Retreat Terms and Conditions
Thank you for choosing a retreat with The Yoga Mat. I am eager to welcome you on your chosen experience and am available to address any queries you might have beforehand.
I recognise that setting aside time for yourself can be challenging amidst life's demands. From my own journey of self-development, I understand the significance of such experiences. Therefore, I am dedicated to providing retreats that offer you the necessary time and space, as well as inspirational and practical tools.
To ensure you get the most out of the retreat, I’d like to offer some information to help you understand what’s involved, what's included, and what is expected from both you and me. This Agreement outlines these details.
This Agreement constitutes the complete arrangement between us, and I have made an effort to present it as clearly as possible.
1. Introduction
1.1 These Terms and Conditions ("Terms") govern the provision of the Retreat ("the Retreat") by The Yoga Mat ("we", "us", "our") and are accepted by you, the purchaser of the Retreat ("you"), upon booking and payment.
1.2 These Terms represent the entire agreement between us and exclude any other terms or previous dealings. All services provided as part of the Retreat are subject to these Terms.
2. The Retreat
2.1 Details about the Retreat can be found on our website www.theyogamatgroup.co.uk.
2.2 The cost for attending the Retreat ("the Fee") is listed on the website and is payable according to these Terms.
3. Securing Your Retreat Place
3.1 To secure your place as a Retreat guest ("Guest"), you must confirm your preferred date and provide full payment or a reservation fee.
3.2 After payment, you may receive an acknowledgment email, but this does not guarantee acceptance as a Guest.
3.3 Acceptance as a Guest is at our discretion and may be declined for various reasons, including errors in the Retreat description or pricing, unavailability, or suitability concerns. If not accepted, we will notify you and provide a full refund if monies have been paid.
3.4 A legally binding agreement begins when we send your Booking Confirmation email.
4. The Services
4.1 As part of the Retreat, you will have access to facilities, experiences, and activities ("Services") as described on our website. We will deliver these Services with reasonable care and skill.
4.2 If you have special dietary requirements, it is your responsibility to inform us at the time of booking. We will try to accommodate these but we are not responsible for any adverse reactions or events or take any liability for intolerances or allergies.
4.3 The Services are intended for a group audience unless otherwise stated. We may involve employees, contractors, and third-party providers as needed.
4.4 We reserve the right to make reasonable changes to the Retreat or Services. Any changes will match the original description or enhance it. We are not liable for any reasonable changes made.
5. Your Promises to Us
5.1 You are responsible for any decisions and actions related to your personal and professional life as a result of the Retreat. We are not liable for any outcomes from your participation.
5.2 Attending the Retreat and using the Services is not a substitute for therapy. If you are receiving professional help for you health, either mental or physical, inform your practitioner about the Retreat and notify us if relevant. You are responsible for your health and well-being and should seek medical advice if necessary.
5.3 If the Services include fitness activities, ensure you are fit to participate. Seek medical advice if you have any concerns and gain approval from a health professional before booking. Please note that most of our retreats include yoga in particular and it is your responsibility to ensure that you are fit and able to participate in a class. Please consult a medical professional to consult your ability to take part in our yoga sessions or any other Retreat activity if you have any concerns as we can’t take responsibility for any faults or injuries which may result in one of our Guests taking part in an activity not suitable for them. If you have been approved to take part in our Retreat activities but have a health concern we need to be made aware of, please ensure that you let us know before taking part.
5.4 We reserve the right to exclude you from the Retreat if we have concerns about your ability to safely participate. No refund will be provided if you are asked to leave.
5.5 Ensure you are fit to travel and meet any legal requirements for travel to the Retreat. This includes obtaining visas, insurances, immunisations and any other requirements.
5.6 Ensure you have adequate insurance for travel and health as refunds cannot be issued for non-attendance. We strongly advise all Guest having travel and health insurance cover when booking our Retreats.
5.7 Act safely and sensibly during the Retreat and follow any provided guidelines.
5.8 The Retreat can only be cancelled or terminated as per these Terms and cannot be transferred without our consent.
6. Engaging with Other Retreat Guests
6.1 Conduct yourself responsibly and do not cause offence or distress to other attendees.
6.2 If you breach this, we reserve the right to withdraw your access to the Retreat. No refund will be provided if you are asked to leave.
6.3 Report any inappropriate behaviour by other guests to us promptly.
7. The Retreat Venue
7.1 Smoking is not permitted within the Retreat location or its grounds. A designated smoking area may be provided upon request.
