Retreat Terms & Conditions

Yoga Field & Sea Limited is a company registered in England & Wales with company number 16234984.
Registered office: Start Bay Studio, Torcross, Kingsbridge, Devon, TQ7 2TG.

These Terms & Conditions form the contract between you and Yoga Field & Sea Ltd for the provision of Retreat Services. By making a booking you confirm that you accept these Terms & Conditions.

In this document “you” and “your” include the lead-named person on the booking (who must be at least 18 years old) and all persons on whose behalf the booking is made.

Definitions

Retreat
Any retreat experience organised by Yoga Field & Sea Ltd including accommodation, activities and wellness services.

Retreat Services
The services provided by Yoga Field & Sea Ltd in delivering a Retreat.

1. Booking and Payment

1.1 Contract formation

A binding contract between us comes into existence when we send you a Confirmation Email, or Booking Confirmation.

If we are unable to accept your booking we will refund any payment made within 14 days.

1.2 Making a booking

To make a booking you must:

• complete the booking process
• provide all required information
• pay the required deposit.

We reserve the right to decline a booking. If this occurs any payment made will be refunded.

1.3 Booking on behalf of others

If you book on behalf of other participants:

• you confirm you have authority to act for them
• all participants agree to these Terms
• you accept responsibility for all payments and communication.

We will correspond only with the lead booker.

1.4 What is included in the retreat price

Unless stated otherwise in the itinerary, the retreat price includes:

• accommodation
• meals specified in the itinerary
• activities listed in the itinerary
• services of Yoga Field & Sea Ltd hosts or instructors.

1.5 What is not included

The retreat price does not include:

• travel to or from the retreat
• transfers unless specifically included
• travel insurance
• optional extras such as massage or treatments, unless specifically included

Travel arrangements to and from the retreat are your responsibility.

1.6 Retreat Prices, Deposits and Balance Payments

1.6.1 Pricing

We reserve the right to change retreat prices before a booking is confirmed.

Once a booking is confirmed, the price will not change except in the case of obvious error.

1.6.2 Checking your documents

Please check all confirmation documents and notify us of errors within 10 days.

1.6.3 Deposits

A deposit of £250 or £350 depending on retreat length is required to secure your place.

Deposits are non-refundable if you cancel, as they secure a limited place on a small-group retreat.

1.6.4 Balance payment

The remaining balance must be paid no later than 8 weeks (56 days) before the retreat start date.

If the balance is not received by this date we may treat the booking as cancelled and retain the deposit.

1.6.5 Payment methods

Deposits may be paid via secure online card payment.

Balance payments may be made via:

• bank transfer
• booking system payment link.

1.6.6 Late bookings

Bookings made within 8 weeks of the retreat start date must be paid in full at the time of booking.

1.7 Minimum Participants

Some retreats require a minimum number of participants.

If insufficient bookings are received we may cancel the retreat up to 14 days before the start date.

In this case you may choose:

• a full refund
• transfer to another retreat.

2. Changes and Cancellation by You

2.1 Changes to bookings

We will try to assist with booking changes where possible.

Changes may incur:

• a £20 administration fee
• any costs incurred in making the change.

2.2 Transfer of booking

You may transfer your place to another participant provided:

• they agree to these Terms
• they meet retreat requirements
• we are notified at least 7 days before the retreat start date.

Transfer fee:

• £20 (more than 7 days before retreat)
• £40 (within 7 days)

2.3 Cancellation by You

Cancellation must be made in writing or by email.

Telephone cancellations are not accepted.

Cancellation terms

• The deposit is non-refundable if you cancel.
• If you cancel more than 56 days before the retreat, the deposit will be retained.
• If you cancel 56 days or less before the retreat, we retain up to 100% of the retreat price.

These charges reflect losses including:

• accommodation commitments
• catering
• staffing
• administration
• the likelihood that the place cannot be resold at short notice.

No refunds will be given for:

• late arrival
• early departure
• missed activities
• unused accommodation
• travel disruption
• illness or injury.

Travel insurance is strongly recommended.

2.4 Travel Insurance

Participants must arrange suitable travel insurance covering:

• cancellation
• medical expenses
• travel disruption
• personal belongings
• retreat activities including hiking, yoga, swimming, sauna use, hot tub use and cold water immersion.

Insurance must cover the entire retreat duration.

3. Changes and Cancellation by Us

Because retreats are planned far in advance we may occasionally need to make changes.

3.1 Programme changes

We may change:

• instructors
• activity timings
• accommodation allocation
• wellness schedule
• walking routes

where reasonably necessary.

3.2 Accommodation changes

If accommodation must change we will provide alternative accommodation of comparable or like-for-like standard where possible.

Where comparable accommodation is provided you agree to accept the change.

3.3 Lower-standard accommodation

If only lower-standard accommodation is available you may:

• accept the change with a price reduction
• cancel for a refund.

