cause congestion on country lanes and nuisance to the Landowner. If you arrive prior to the stated time, you will be instructed to leave the site immediately and return only at the designated arrival time.
Finish & Departure: The "Finish Time" stated for the event (which varies throughout the year due to sunset times) is the strict time by which you must be departing the site (i.e. driving out of the gate), not the time you stop detecting.
Strict Adherence: You must cease detecting with sufficient time to pack up, return to your vehicle, and exit the gate by the Finish Time.
Respect for Marshals: Please respect our volunteer Marshals who manage the event. They have a life outside of the group and wish to finish their duties and return home promptly at the designated time.

5. Finds, Treasure, and Export

5.1 Reporting and Ownership

Reporting: All finds, significant or other must be shown to an organiser or marshal for recording.
Ownership & Legal Default: You acknowledge that legally, the landowner owns all non-treasure finds found on their land; they only grant you permission to search.
Contractual Transfer: We have individual contracts in place with each landowner which stipulate a specific market value amount threshold. Under this threshold, the landowner explicitly gives ownership of the find to the finder. This amount can vary between sites/landowners and will be detailed in the Dig Notification PDF.
Application to Guests & Surface Finds: These ownership and sharing terms apply strictly to ALL persons attending the event, including Non-Detecting Guests and Minors. Any item found on the surface or otherwise by a Non-Detecting Guest is deemed to be a find made by the supervising Member and is subject to the same 50/50 split and recording requirements.
High Value (Non-Treasure): Finds exceeding this agreed value threshold are to be split 50/50 between finder (or supervising Member) and landowner unless a specific site agreement exists.

5.2 The Treasure Act & Hoards

Definition: Under the Treasure Act 1996 (as amended 2023), "Treasure" broadly includes:
- Objects other than coins that are at least 300 years old and contain at least 10% gold or silver.
- Two or more coins from the same find that are at least 300 years old and contain at least 10% gold or silver.
- Groups of two or more prehistoric base metal objects from the same find.
- Items of Significant Interest (Designation by Order): Any metallic object that provides an exceptional insight into an aspect of national or regional history, archaeology, or culture (by virtue of its rarity, location, or connection to a person/event) and is at least 200 years old.
Member Responsibility: It is the strict responsibility of the member to refer to the official UK Government definition to determine if a find constitutes Treasure.
Hoard Procedure: Stop immediately, contact the organiser, and do not disturb the site. An exclusion zone will be enforced of at least 25 metres.
Landowner Notification: The Organisers will immediately inform the Landowner of the discovery.
Reporting: Treasure must be reported to the Coroner within 14 days by the finder.
Reward Allocation: By agreeing to these Terms, you contractually agree that any statutory reward payable by the Crown under the Treasure Act 1996 shall be split 50% to the Finder and 50% to the Landowner (unless a different specific percentage was agreed in writing for that specific dig). You agree to instruct the authorities to disburse the reward accordingly.
Guarantee for Guest/Minor Finds: You (the Member) agree that if a Guest or Minor under your supervision is the legally declared finder of Treasure, you will ensure the reward is split 50/50 with the Landowner. If the Guest or Minor (or their legal guardians) refuses to split the reward, you agree to indemnify The Soil Searchers and the Landowner by personally paying the Landowner an amount equal to the 50% share they have lost.

5.3 Human Remains In the event that you discover Human Remains (bone or otherwise), you must act appropriately and with dignity.

Procedure: Cease digging / detecting immediately, secure the area to prevent disturbance, and report the discovery to the Organisers/Marshals immediately.
Notification: The Organisers will immediately inform the Landowner and the Police.

5.4 Export (International Members)

Declaration: Any objects found on a dig by a member resident outside of the UK that meet certain cultural definitions (specifically objects more than 50 years of age and valued above specified financial thresholds) must be declared to the Portable Antiquities Scheme Finds Liaison Officer (FLO).
Licensing: Such object/s will require an individual licence for export out of the UK, whether on a permanent or temporary basis.
Assistance: These licences are available from the Arts Council. The T.S.S. Organisers and the Portable Antiquities Scheme (PAS) will assist any members who need to acquire a licence.
Member Responsibility: Members are responsible for checking current thresholds with the Arts Council UK before attempting export.

5.5 Legal Responsibility for Finds

Disclaimer: The Soil Searchers (T.S.S.) accepts no responsibility whatsoever for finds which are not properly and legally declared by the finder.
Consequence: Any person attending a dig who acts outside of the legal requirements (including failure to declare Treasure or export restricted items) will have their membership cancelled immediately and will not be permitted to attend any future digs or activities.

6. Event Payments, Cancellations, and Service Definitions

6.1 Dig Fees and Refunds

No Service Refunds: Refunds are not provided for digs already attended or events where the service (access to the site) was provided, regardless of weather, finds, or early departure.
Landowner Termination: Landowners retain the right to terminate a scheduled dig at any time during the event (e.g., for unforeseen farming operations). If this occurs, no refunds will be made.