7.2 Treat the Retreat venue with respect. You are responsible for any damage caused, both directly and indirectly through your actions and behaviour.
7.3 We are not liable for the loss of personal belongings. Ensure your valuables are safe.
8. Booking and Payment
8.1 The Fee for the Retreat is detailed on the website.
8.2 The Fee includes the Services listed on the website. Additional charges apply for anything not listed.
8.3 You are responsible for travel costs to and from the Retreat. The Fee does not include flights, transfers, or other expenses.
8.4 A 20% non-refundable reservation fee is required to hold your space. Full payment is due 8 weeks before the Retreat start date. Failure to pay in full may result in cancellation and forfeiture of any payments made. You will also be liable for any reasonable additional charges incurred by us which arise as a result of your booking being cancelled.
8.5 Payment details must be provided at booking, authorising us to use them as needed for the payment of the Retreat only.
8.6 You are responsible for transport arrangements and costs.
8.7 The Retreat is not "all-inclusive." Additional charges may apply for meals and drinks over and above what is stated on the retreat description which can be found on our website. Please ensure to plan for anything additional for yourself if you feel it is needed.
8.8 If payment by instalments is agreed, follow the instalment plan until the Fee is paid in full.
8.9 Refunds are only provided as specified in the below Terms:.
8.9.1 If you purchase as a consumer and cancel within the 14-day cancellation period;
8.9.2 If we have to cancel the Retreat and can’t provide a suitable alternative either on or at a later date;
8.9.3 If you provide us with notice of cancellation in accordance with the below cancellation policy (Clause 10).
8.10 Given our clear refund policy, no chargeback or threatened chargeback claims will be accepted. If you have any concerns with the Retreat or our Services then you agree to notify us in accordance with this Agreement. If you pursue a chargeback claim without contacting us first then you accept such action constitutes a breach of this Agreement and you agree to indemnify us against any charges, costs or fees imposed on us by your debit or credit provider or our merchant service provider, along with our reasonable costs at a rate of £60 per hour.
9. Complaints or Concerns
9.1 If you have any concerns or complaints about the retreat, both during and after the event, please notify us of any concerns as soon as possible and we will endeavour to resolve them in a reasonable amount of time before taking further action. For the purposes of this clause further action includes stopping payment or making any chargeback or similar claims.
9.2 We will acknowledge your complaint and follow an internal procedure to address them as soon as possible.
9.3 These Terms do not affect your statutory rights.
10. Amendments and Cancellations
10.1 Cancellation and any amendments require our approval and must be made in writing by email to The Yoga Mat.
10.2 You have a 14-day cancellation period from the Booking Confirmation date for a full refund.
10.3 If Services have been accessed within the 14-day period, you acknowledge and agree that you have waived your 14-day cancellation period.
10.4 Immediate access to Services waives the right to cancel.
10.5 For cancellations after the 14-day period but at least 8 weeks before the Retreat start date, a 50% refund, minus the reservation fee is provided.
10.6 No refunds will be issued for cancellations received after the 14 day cancellation period or if services have already been accessed.
10.7 From the start of the Retreat, refunds will not be issued for cancellation.
10.8 We may cancel the Retreat for reasons beyond our control. A refund will be provided if no alternative can be arranged.
10.9 We reserve the right to cancel your booking by providing notice to you in writing by email if:
10.9.1 you breach any provision of these Terms which is incapable of being remedied; or
10.9.2 for any reason the Retreat Location becomes unavailable or the Retreat is unable to go ahead due to any other reason outside of our control as set out below or due to government advice, Covid-19, or other virus related rules, regulations or requirements. In such circumstances we shall use our best endeavours to source alternative accommodation and and/or arrange a suitable alternative date. Where this is not possible then we shall cancel the Retreat and you will be entitled to a refund of the Retreat Fee paid as at the date of cancellation.
10.9.3 If we are caused to make changes to the Retreat venue, the Retreat Location or the date of the Retreat due to any circumstances beyond our control and you are unable to attend the amended date or location then you shall be entitled to cancel your booking but no refund will be provided. Any decision to allow a transfer of your Retreat reservation to another person will be at our absolute discretion.
10.9.4 All of our retreats have a minimum numbers policy where if not enough participants book, unfortuantely we will have to cancel the retreat. Minimum numbers for a retreat of 16 spaces is 8 bookings before the retreat will go ahead. If we have to cancel due to not reaching our minimum number policy, we will offer you a future retreat or issue a full refund.