3.4 Minor changes

Minor changes including changes to teachers, instructors, activity order or timings do not entitle you to compensation.

3.5 Activity changes

Activities may be changed or replaced due to:

• weather conditions
• sea conditions
• coastal conditions or tides
• safety considerations
• access restrictions
• operational reasons.

Walking routes may also be modified due to coastal conditions, tides, path closures or safety considerations.

Outdoor activities may be modified, shortened or replaced where weather, sea conditions or safety considerations make the planned activity unsuitable.

No refund is due where activities must be modified for safety.

3.6 Retreat cancellation by us

If we cancel a retreat you may choose:

• transfer to another retreat
• a full refund of monies paid.

4. Complaints

If you have a problem during the retreat please inform:

Natalie Cordrey
info@yogafieldandsea.co.uk
07500 032781

We will attempt to resolve issues as soon as possible during the retreat.

If you do not notify us of a problem during the retreat it may affect our ability to investigate and resolve the issue.

If unresolved please write to us within 14 days of returning home.

5. Your Responsibilities

5.1 Special requests

Special requests must be made at the time of booking.

We will attempt to accommodate requests but cannot guarantee them.

5.2 Travel documents

You are responsible for obtaining:

• passports
• visas
• travel documentation.

5.3 Health and Medical Information

You must inform us of any:

• medical conditions
• injuries
• disabilities
• allergies
• dietary requirements

that may affect participation.

Participants are responsible for ensuring they are fit to participate.

5.4 Walking, Hiking and Outdoor Activities

Some retreats include walking or hiking activities.

Depending on the retreat, these may be guided by a retreat leader or instructor, or may be self-guided.

Where walks are self-guided, route notes, maps or GPX files may be provided for guidance only. Participants remain responsible for their own safety and decision-making.

Where walks are guided, participants must follow the instructions of the guide and participate within their own physical limits.

Participants must ensure they have appropriate footwear, clothing and equipment suitable for coastal hiking conditions.

Participants should understand that the ability to complete the planned walking distances remains their responsibility.

If a participant chooses not to complete a walk or is unable to do so due to fatigue, injury, weather conditions or personal preference, Yoga Field & Sea Ltd cannot guarantee transport or alternative arrangements during walking sections.

5.5 Sauna, Hot Tub, Swimming, Cold Water and Wellness Activities

Access to a sauna, hot tub and optional cold water immersion may be available during the retreat.

Some retreats may also include open water or wild swimming.

Sauna use, hot tub use, swimming and cold water immersion involve inherent risks.

Participants must not use the sauna, hot tub or enter water while under the influence of alcohol or drugs.

Hot tub use may involve heated water, wet surfaces and outdoor conditions. Participants should take care when entering or exiting the hot tub and follow safety guidance.

Cold water immersion and sea swimming are optional and undertaken at your own risk.

Where lifeguards or safety personnel are present they provide safety oversight only.

Participants remain responsible for assessing their own ability and entering the water voluntarily.

5.6 Behaviour

Participants whose behaviour:

• endangers others
• disrupts the retreat
• is abusive or reckless

may be removed from activities or the retreat.

No refund will be given in such circumstances.

5.7 Shared Accommodation

Some retreats may involve shared accommodation.

Where rooms are shared, participants will only be required to share with guests of the same sex unless they are travelling together and request otherwise.

Bathroom facilities may be shared depending on the retreat property.

5.8 Personal Belongings

Participants are responsible for their personal belongings.

We are not responsible for loss or damage unless caused by our negligence.

5.9 Emergency Medical Assistance

If Yoga Field & Sea Ltd arranges medical assistance, transport or emergency support on your behalf, you agree to reimburse any costs incurred where these are not covered by your insurance.

6. Limits of Liability

We will provide retreat services with reasonable care and skill.

Nothing in these Terms excludes liability for:

• death or personal injury caused by negligence
• fraud
• any liability which cannot legally be excluded.

Activities such as hiking, yoga, swimming, sauna use, hot tub use and cold exposure involve inherent risks.

Participants accept these risks and agree to follow safety guidance.

7. Third-Party Suppliers

Some retreat elements may be provided by independent third parties.

Optional extras such as massage treatments or excursions may be provided under a separate contract with the supplier.

8. Privacy

Your personal data will be processed in accordance with the Data Protection Act 2018 and our Privacy Policy.

9. Photography and Video

Photographs or video may be taken during retreats for marketing purposes.

Consent for identifiable images is requested separately in the pre-departure form.

Participants may opt out at any time.

10. Miscellaneous

If any clause of these Terms is found unenforceable it will be modified only as necessary without affecting the remainder of the agreement.

These Terms are governed by the laws of England and Wales.

Any disputes shall be subject to the jurisdiction of the courts of England and Wales.