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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.