TERMS AND CONDITIONS

 

All retreat participants must make themselves aware of the terms &  conditions & accept the risks associated with the course activities,  each guest must be responsible for taking out the appropriate  personal accident, holiday, cancellation & Covid cover insurance  policy for the full duration of their chosen retreat, this is a non  negotiable condition when booking one of our luxury retreats. 

If you do not already have a comprehensive travel policy with Covid  cover in place prior to making your retreat / holiday reservation, we  strongly advise that you do take out a policy (ASAB) as soon as you  book your retreat / holiday. 

Sarah Stokes trading known & referred to hereafter as SST accepts  bookings subject to the following conditions as laid out below. 

INTERPRETATION & DEFINITION: 

In the agreement unless otherwise specified the following  expressions refer to the following meanings. 

Booking – The booking made by the client with SST & as set out on  the SST booking form. 

Booking Form – The booking form produced by SST to be  completed by the client when & upon making a booking with SST 

Contract – The contract between the client & SST under which the  services are provided by SST to the client. 

Client – The person, business or company who makes the booking  with SST. All individuals to whom the services are provided by SST  must be of a minimum age of 18 years. Under special agreement  SST may consider offering a retreat place to a person between the  ages of 16 & 18, however this would only be the case with a written  acceptance by SST & with special terms & conditions attached, the  guest must agree to comply with any & all special conditions & this  will include being accompanied by an appropriate adult who  assumes full responsibility for the minor..

Payment – The total fee will be due for payment strictly 10 full  weeks in advance of the retreat / course commencement date. 

Fee – The amount payable to SST under the contract. 

Deposit – A deposit payment per will be required to reserve each  place at the retreat. 

Force Majeure / Special Circumstances – Any act, event, omission  or accident beyond SST’S reasonable control including but in no  way limited to Act of God, war, riot, civil commotion, malicious  damage, compliance with any law or government order, rule,  pandemic, regulation or direction, accident, breakdown of plant or  machinery, fire, flood, storm, adverse weather, default of suppliers  or subcontractors, strikes, lock-out’s, or other industrial disputes,  failure of a utility service or transport network. 

Major Change – A change in the date or over 80% of the content of  the service. The exception being under “special circumstances”. 

Recordings – Photographs, videos, or any other audio visual  recordings taken of the clients during the provision of the services. 

Wording importing the singular meaning shall include the plural  meaning & vice versa. 

All wording within the booking conditions is generalized & any  reference to any gender includes the other genders. 

The headings in these conditions are for convenience only & shall  not affect their interpretation. 

ACCEPTANCE: 

A contract for the services is made between SST & the client on the  issue of a written confirmation of booking by SST. 

The contract is subject to these booking conditions which the client  has been deemed to have read & fully understood. These booking 

conditions can only be varied by written agreement between SST &  the client. 

 Wellness and art retreat packages are deemed to be accepted by  the client as detailed on the company website at the time of booking  

SERVICES: 

The activities & services provided by SST to the client under the  terms of the contract & service shall be construed accordingly. 

BOOKING: 

To place a booking with SST, SST require a completed booking  form together with the payment of a deposit fee. If a booking is  made by telephone, e-mail or facsimilie, the client shall be deemed  to have read & fully understood these conditions & signed the  declaration on the booking form. All bookings are provisional & are  only confirmed when the deposit payment has cleared SST bank  account. 

SST reserves the right to decline any booking at their discretion. FEE & PAYMENT TERMS: 

The fee payable at the time of booking shall include the planning,  organizing & delivery of the proposed services. 

Upon the successful payment of the retreat fee by the client a  contract is formed for the agreed program to be delivered, If the  client wishes to alter any aspect of the program additional  reasonable costs may be levied by SST at their discretion. 

The full retreat fee is payable ten weeks before the commencement  of the course unless agreed otherwise in writing / via email prior to /  on confirmation of booking. 