11. Confidentiality
11.1 Confidential Information includes ideas, business practices, client details, etc., shared for the benefit of or during the Retreat. It excludes information already in the public domain.
11.2 We will not disclose your Confidential Information without consent.
11.3 You agree to keep our and other guests' Confidential Information private.
11.4 Disclosure is allowed only for legal reasons or if safety is at risk.
11.5 Confidentiality obligations continue after termination.
12. Intellectual Property and Data Protection
12.1 For the purposes of these Terms Intellectual Property means all worldwide Intellectual Property Rights whether registered or unregistered, registrable or non-registrable, including any application or right of application for such rights and shall include copyright and related rights, database rights, confidential information, trade secrets, know how, trade names, business names, trademarks, passing off rights, patents and rights in designs.Intellectual Property includes rights in materials and content provided for and during the Retreat.
12.2 Content of all forms is for personal use during the Retreat and should not be shared or reproduced without consent. We own all intellectual rights and ownership to the Retreat content.
12.3 Personal data will be processed per data protection laws. Refer to our privacy notice on the website for details.
12.4 Data protection obligations continue after termination.
13. Force Majeure
13.1 We will attempt to deliver the Retreat but are not liable for delays due to uncontrollable events ("Events"). Examples of Events can include, but are not limited to an act of god (which shall include but not be limited to fire, flood, earthquake, windstorm or other natural disaster), extreme adverse weather conditions, disease, epidemic or pandemic, strike, industrial action, lock out, lock down, war or threat or preparation for war, civil war, civil commotion, riot, armed conflict, imposition of sanctions, embargo, terrorist attack, nuclear, chemical or biological contamination or sonic boom, explosion, delays in transit, malicious or accidental damage, collapse of building structures or failure of plant or machinery, loss at sea, any act or omission of a telecommunications officer or third party supplier of services or any other circumstances beyond our control.
13.2 In case of an Event, delivery time will be extended, and we will inform you of the situation. under no circumstances will we be liable for any loss or damage suffered by you as a result thereof.
13.3 If an Event continues for over 12 months, either party may terminate the Agreement with 14 days' notice. No liability for delays caused by Events.
14. Liability
14.1 We do not hold any proprietary interest in the Retreat Location, or act in any form of agency capacity, and we merely act as organiser, facilitator and host of the Retreat and accept no liability in relation to acts or omissions which are caused by or are the result of the Retreat Location including but not limited to cancellation, damage to or loss of personal items occurring during the Retreat.
14.2 By purchasing access to the Retreat as a Guest you acknowledge and agree that:
14.2.1 the Retreat is a group experience and any information, support and guidance provided will not be personal to you and should not be taken or relied upon as advice, guidance or information personal to you; and
14.2.2 you have not relied on any statement, promise, warranty or representation made or given by or on our behalf.
14.3 We have made every effort to accurately represent the Retreat and the Services. Any testimonials and/or examples of results experienced are not intended to represent or guarantee that anyone will achieve the same or similar results.
14.4 We shall not be liable (whether caused by us, our agents, employees or otherwise) to you for:
14.4.1 any indirect, consequential or special damages, losses or costs;
14.4.2 any failure to deliver the retreat or any Services where we are prevented due to an Event or another reason beyond our reasonable control; or
14.4.3 any losses arising from your choice of Retreat or Services or your use of the Services once delivered.
14.5 We warrant that the Services are of satisfactory quality and reasonably fit for the purposes in which they are intended to be used.
14.6 Save for the warranty set out in the clause above, all warranties and representations are excluded to the fullest extent permitted by law.
14.7 Our total liability to you (whether in contract, tort (including negligence), restitution, for breach of statutory duty or misrepresentation or otherwise) shall be limited to the total Fee including Value Added Tax payable or paid by you at the time loss is sustained.
14.8 Nothing in these Terms seeks to excuse or limit your legal rights as a consumer, where applicable. For further information concerning your legal rights please contact your local Citizens Advice Bureau.
15. Contact with Us
15.1 The Retreat will be delivered by The Yoga Mat. Our registered business address is Whinstone Cottage, Wester Galcantray, IV12 5XX. If you want to contact us you can email us at theyogamatgroup@gmail.com.
15.2 Where these Terms refer to the provision of notice, this must be provided to us in writing by email to theyogamatgroup@gmail.com or by post using the address above. All emails and post will be deemed served 48 hours after sending.
15.3 All contact between us will be via email. We will contact you using the email address which you provide at the time of booking and it shall be your responsibility to notify us if this changes. This condition does not affect your statutory rights.