Retreat Booking Terms & Conditions
Valid from: 1 January 2025
These Terms and Conditions form the basis of the contract between the retreat organiser (“we”, “us”, “our”) and the person making the booking (“you”, “your”), including all members of the booking party. By confirming a booking you agree to be bound by these Terms.
1. Contract Formation
A binding contract is formed when we receive your completed booking form and the required deposit. The person making the booking (“Lead Booker”) confirms they have authority to accept these Terms on behalf of all members of the booking party.
You must be at least 18 years of age to make a booking. All booking details should be checked upon receipt of confirmation and any errors must be reported immediately.
These Terms are governed by the laws of England and Wales and are interpreted in accordance with relevant consumer legislation including the Consumer Rights Act 2015.
2. Prices and Accuracy of Information
All retreat descriptions, prices and information published on our website or marketing materials are believed to be accurate at the time of publication. We reserve the right to correct errors in pricing or descriptions before a booking is confirmed.
If a material error is discovered after confirmation, we will inform you as soon as possible and offer the option to accept the corrected booking or receive a full refund of payments made.
3. Payments
A non‑refundable deposit of 25% of the retreat price is required to secure your place. The remaining balance must be paid no later than six (6) weeks before the retreat start date.
If the balance is not received by the due date we reserve the right to treat the booking as cancelled. Bookings made within six weeks of the retreat start date require full payment at the time of booking.
4. Cancellation by You
All cancellations must be submitted in writing by the Lead Booker.
Cancellation charges are applied as follows:
- 60 days or more before retreat start: deposit retained
- 30–59 days before retreat start: 50% of total price
- 0–29 days before retreat start: 100% of total price
These charges represent a genuine pre-estimate of costs incurred.
5. Changes or Cancellation by Us
We reserve the right to make minor changes to retreat arrangements where necessary.
If a significant change becomes necessary, we will inform you promptly and offer a suitable alternative or a refund where appropriate.
In rare circumstances we may cancel a retreat. In this case you will receive a full refund of payments made to us, but we will not be liable for additional expenses such as flights or insurance premiums.
6. Force Majeure
We will not be liable for failure to perform our obligations if prevented by circumstances beyond our reasonable control. Such events may include but are not limited to natural disasters, extreme weather, government restrictions, strikes, pandemics, travel disruption or political unrest.
In such cases we may offer alternative dates or refunds subject to supplier terms.
7. Travel Insurance
Adequate travel insurance is mandatory for all participants. Your insurance should include cover for cancellation, medical treatment, emergency evacuation, repatriation, personal liability and loss of personal belongings.
We accept no liability for losses arising from insufficient insurance coverage.
8. Health, Medical Conditions and Fitness to Participate
Participants must ensure they are physically and medically fit to attend the retreat and participate in any activities offered.
You must inform us at the time of booking of any medical conditions, injuries, disabilities or health issues that may affect your participation.
We reserve the right to decline or cancel a booking if we believe participation may pose a risk to the participant or others.
9. Dietary Requirements and Allergies
Guests must notify us in writing of any dietary requirements, intolerances or allergies at the time of booking or as soon as they become known.
While we will make reasonable efforts to accommodate dietary requirements, we cannot guarantee that all meals will be completely free from allergens due to the nature of shared kitchens and third‑party catering services.
Guests with severe allergies or medical dietary restrictions are responsible for ensuring that food is safe for their consumption and should exercise appropriate caution.
We accept no liability for allergic reactions where guests have failed to disclose relevant information in advance or where cross‑contamination occurs despite reasonable precautions.
10. Conduct and Behaviour
Participants are expected to behave respectfully toward staff, other guests and property. We reserve the right to remove any participant whose behaviour is disruptive, abusive, dangerous or illegal.
In such cases no refund will be provided and the participant may be required to leave the retreat accommodation immediately.
11. Limitation of Liability
Nothing in these Terms excludes liability for death or personal injury caused by negligence or any liability which cannot legally be excluded under UK law.
Subject to the above, our liability is limited to the amount paid for the retreat booking. We are not responsible for indirect losses including travel costs, lost earnings, or additional accommodation expenses.
12. Personal Property
Participants are responsible for the safety of their own belongings throughout the retreat. We accept no liability for loss, theft or damage to personal items.
13. Complaints
If you experience a problem during the retreat you must notify the retreat organiser immediatelyso that we have the opportunity to resolve the issue.
If the issue cannot be resolved during the retreat, complaints must be submitted in writing within 28 days of the retreat end date.
14. Data Protection
Personal information provided during the booking process will be processed in accordance with UK data protection legislation including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Information will only be used for managing your booking and providing retreat services.
15. Participation in Activities & Assumption of Risk
Retreat activities may include physical, outdoor or wellness activities such as yoga, skiing, hiking, fitness training, meditation or similar experiences.
By participating in retreat activities you acknowledge and accept that:
- participation is voluntary
- some activities may involve inherent risks including injury, illness or accident
- environmental factors such as weather, terrain or altitude may affect safety
Participants are responsible for assessing their own physical ability to take part in activities.
By attending the retreat, you confirm that you are medically and physically fit to participate in the activities you choose.
We strongly recommend that participants seek medical advice prior to attending if they have any concerns about their fitness or health.
Except where liability cannot legally be excluded, participation in retreat activities is undertaken at your own risk.
Nothing in these Terms limits liability for death or personal injury caused by negligence in accordance with the Consumer Rights Act 2015.
16. Third-Party Suppliers
Retreat services may involve third-party providers including but not limited to:
- accommodation providers
- transport companies
- catering services
- wellness practitioners
These suppliers operate independently and are responsible for the delivery of their services.
While we carefully select reputable suppliers, we do not control their operations and cannot be held responsible for acts, omissions or negligence of third-party service providers.
Where applicable, bookings may also be subject to the supplier’s own terms and conditions.
17. Photography, Video & Media
During retreats we may take photographs or video recordings for promotional or marketing purposes.
By attending the retreat you consent to the use of images or recordings in which you may appear in:
- websites
- social media
- promotional materials
- marketing publications
If you do not wish to appear in photographs or recordings, you must notify us in writing before the retreat begins.
We will make reasonable efforts to respect such requests.
18. Minimum Participant Numbers
Some retreats require a minimum number of participants in order to operate.
If the minimum number is not reached, we reserve the right to cancel the retreat.
In such cases participants will be offered:
- a full refund of payments made, or
- transfer to an alternative retreat date where available.
We are not responsible for any additional costs incurred by participants, including flights or travel arrangements.
19. Marketing Communications
If you opt in during the booking process, we may send you updates, newsletters and information about future retreats.
Your personal data will be processed in accordance with:
- UK General Data Protection Regulation
- Data Protection Act 2018
You may unsubscribe from marketing communications at any time.
20. Consumer Rights
Nothing in these Terms affects your statutory rights under applicable consumer protection laws including the:
- Consumer Rights Act 2015
- Package Travel and Linked Travel Arrangements Regulations 2018 (where applicable)