In the event that the balance is not paid in the specified time frame  SST will have the discretion to treat the booking as cancelled by the client & to re-sell the course place, the fee paid by the client will be  retained by SST. 

SST will charge a late payment fee to those guests who do not pay  in full within the time frame specified in the payment terms &  conditions, the late payment fee will be charged at £50.00 per  person. 

Should a guest not pay in full within 14 full days in advance of a  retreat start date then SST will have the right to cancel the  reservation without notice or compensation, in this case no refund  will be due. 

RESPONSIBILITIES OF THE CLIENT: 

The fee does not include travel to & from the retreats location at  which the proposed services shall be provided & this shall be the  sole responsibility of the client unless otherwise agreed in writing  with SST. 

The client is responsible for their own personal medical needs /  requirements, clothing & footwear for the duration of the services  unless otherwise agreed in writing with SST. 

It is the client’s responsibility to inform SST in writing of any past,  present or potential health issues that may make them unsuitable to  participate in the services agreed, failure to disclose any such  information may result in SST terminating the contract &  withdrawing the client from the services without refund,  notwithstanding conditions of cancelation by SST. If a letter of  suitability is required from a guests medical professional then this  must be sent to & received by SST a minimum of 7 days prior to a  retreats start date. 

It is the sole responsibility of the client to ensure that the balance for  the cost of their retreat place is paid in full & on time as per the  terms set out by SST 

It is the clients sole responsibility to ensure that they have  purchased comprehensive & appropriate travel & medical insurance  for the full duration of their retreat, this should include but not be  limited to: personal accident, holiday & cancellation insurance for  the full duration of the retreat, please note that purchasing / putting  in place this type of insurance is a condition of booking a SST  retreat/s. 

The full retreat fee is payable ten weeks before the commencement  of the retreat / course unless agreed otherwise on confirmation of  booking. It is the sole responsibility of the client to ensure that their  payment is made on time & by the due date, as per the terms &  conditions, SST do not chase guest payments or send payment  reminders. 

MEDICAL & HEALTH: 

All clients using SST services should be aware that when  participating in any exercise or exercise program, there is the  possibility of physical injury. In making a reservation / booking with  SST, you agree to assume such risk & agree to release & discharge  SST from any & all claims for liability, injury, loss & or damage  arising from your participation in our services. 

If you have any medical condition/s that may make you unsuitable  to participate & or may impact on your participation in SST services,  you are required to notify us of them in full prior to making you  reservation / booking. 

If SST or any member of the SST team believe that your health or  safety is at risk or if you have failed to disclose to SST in writing  any illness, injury or any previous or current medical or health  condition / reason that could potentially impact on your ability to  participate in SST services, this could result in SST’S refusal to  allow you to participate in all / part of the services. In such a  situation, your contract may be terminated by SST at the sole  discretion of SST without refund or compensation.

Subject to prior notification to the contrary in writing by the client to  SST, the client must confirm that he / she is of good mental &  physical health & not aware of any reason why they may not be  unable & or unsuited to participate in SST’s services & or may be  likely to suffer illness or injury whilst participating in the services  provided by SST. 

It is always advisable to consult with a Doctor prior to beginning any  type of exercise program / regime. 

We strongly recommend that when choosing a comprehensive  travel insurance that the cover includes personal accident,  cancellation insurance plus full Covid cover for all Covid related  eventualities & that it also includes cover for all of SST’s terms &  conditions, including but not limited to those regarding amendment  or cancellation charges & that such insurance is purchased  immediately upon making your retreat reservation with SST. 

VARIATIONS & AMENDMENTS: 

SST reserves the right to change any price or other particulars of  the services before the contract becomes binding. 

If there is a major change SST shall notify the client forthwith, SST  shall seek to offer the client arrangements as close to the original as  it is reasonably possible in the circumstances. If there is any other  change other than a major change SST is not obliged to inform the  client in advance or obliged to pay any compensation. 