6.2 Pre-Paid Events (Day Digs & Weekenders)

Scope: This section applies to any T.S.S. event where a fee is paid in advance.
A. Weekender Events (Advance Payment):
- Refundable: Payments for Weekend events are fully refundable if the cancellation is made up to 14 days before the scheduled event date.
- Non-Refundable: Cancellations made within 14 days of the event are non-refundable.
B. Pre-Paid Day Digs:
- Due to the short booking lead time for Day Digs (often 1-5 days prior), and as these events constitute leisure activities provided on a specific date, the statutory 14-day cooling-off period (Right to Cancel) does not apply (Consumer Contracts Regulations 2013, Reg 28(1)(h)). Consequently, confirmed payments for Day Digs are non-refundable upon booking.
C. Company Cancellation (Refunds):
- If T.S.S. cancels ANY pre-paid event (Day Dig or Weekender), for example due to severe weather/Force Majeure, ticket fees will be fully refunded within 3-5 working days.
- Third-Party Costs: We are not liable for any third-party costs incurred by the member (e.g., travel, accommodation).

6.3 Site Changes

Notice of Change: Members should be aware that the specific fields or farm locations for a scheduled dig are subject to change at any time, often at very short notice.
Reasons for Change: Such changes may occur due to agricultural requirements (e.g., unexpected crop spraying or movement of livestock), adverse weather conditions affecting access tracks or parking, or other unforeseen restrictions imposed by the Landowner or local authorities.
Member Expectation: While we will make best endeavours to inform members of any location changes via email or social media as soon as we are made aware, guarantees cannot be given. By booking, members accept that the location may differ from the initial notification, provided the event still goes ahead within a reasonable distance.

6.4 Nature of the Service (No Guarantee of Finds)

Service Definition: We provide a professional event service. Our obligation is to provide access to research-based land for the purpose of the hobby.
No Guarantee: We cannot guarantee that members will find any items on any dig. We do our best to secure sites with relevant history, but the presence of finds is outside our control.
Refunds: As per accepted practices in the professional events industry, if a member has paid for and received the service (access to the event), we will not entertain claims for refunds based on a lack of finds or personal dissatisfaction.

7. Insurance and Liability

7.1 Insurance Requirements While T.S.S. holds Public Liability Insurance, all members must hold valid personal insurance (N.C.M.D. or A.M.D.S.). We accept no liability for members acting without their own valid insurance.

7.2 Statutory Liability Nothing in these Terms and Conditions excludes or limits our liability for:

Death or personal injury caused by our negligence;
Fraud or fraudulent misrepresentation; or
Any other liability which cannot be excluded or limited by applicable law (Consumer Rights Act 2015).

7.3 General Liability Disclaimer Subject to clause 7.2 above:

Personal Injury: We are not liable for injuries sustained due to your own negligence, the acts of third parties, or the inherent risks of traversing agricultural land.
Property: We are not liable for damage to or loss of personal property or vehicles.

7.4 Dangerous Items and Firearms

Firearms: It is illegal to possess firearms, including live ammunition, unless you hold the appropriate Firearms Certificate. Possession of such items without a licence on our sites is strictly prohibited.
Ordnance: if you find ammunition, explosives, or UXO (Unexploded Ordnance), DO NOT TOUCH, MOVE OR CLEAN IT. Mark the spot, retreat at least 25 metres, and report it strictly to a Marshal immediately.

7.5 Member Indemnity The Member agrees to indemnify The Soil Searchers Ltd against any fines, claims, damages, or costs (including legal fees) incurred by the Company as a direct result of the Member's negligence, breach of these Terms, or damage caused to the Landowner's property.

8. Data, Media, and Privacy

8.1 Data Protection (UK GDPR)

Controller: The Soil Searchers Ltd is the Data Controller.
Usage: We process data to fulfil this contract and for safety/validity checks.
Sharing: Data may be shared with Landowners (for security or substantial finds/Treasure agreements), FLOs (Treasure Act compliance), and Emergency Services.

8.2 Content Rights and Photography

Consent: By attending, you consent to being photographed/filmed for promotional purposes. If you object, inform an Organiser upon arrival.
Submissions: Photos submitted to us may be republished on our platforms.

8.3 Confidentiality Members must never disclose dig site locations to the public or on social media to protect landowners and sites.

9. General Legal Provisions

9.1 Force Majeure

Liability: We shall not be liable for failure to perform obligations due to causes beyond our reasonable control (e.g., severe weather, pandemics, government action).
Exception for Ticket Refunds: Notwithstanding the above, in the event that T.S.S. cancels an event due to Force Majeure (such as weather), the refund policy for event ticket fees set out in Clause 6.2 shall still apply.
Limitation: For the avoidance of doubt, our liability remains strictly limited to the ticket fee; we are not liable for any consequential losses (e.g., travel or accommodation costs).

9.2 Severability and Waiver If any part of these terms is invalid, the rest remain in force. Failure to enforce a right does not constitute a waiver of that right.

9.3 Third Party Rights (Landowners) Landowners hosting T.S.S. events are intended third-party beneficiaries of the indemnity and conduct clauses in this agreement and may enforce these terms directly against members where their property or livestock has been damaged (Contracts (Rights of Third Parties) Act 1999).

9.4 Alternative Dispute Resolution (ADR) If a dispute cannot be resolved internally, we will inform you if we are prepared to submit to an ADR entity, though we are not legally obliged to do so.

9.5 Jurisdiction This document is governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

10. Copyright and Intellectual Property

10.1 Proprietary Material All content produced by The Soil Searchers Ltd, including but not limited to this Terms & Conditions document, operational policies, logos, website content, and event materials, is the intellectual property of the Company and is protected by UK copyright law.

10.2 Unauthorised Use You may not copy, reproduce, distribute, or create derivative works from this document or our materials without our express written permission.

10.3 Brand Protection The name 'The Soil Searchers' and our associated branding may not be used by members for personal gain, to imply endorsement of external activities, or in any manner that brings the Company into disrepute.