OUR BOOKING TERMS
YOUR CONTRACT IS WITH Reclaim Yourself Retreats Ltd, 21 Stafford Road, Croydon, Surrey, CR0 4NG. UK.
1: BOOKING PROCEDURE
(a) At the time of booking each person travelling must accept these Booking Terms and Conditions. If you have booked a place for another person, they will also be required to complete a booking form. No person may attend a Retreat unless a booking form has been completed and these Booking Terms and Conditions accepted.
(b) Your booking is considered definite, and a contract will exist between you and Reclaim Yourself Ltd only when a confirmation email has been issued to you. No contract will exist prior to our issuing the confirmation email.
(c) If the booking is made 10 or more weeks prior to the date of departure, a deposit is required to secure your place. You may choose one of the following deposit options:
(i) a non-refundable deposit of 25 percent of the room cost;
(ii) a deposit of 50 percent of the room cost, which places you in line for a paid upgrade option should a higher-value room become available; or
(iii) full payment of the room cost, which places you first in line for a complimentary upgrade should a higher-value room become available.
Upgrades are only available on certain Retreats depending on the accommodation.
(d) At the time of booking you may elect either to pay the remaining balance in a single payment due no later than 10 weeks before the first day of the Retreat (the “Standard Balance Payment”), or to pay the remaining balance by monthly instalments under a payment plan (a “Payment Plan”).
(e) Under a Payment Plan, monthly instalments will be charged automatically to the same payment card used to pay the deposit at the start of each calendar month. The final instalment will be charged no later than 10 weeks before the first day of the Retreat. Clients are responsible for ensuring that the payment card provided remains valid and has sufficient funds. Certain card providers may require the Client to approve the first instalment before automatic billing can commence.
(f) Clients who have selected a Payment Plan may elect to switch to the Standard Balance Payment at any time up to 10 weeks before the first day of the Retreat, in which case the remaining balance shall become payable no later than 10 weeks before the first day of the Retreat.
(g) If any instalment under a Payment Plan is not successfully charged, we will issue one reminder. If payment is not received within the timeframe specified in that reminder, we reserve the right to cancel the booking, retain all payments already made and apply the cancellation charges set out in Section 4.
(h) For Clients who have selected the Standard Balance Payment, a final request for payment will be issued 11 weeks prior to departure. The balance must be paid no later than 10 weeks prior to departure. If payment is not received within 7 days of sending the final request, we reserve the right to cancel the booking, retain all payments already made and apply the cancellation charges set out in Section 4.
(i) For bookings made within 10 weeks of departure, the full price of the Retreat shall be payable immediately upon confirmation. Once payment has been made, any subsequent cancellation will incur the cancellation charges set out in Section 4.
2: CANCELLATION OR POSTPONEMENT BY US
(a) Reclaim Yourself Retreats Ltd reserves the right in any circumstances to cancel your retreat at any time up to 10 weeks before the start date, in which case we will offer a refund in full of all monies paid for your retreat.
(b) Reclaim Yourself Retreats Ltd reserves the right in any circumstances to postpone and reschedule your retreat at any time up to 10 weeks before the start date, in which case we will offer to transfer your 25% deposit to the new dates or issue a voucher to be used on any other retreat. Any other retreat payments will be refunded.
(c) Compensation will not be paid if Reclaim Yourself Retreats Ltd is forced to cancel or in any way change your retreat due to war, threat of war, riot, civil strife, industrial dispute, terrorist activity, pandemic, natural or nuclear disaster, fire, adverse weather conditions, technical or maintenance problems with transport, or other circumstances which amount to force majeure.
(d) Reclaim Yourself Retreats Ltd will not be responsible for any monies you have paid for travel, so please make sure you have booked flexible flights with an airline that will allow free date changes or that issues credit vouchers for future flights.
3: CANCELLATION BY YOU
(a) You may cancel your retreat at any time providing that the cancellation is made by the person who submitted the booking form and it is communicated to us in writing. Cancellation will take effect the day such notification is received by us.
(b) When you cancel your retreat place, we will retain your 25% deposit in all circumstances and will apply cancellation charges up to the maximum shown below:
Days Before Departure Cancellation Charge
- 90 days or more: 25% of your retreat cost
- 70-90 days: 50% of your retreat cost
- Less than 70 days: 100% of retreat cost
We do not offer the option to move your payments to another retreat.
