Terms & Conditions
The following document, together with all information relating to your chosen retreat contained in our literature, forms the basis of your contract with Anita and Jacqui at Yoga Sapien. Please read them carefully as they set out our respective rights and obligations.
By contacting us to make a booking you accept that you have the authority to bind all members of your party to these terms and conditions. It is essential that you check the details on the confirmation email and inform us immediately of any errors.
1. Booking and payment
A deposit of £90, together with the completed booking form is required to secure your place. If booking for more than one person, you need to complete a separate form for each person as we cannot send correspondence to other named parties on the booking due to data protection legislation.
The balance will be due within 8 weeks of the start date.
Deposit and balance payments may be made BACs bank transfer to:
Account Name: Miss J H Wallace
Account No: 31132844
Sort Code: 09-01-29
Please use your name and venue as reference if possible.
If you prefer to pay by cheque, please make cheques payable to Jacqui Wallace. It is your responsibility to ensure you have paid on time.
You are responsible for any bank charges you occur and we cannot accept credit card payments at this time.
On receipt of your booking form and deposit, we will send you an acknowledgement of your booking and confirm the date that the balance is due. The balance must reach us at least eight weeks before the start date. If the balance is not paid in time we reserve the right to cancel your booking, retain your deposit and apply a late payment fee of £50 per person to cover the extra administrative costs of rebooking.
2. If you change your booking
If you wish to make any changes to your booking prior to the due date for final payment, we will do our utmost to help, subject to an administrative charge of £25 per person, plus any additional costs we incur in making changes to your booking e.g. lost accommodation deposits. Alterations after this date will be treated as a cancellation and the charges set out in paragraph 4 will apply. Any alterations you wish to make to your booking must be notified to us in writing.
Please note that any such administrative alteration charges will not be refunded in the event of a cancellation.
3. Accuracy of information
The information given on our website(s) has been carefully checked and we believe that it is correct at the time of publication. We reserve the right to make changes and where they occur, they will be advised to you before the booking contract is concluded. The prices shown include VAT. Should VAT rise above 20% the prices shown may alter. If there are any changes to the published prices, these will be confirmed at the time of booking.
4. Changes or cancellations by You
Spaces are limited, but we are aware that things come up and will try to treat all cancellations fairly. We will do our best to assist you in altering your arrangements after booking but cannot guarantee that this will be possible.
Should you or any member of your party be forced to cancel your booking, you must do so in writing by email to firstname.lastname@example.org and the cancellation will take effect from the date that such written notice is received.
For a cancellation received more than eight weeks before the start date of the holiday, the deposit will be forfeited, unless we can find a replacement to take your place when the deposit will be refunded to you minus the £25 admin charge.
This deposit is fully refundable if we are unable to deliver the retreat for any reason, but if you need to cancel within 8 weeks of the start date, the deposit will ONLY be refunded (minus an admin cost of £25), if we can find someone to take your place.
If we are able to recover any of our losses from our suppliers, we will refund those to you subject to a £25 administration fee. All other monies paid to us will be refunded subject to any charges we are not able to recover. This amount will be deducted from your refund as required.
No refund can be given for a cancellation whilst the retreat is in progress, for example if you decide to leave before the end.
Additionally, any administrative alteration charges as described in section 2 will not be refunded in the event of a cancellation.
In addition to the above charges, it may be necessary to add single room supplements to other members of a party where member(s) of that party cancel, and reduce the group discount.
These cancellation fees are implemented in all cases, so we recommend that you are fully covered by a comprehensive travel insurance policy.
5. Changes or cancellations by Yoga Sapien
Very occasionally we have to make changes to a retreat after a booking has been confirmed. Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so.
In exceptional circumstances we may have to modify your break after booking. If the change is minor we will do our best to notify you in advance but are not obliged to do so and no compensation is payable.
We operate a “minimum customer” policy, so that all retreats require a minimum number of customers to be viable. If this threshold is not met, the retreat may be subject to cancellation and your full monies will be returned.
If we have to cancel your holiday or make a significant change before departure (such as a change of accommodation) we will tell you as soon as possible and you will have the choice of:
accepting the changed arrangements or
booking an alternative retreat (and where this is of a lower price we will refund the difference, but where the price is higher we may ask you to pay the difference) or
cancelling and receiving a full refund of all monies paid.
Please note that the above options are not available where any change is a minor one (i.e. any change not included above). Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we have to cancel as a result of unusual and unforeseeable circumstances beyond our control or force majeure.
We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation. No compensation will be payable if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel, such as paying on time.