CANCELLATION BY THE CLIENT: 

If the client wishes to cancel the reservation / contract they must  advise SST in writing / via confirmed email as soon as reasonably  possible. Any cancellation of the contract will be subject to the  following cancellation charges. For the avoidance of doubt the  cancellation charges are based on the number of days before the  arrival date of the services. 

Date of cancellation – Cancellation charge

Less than 2 weeks – 100% of the cost of the retreat will be retained  by SST 

Less than 4 weeks – 75% of the cost of the retreat will be retained  by SST 

Less than 8 weeks – 50% of the cost of the retreat will be retained  by SST 

GUEST REQUEST TO MOVE / CHANGE A RETREAT  RESERVATION TO A NEW DATE: 

Should a guest request to move their retreat date to a new /  alternative date, then any deposit / full payment previously received  by SST will be deemed as non refundable. If SST accept a request  

by a guest to move their reservation (this is at the discretion of SST)  to a new / alternative date then an administration fee of £50.00 per  person will be applied, If the request is within one full month of the  

retreats start date SST will require medical proof if the change is  due to a medical condition or injury. ( A hospital Doctors / GP report  will be acceptable) If the request is within 7 full working days prior to  the retreat start date then no move or change can be made at this  stage. Each guest should ensure that they have adequate & full  insurance to cover this type of eventuality. 

CANCELLATION BY SST: 

SST will always endeavour to fulfil confirmed bookings, however,  SST do reserve the right to cancel a scheduled retreat date or an  individual booking / reservation . If SST cancel a booking prior to  

the commencement of the services the client will be offered an  alternative date, or where applicable a full refund of all monies paid  by the guest up to that point ( minus credit card charges & third  party commission where applicable ) for the specified reservation.  *The exception being that: if the cancellation is due to “special  circumstances” which are beyond the control of SST. 

ASSIGNMENT:

The contract may be assigned by the client to a third party subject  at all times to conditions. 

The client is unable to assign or transfer the contract to a third party  without the prior written consent of SST, if the client wishes to  assign their contract, he or she must give notice in writing providing  the full name, address & contact details of the third party. SST shall  then advise in writing as to if it consents to the assignment as soon  as is reasonably possible. SST reserve the right to refuse an  assignment to a third party at any time & without reason, If  subsequently a client has to cancel due to SST refusing the  assignment to a third party then the cancellation charges under  cancellation by the client shall apply. 

SST may assign or sub contract to any third party the performance  of any of it’s obligations under the contract without consent of the  client. 

SERVICES: 

SST reserves the right to alter the content of the services at any  time without notice to the client due to certain factors, including, but  not limited to the weather, staff, & any physical fitness of the clients. 

Any information on / about our services published by SST for its  literature & web site is designed for illustrative purposes only. 

If the client elects not to participate in any of the services being  provided, SST has no obligation to provide an alternative activity or  service & the client will not be entitled to a refund. 

If SST believes that a clients health & safety is at risk, or a client  has failed to disclose any relevant health information in accordance  with our terms & conditions, SST may at its absolute discretion  make decisions affecting the client & where necessary may  terminate the contract immediately. 

The client must refrain from any illegal act or any conduct physical  or verbal which may give offence or cause danger or damage to any 

person or property. If SST or any of its team, venue staff,  consultants or agents become aware of any such action then SST  or any of its team, venue staff consultants or agents may at their  absolute discretion have the client immediately removed from any  property or facility without refund or compensation. SST will have no  liability whatsoever to the client under such circumstances. 

COMPLAINTS: 

If there is a problem during the retreat / services, the client must  report it in the first instance to the retreat manager / director, if it is  still unresolved then the issue should be reported immediately to  the Director of SST so that all efforts may be made to resolve the  problem promptly & effectively. In the unlikely event that the  problem can not be resolved & the client wishes to make a  complaint then the client must notify SST in writing within 7 days of  the end of the services / retreat. Failure to provide notice of the  complaint in accordance with the above will preclude the client from  being entitled to take any further action against SST. 