4: INSURANCE
(a) Comprehensive travel insurance is mandatory for all of our retreats and you will be asked to produce details 8 weeks before the retreat. If you do not produce the necessary information your place may be cancelled and no refund given.
(b) You are responsible for arranging full travel insurance which should cover you for all the activities you plan to undertake on your retreat and have adequate cover for travel delay, cancellation and curtailment, medical expenses, and your personal belongings. We recommend you take out travel insurance within 15 days of booking your retreat.
(c) If you are planning on horse riding, husky sledding or cycling on your retreat you may need extra insurance for this. Horse riding is not suitable for beginners or inexperienced riders on our retreats. You will be required to sign an additional waiver form before you undertake these activities.
5: ACKNOWLEDGMENT OF RISKS AND INDEMNITY
(a) You warrant that you are aware that all exercise and travel carries risks, and acknowledge you are participating willingly, and in knowledge of these risks.
(b) You recognise that we are not able to provide you with medical advice, and that any information provided should be used as a guideline only. If you have any prior knowledge of health concerns or health risks, you acknowledge that it is your responsibility to seek clearance from a health care professional prior to attending any of our retreats.
(c) If you have health conditions and dietary requirements that may be affected by the activities or menu offered on our retreats, we reserve the right, for your own wellbeing, to advise you not to book a particular retreat or to join certain activities on a retreat.
(d) Subject to clause 13(b) you agree to fully indemnify without limitation any teacher(s), director(s) or contractor(s) against any injury, malpractice, mishap, or accident during any and all interactions with Reclaim Yourself Retreats Ltd.
6. RESPECTFUL COMMUNICATION, BEHAVIOUR & GROUP CONDUCT
At Reclaim Yourself we are committed to open, kind, and respectful communication, and we expect the same in return throughout the entire booking process and while on retreat. Our teams do not accept disrespectful communication or any form of harassment. If at any point we feel this is not happening, we may politely draw your attention to this and request a change in tone.
You agree to familiarise yourself with the local customs of the country you are visiting, especially if you are travelling to a location with a more conservative culture or fewer tourists. Respect for our retreat hosts, local teams, and fellow guests is essential.
We will not tolerate abusive, aggressive, or inappropriate behaviour. Guests who are deemed by the Retreat Leader to be acting in a way that is inappropriate will be given one warning and requested to stop. If the inappropriate conduct continues, the Retreat Leader may ask the guest to leave the retreat. No refund will be given in this circumstance and all costs for early departure must be met by the guest. Guests may also be barred from booking future retreats.
This may include (but is not limited to):
a. verbally abusive or offensive language towards anyone;
b. bullying behaviour;
c. inappropriate or abusive behaviour including uninvited physical contact, harassment, violence, or threat of violence;
d. disruptive behaviour that negatively impacts the retreat experience for others;
e. consuming excessive alcohol or drugs;
f. sexual harassment, including sexual comments and unwanted touching;
g. unwelcome behaviour that intimidates, offends or humiliates another person because of a personal characteristic such as age, race, gender, disability, religion or sexuality;
h. disrespectful or insensitive behaviour towards our retreat teams, hosts, or other guests;
i. failure to comply with the Retreat Leader's reasonable direction;
j. conduct which, in the Retreat Leader's reasonable opinion, is not compatible with other guests’ enjoyment, well-being, or the smooth operation of the retreat;
k. breaking the law of the country in which you are travelling; and
l. any behaviour or conduct which brings Reclaim Yourself into disrepute or damages its goodwill.
By making a booking, you accept responsibility for the proper conduct throughout the booking process and during your travels. We reserve the right, at our discretion, to terminate retreat arrangements and/or cease to deal with any guest whose behaviour, in the reasonable opinion of us or our suppliers, may cause danger, upset, disruption, or distress to others or damage to property.
In such cases, full cancellation charges will apply and no refund will be made. We shall have no obligation to pay compensation or meet any costs or expenses (including but not limited to alternative accommodation and return travel arrangements) that may be incurred as a result of the retreat being terminated.