6. Force majeure
We regret we cannot accept any liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by, or you otherwise suffer any damage or loss as a result of force majeure. Force majeure means any event which we, or the supplier of the service(s) in question, could not, even with all due care, foresee or avoid.
Such events include pandemics (including Coronavirus) war or threat of war, riots, civil strife, terrorist activities, industrial disputes, fire, natural or nuclear disasters, adverse weather conditions and all similar events outside our control.
7. Our responsibilities
We take care to ensure that all involved in the preparation and delivery of your retreat maintain the highest standards.
We will accept responsibility if any death, personal injury, failure or deficiency of your booking is caused by negligence or omissions by us. We will not be responsible for any injury, illness, death, loss, damage, expense, cost or other sum or claim of any description whatsoever which results from the fault of the person(s) affected or any member(s) of their party or results from an event or circumstance which we or the supplier of the service(s) in question could not have predicted or avoided even after taking all reasonable care.
We cannot accept responsibility for any services which do not form part of our contract. We are only responsible for excursions and activities sold by us and which form part of your contract.
8. Your responsibilities
It is your responsibility to ensure that you are physically fit, adequately experienced, suitably equipped and aware of any risks involved. Although we will ensure your experience is as safe as possible, you must accept that the sole responsibility for your personal safety remains with you.
In the interests of safety you must undertake to follow the advice in the information given by us, as well as that provided by anybody on our behalf.
We would ask you to inform us if you suffer from any allergies, such as asthma, or recurrent medical condition, such as epilepsy, or disability, such as limb restriction, hearing or sight restriction. Also if you have previous heart conditions, or suffer from angina. This will help us to effectively plan the retreat taking into consideration these facts.
Additionally, any damage caused by clients to accommodations or taxis used in the course of the retreat is the responsibility of the participant. We cannot accept responsibility for any such damage, and accommodations/taxis booked retain the right to reclaim costs from the participant, whether they are travelling as part of a group or alone.
We cannot accept responsibility for any wear and tear to equipment you provide for your retreat.
9. Complaints and problems
In the unlikely event that you have any reason to complain or experience any problems with your retreat whilst away, please speak to us immediately so that we have the opportunity to rectify your complaint at the time and we will do our best to resolve the problem straight away. Should it not be possible to resolve your complaint immediately, you should write to us, giving full details, within 14 days of the retreat’s conclusion. Complaints received after this date can be very difficult to investigate.
We treat your data with care and keep it as secure as is reasonably possible. We’ll never sell your personal details to another organisation, and we’ll always ask your consent before sending marketing emails. You can opt out from receiving marketing material at any time by emailing: email@example.com
Any medical conditions which could adversely affect the smooth running of the retreat will be shared with the facilitators and also the contact details of your next-of-kin in case of emergency.
11. Storing your data
We store and process your data based on the contract formed when you make your booking, and in line with the General Data Protection Rules (2018).
We securely process and store data in order to enable us to process your booking, fulfil the services we offer, send you your booking details, and help us to contact you urgently if there are any problems. We also use your details to enable website functionality including booking history.
We retain your data only as long as is necessary to provide the aforementioned service and functionality. We will remove or redact personal data under the following circumstances.
You request erasure of your data, as is your right, by contacting us.
The customer is deceased.
The customer hasn’t made a booking in the past 7 years.
12. Covid-19 Policy
Where retreats take place indoors, we will ensure that Covid-19 restrictions are in place for your safety
Events will be limited to the number specified by government guidelines
You must bring and use your own hand sanitiser and a face covering should it be required
Please try to maintain a 2 metre distance between yourself, other participants and the teacher/guide, or 1 metre plus where this is not possible
Please do not share food or equipment with other participants outside your household
If you feel unwell please do not attend the event.
If you contract Covid-19 within 14 days of the end of the event please let us know. By booking, you agree to be contacted should a member of your party contract Covid-19
Although we will follow guidance to keep you safe, you acknowledge that by attending an event you are putting yourself at increased risk of contracting Covid-19. Yoga Sapien accepts no responsibility should you contract Covid-19.
Should we be forced to cancel or postpone your retreat due to Covid-19, you will receive a refund of all money paid directly to us or the opportunity to transfer your booking to new dates or a different retreat.
Should you need to cancel your booking due to Covid-19 but the event itself is going ahead as planned, we will do our utmost to find a replacement for you. In this case, there is an admin fee of £25. All other monies paid to us will be refunded subject to any charges we are not able to recover. This amount will be deducted from your refund as required. We strongly suggest that you have your own personal travel insurance.
All matters arising from your contract with us are governed by English Law and are subject to the jurisdiction of the courts of England and Wales.
15. About this document
This document was last updated on the 1st February 2021. We reserve the right to update this document without notice.