VENUE: 

latest possible being 9.00 pm / 21.00, then the venue will make a  charge for this service, each guest must notify reception in advance  of their requirements & pay the cost directly to main reception at the  venue.

 

LIABILITY: 

None of the exclusions & limitations in these conditions are  intended to limit any rights the client may have under statute or  common law which may not be excluded, nor in any way to exclude  or limit liability to the client for personal injury or death resulting  from TURC negligence or that of its employees or agents, or for any  liability incurred as a result of fraud or fraudulent misrepresentation  by SST. 

The client understands that attending any activity or service  provided by SST involves some level of risk. These risks include but are not limited to physical injury or even death. By attending any  activity or service provided by SST the client agrees to assume  these risks & agrees to release & discharge SST & its owner,  employees & agents from any & all claims for liability. 

Neither SST nor any of its Directors, employees or agents will be  liable for any loss or damage to any personal property or vehicle  belonging to the client during the services. 

***It is the sole responsibility of the client to purchase full &  adequate medical, personal injury & holiday insurance for the full  duration of their stay with SST. 

All guests must refrain from any illegal act or any conduct  unbecoming a retreat guest, conduct or language which may give  offence to a team member or guest or any act which may cause  damage to property. If SST or any of its staff, consultants or agents  become aware of any such act / conduct then SST & its agents  may, at their absolute discretion, ask the client to leave the  premises, property or facility, this will be without refund or  compensation to the guest, in these circumstances SST will have  no further responsibility or liability to the guest. 

MEDIA: 

SST reserve the right to take any photos / recordings of the client  during the services, & the client accepts that all rights whatsoever  arising in the recordings shall be solely owned by SST. The client accepts & agrees that any photos / recordings may be  used by SST at its absolute discretion in any manner, including but  not limited to its web site, promotional material & advertisements. 

COPYRIGHT: 

SST reserves all copyright which may subsist in the products of, or  in connection with, the provision of all activities, services or  facilities. SST reserves the right to take such actions as it deems  appropriate or necessary to restrain or prevent infringement of such  copyright.

LAW & JURISDICTION: 

These terms & conditions shall be governed & construed in  accordance with UK Law, & the parties shall submit to the non  exclusive jurisdiction of the British courts. 

PRIVACY POLICY: 

SST are committed to protecting & respecting your privacy. USE OF DATA: 

Any personal data that you submit will be retained by SST for as  long as you use the services & systems provided on the web site.  Financial data you submit will not be stored or recorded. 

Unless we are obliged or permitted by law to do so, & subject to  clause, third party web sites & services your data will not be  disclosed to third parties. 

All personal data is stored securely in accordance with the  principles of the Data Protection Act 1998. 

Any or all of the above data may be required by us from time to time  in order to provide you with the best possible service & experience  whilst using our web site, specifically data may be used by us for  the following; 

• Internal record keeping. 

• To help to improve our products & services. 

• To transmit via e-mail details of our products & services which  may be of interest to you. 

• Contact for market research purposes, which can include e mail, telephone, postal mail. 

THIRD PARTY WEB SITES & SERVICES: 

SST may, from time to time, employ the services of other parties for  dealing with matters that may include, but are not limited to,  payment handling, delivery of purchased items, search engine 

facilities, advertising & marketing. The providers of such services do  have access to certain personal data provided by users of this web  site. 

YOUR RIGHT TO WITHHOLD INFORMATION: 

You may access certain areas of the web site without providing any  data at all, however, to use all services & systems available on the  web site you may be required to submit account information or  other data. 

You may restrict your internet browsers use of cookies. COOKIES: 

SST may set & access cookies on your computer to enable us to;  estimate our audience size & pattern, store information about your  preferences, speed up your searches, recognize you when you  return to our site. 