7: PARTICIPATION IN RETREAT ACTIVITIES
(a) You agree to follow the retreat plan as published in your welcome pack or any adjustments confirmed by your Retreat Leader while on retreat. You can choose not to participate in all the activities offered but you cannot request alternative options. If you wish to undertake additional/alternative activities not offered on your retreat you should book extra days before or after the retreat or return to the location another time to enjoy these activities in your own time and at your own risk.
(b) You should make sure that you are fit and able to manage the activities on your retreat. For your own safety and wellbeing, should a local Supplier and/or your Retreat Leader determine that an activity is not suitable for you, you will not be able to join that activity. In this case, the decision of the local Supplier and the Retreat Leader is final.
8: WEATHER AND ACTIVITY CHANGES
In the event of adverse weather conditions that prevent all or part of the scheduled activities from being delivered as published, we may need to adjust the retreat itinerary for safety and operational reasons. Weather patterns are increasingly unpredictable, and this may affect outdoor, group or venue-based activities.
We will use reasonable efforts to offer suitable alternative activities where possible and safe to do so. Alternatives are offered at our discretion and are subject to availability, local conditions and logistical constraints.
You acknowledge and accept that weather-related changes to activities do not entitle you to a refund of retreat fees, except where the retreat is cancelled in its entirety by Reclaim Yourself Retreats Ltd in accordance with Section 2. A full refund will not be provided for changes to individual activities caused by weather, and no compensation will be paid for such changes.
9: YOUR ADVANCE GUEST INFORMATION AND WAIVER
You agree to complete a confidential Guest Information Form and Waiver 8 weeks in advance of your retreat. You will not be able to attend your retreat if you do not complete the form.
10: FOOD ALLERGIES AND DIETARY REQUESTS
(a) If you have any food allergies or dietary requests you must contact us in writing before you complete your booking to be sure we can meet your needs.
(b) If you have not received written confirmation from us that we can meet your dietary requests and you are unable to consume the menu offered, we will not be able to offer alternatives. If you choose to not attend or continue your retreat in this circumstance, no refund will be given and/or any costs for early departure must be met by you.
11: SURCHARGES
We reserve the right to increase the price of your transfer arrangements and excursions to allow for variations in transportation costs, taxis or fees chargeable for services and the exchange rate applicable to your travel arrangements.
12: RETREAT PRICES
Our retreat prices include accommodation, all meals as advertised and all group yoga classes, unless stated differently in your booking confirmation email.
Our prices exclude flights, travel insurance, tips, optional excursions, transfers from airports and train stations unless otherwise stated.
13: FLIGHTS
We do not book flights for our guests. We may recommend suitable flights, trains, and provide directions, but Reclaim Yourself is not responsible for your travel plans and arrangements. Any flight recommendations we provide are for guidance only and may be subject to change by the airline after we have shared them. We are not responsible for such changes or for any additional costs that may arise as a result.
In some retreats, in-country transfers are included and are scheduled to meet the recommended flights. If an airline changes or cancels a recommended flight after you have booked, we will request that you rebook onto an alternative option that aligns with the group transfer. Reclaim Yourself is not responsible for any increase in flight or transfer costs that may result from such changes.
It is your responsibility to confirm your flight times and check in with your airline before your outward and return journey.
14: OUR LIABILITY TO YOU
(a) We accept responsibility for ensuring that the retreats that you book with us are supplied as described and that the services we are contractually obliged to provide are to a reasonable standard.
(b) We accept responsibility for death, injury or illness caused by the negligent acts and/or omissions of our employees, suppliers and sub-contractors whilst acting within the scope of, or in the course of their employment in the provision of your retreat. We will, accordingly, pay to our client such damages as might have been awarded in such circumstances under English law.
15: PASSPORTS, VISAS AND OTHER HEALTH REQUIREMENTS
You are responsible for ensuring that you have a valid passport, any necessary visas and any necessary or required vaccines or other health requirements for your trip.
16: COMPLAINTS
If you have a problem during your retreat, please inform a member of our team immediately, who will endeavour to put things right. If your complaint cannot be resolved locally, you must advise us in writing immediately on your return. You will be sent a feedback form after your retreat and we also have a grievance policy.
17: THE CONTRACT
This contract is made on the terms of these Booking Conditions, which are governed by English and Welsh law and the exclusive jurisdiction of the English and Welsh Courts.