A cookie is a small file which resides on your hard drive, & often  contains an anonymous unique identifier & is accessible only by the  web site that placed it there, not any other sites. 

You may delete cookies, however you may lose any information that  enables you to access the web site more quickly. 

You can choose to enable or disable cookies on your web browser,  by default your browser will accept cookies, however this can be  altered. For further details consult the help menu of your browser.  Disabling cookies may prevent you from using the full range of  services available on the web site. 

CHANGES TO THIS POLICY: 

SST reserves the right to change this privacy policy as we deem  necessary, or as may be required by law. Any changes will be  posted on the web site & you are deemed to have accepted the 

terms of the policy on your first use of the web site following the  change/s. 

DATA COLLECTED: 

Without limitation, any of the following data may be collected; 

Name, date of birth, gender, job title, profession, contact information  such as e-mail addresses & telephone numbers, demographic  information such as post code, preferences & interests. IP address (  automatically collected ) web browser type & version ( automatically  collected ) operating system ( automatically collected ) a list of  URL’s starting with a referring site, your activity on this site, & the  site you exit to ( automatically collected ) & cookie information ( see  above ). 

DEFINITIONS & INTERPRETATION ( in this policy the following  terms shall have the following meanings ) 

Web site means the web site that you are currently using  www.theultimateretreatcompany.com & any sub domains of this site  unless expressly excluded by their own terms & conditions. 

User / Users means any third party that accesses the web site & is  not employed by SST & acting in the course of their employment. 

System means any on line communications structure that SST  makes available via the web site either now or in the future. This  includes but is not limited to, web based e-mail, message boards,  live chat facilities & e-mail links. 

Service means collectively any on line facilities, tools, services or  information that SST makes available via the web site either now or  in the future. 

Data means collectively all information that you submit to the web  site, this includes but is not limited to; account details & information  submitted using any of our services or systems.

COOKIE means a small text file placed on your computer by TURC  when you visit certain parts of its web site, this allows us to identify  returning visitors & to analyze their browsing habits within the web  

site. Where e-commerce facilities are provided cookies may be  used to store your shopping basket. 

CONTENT means any text , graphics images, audio, video,  software, data compilations, & any other form of information  capable of being stored in a computer that appears on or forms part  of this web site. 

ACCOUNT means collectively the personal information, payment  information & credentials used by users to access material & / or  any communications systems on the web site. 

Special Circumstances: 

Force Majeure / Special Circumstances – Any act, event, omission  or accident beyond SST’s reasonable control including but in no  way limited to Act of God, war, riot, civil commotion, malicious  damage, compliance with any law or government order, rule,  regulation or direction, accident, breakdown of plant or machinery,  fire, flood, storm, adverse weather, default of suppliers or  subcontractors, strikes, lock-out’s, or other industrial disputes,  failure of a utility service or transport network. The closure of  Spanish borders, a national / global health issue, such as a  pandemic, World Health Organisation (WHO), the Foreign &  Commonwealth Office (FCO) or Spanish Government advice, for  example that it is not safe to travel to our location during a time  when a retreat is scheduled to take place. 

Under special circumstances, Providing a minimum of 4 weeks  notice is given by the client, SST will offer to move / re-schedule the  clients reservation to an alternative date within the same financial  year, if there is a difference in rate due to this change the client will  be liable to pay the additional cost or be due a refund of the  difference in cost, where an additional cost is due the client must  make the additional payment 6 weeks prior to the start date of the  new retreats scheduled start date. Under special circumstances SST will make no administration charges for moving the clients  reservation. Under special circumstances where a client is offered  the opportunity to & elects / requests to move their reservation to an  alternative date, the reservation / booking deposit will then become  non refundable. Maximum number of moves / changes possible are  two. If a client cancels or requests to move a reservation within 7  days of a retreats scheduled start date during a period of special  circumstances SST may make reasonable deductions for out of  pocket expenses made prior to the date of notification by the client.