Retreat Terms and Conditions
Particulars
The Retreat
The Retreat Title: As specified on Your Booking Confirmation
Specified Period of The Retreat: From the Arrival Date and time until the Departure Date and time
Arrival Date: As specified on Your Booking Confirmation
Departure Date:As specified on your Booking Confirmation
Booking Confirmation is the email sent from the Retreat Organiser confirming your payment and booking details and You confirmed is subject to these terms and conditions.
Retreat Organiser
SGPilates Sue Dawson
sensegreatereace.co.uk
07774859191
Retreat Leaders
Sue Dawson, SGPilates, sue@sensegreaterpeace.co.uk, +44 7774 859191
Peter Dawson, Integral8 Ltd, peter@integral8.com, +44 7768 827566
Subject to the provisions herein The Retreat will be primarily led by the Retreat Leader/s
Owner: the party or parties from whom the Retreat Leaders have hired the Property/ies from for the purposes of the Retreat.
Property: is the property the Retreat Leaders have hired for the purposes of the Retreat. (full address and room allocation and areas available for use and access will be provided approximately 2 weeks prior to The Retreat in Your Pre Arrival Confirmation).
Caterers: the party or parties whom the Retreat Leaders have hired to supply, provide, prepare and serve the food and beverages for the purposes of the Retreat.
Parties to the Contract
This Contract is between “Retreat Organiser”, and the individual person/s, identified as the “Client Participant” “the Parties”
References to “You” or “Your” or “Yourself” are references to the Client Participant/s
Only communications, including payments, by and to the Client Participant/s will be deemed to be made in accordance with this Contract.
Capitalised terms not defined in these Terms and Conditions have the meanings given herein.
These Terms and Conditions and Annexures together constitute the entire agreement between You and the Retreat Organiser, the “Contract”.
Purpose of the Contract
This Contract is for the provisions of services for The Retreat, for the Specified Period at the Property as set out above the terms and conditions herein.
The Client Participant/s shall not use the Property for any other purpose and will be responsible, jointly and severally, for the conduct and behaviour of all Client Participants within this booking.
Client Participants
Client Participants are those named in the Booking Form submitted by the Main Contact upon booking.
Full Details of all Client Participants in this booking and details of rooms and room configuration i.e. twin or double bed to be provided in the Booking Form by the Main Contact.
No additional people may visit or stay at the Property during the Retreat. Client Participants may not be substituted or transferred. If you book a shared room you cannot later transfer to the single occupancy rate or vice versa.
If sharing a room You must specify whom from Your group You are sharing with.
You confirm all Client Participants are over 18 as at the date of the retreat.
The Client Participant who completed the booking will be deemed the Main Contact for all Client Participants in the relevant booking if not specified in the Booking.
Communication with the Main Contact will be deemed to be communication with all Client Participants members of the group. It is the Main Contacts obligation to ensure that all communication is passed to all the Client Participants in this booking forthwith and any relevant information is provided by them to us in relation to the Client Participants in this booking. All relevant terms of this contract will apply to each Client Participant .
The Main Contact confirms that they have the full authority to enter into this contract on behalf of all Client Participants within this booking and will ensure they comply with all the terms herein.
Payments
All Retreat Fees and prices are quoted in £GBP and are exclusive of VAT unless otherwise stated.
All Client Participants understand that The Retreat offering and prices do not include any travel of any form, to, from or throughout The Retreat, e.g. flights, car hire or transfers, taxi etc. which remain the sole responsibility and risk of the Client Participant to arrange, and pay for and complete.
Deposit of the Retreat Fee (as specified) payable upon booking with the remaining amount payable 12 weeks in advance of the Retreat Arrival Date.
If booking within 12 weeks of the Retreat Arrival Date then 100% of the Retreat Fee is payable at the time of booking.
You must pay the Retreat Fee balance of the Retreat Price by bank transfer to the Retreat Organisers bank account specified at least 12 weeks prior to the Arrival Date.
If You fail to make a payment due in full and on time, the Retreat Organiser will treat Your booking as cancelled by You.
The Retreat Organiser reserves the right to change the Retreat Fees and the terms and conditions at any point of time in the future
Changes to Retreat Fees will not affect bookings already confirmed at the time of the change
Security Deposit
Should the Retreat Organiser require a Security Deposit, per person it will notify the Client participants and it must be paid to the Retreat Organiser 12 weeks prior to the arrival Parties agree that such Deposit is subject to the terms of this Contract.
The Retreat Organiser will hold the Security Deposit to be applied against any damage to the Property and/or to or removal of any furnishings, fixtures and fittings and equipment and/or any reasonable additional cleaning of the Property. The Retreat Organiser will return the Security Deposit to You within fourteen days of the Departure Date, less any deductions in accordance with the Contract.
The Security Deposit whether requested or not does not constitute a limit on Your liability. Certain damage to the Property can give rise to losses in excess of the value of the Security Deposit and You remain liable to the Retreat Organiser for the full costs of all repairs or replacements required or other losses incurred by the Retreat Organiser due to loss or damage to the Property, its contents or Owner or the Retreat Leaders or their equipment.
Additional Services
Where, at its absolute discretion the Retreat Organiser offers or agrees to provide or organise the provision of, Additional Services such as, one to one coaching sessions (as identified from time to time), then such services will, unless otherwise agreed, be provided subject to this Contract.
These specific services can only be used if You are on The Retreat and the one to one sessions will only take place, whilst on The Retreat unless otherwise stated
If the Retreat Leaders feel you would benefit from insights offered by developmental analytics, the Retreat Leaders will make the recommendation to you separately and outline any additional costs to be borne by you which will only be incurred with your prior agreement but otherwise subject to this agreement.
Unless otherwise agreed pricing for the Additional Services will be in £GBP and payment will be made by You to the Retreat Organiser in advance of the service delivery and prior to the Departure Date.
Where the Retreat Leaders suggests other service providers that may be suitable for the Client Participant then, should the Client Participant decide to engage any such service provider, they do so at their own risk and this will not form part of this Contract and will be a direct relationship between the Client Participant and the service provider and the Retreat Organiser and Retreat Leaders will have no responsibility or liability.
Free Time and Excursions
The Client Participants accept the full cost, risk and responsibility for all activities undertaken during free time whether within or outside the curtilage of the Property.
The Client Participants accept the full cost, risk and responsibility for all activities undertaken outside the Property and any excursions or trips outside the curtilage of the Property. If the Retreat Organisers or Retreat Leaders accompany them on any such visits or excursions they shall have no responsibility whatsoever for or to the Client Participants.
Cancellation by You
To cancel Your booking the Client Participant must do so in writing by email to the Retreat Leaders email address shown above. A cancellation will not take effect until the Retreat Leaders receives written confirmation from You except as otherwise provided elsewhere in this contract.
If You cancel Your Retreat booking:-
i. more than 12 weeks before the Arrival Date, the Retreat Organiser will be entitled to retain the Retreat Fee Deposit; or
iii. less than 12 weeks prior to the Arrival Date, the Retreat Organiser will be entitled to retain the Retreat Fee Deposit and the Retreat Fee Balance but will refund any Security Deposit within 14 days of the cancellation.
Cancellation by Retreat Organiser and/or Retreat Leader and service interruption
The Retreat Organiser reserves the right to cancel this Contract at any time if circumstances beyond its reasonable control make it impossible or commercially unviable for the Retreat Organiser or Retreat Leaders to make the Retreat and /or the Property available to You including in circumstances where providing the Property or any part thereof is against applicable laws or regulations.
The Retreat Leaders will contact You as soon as is reasonably practical and inform You of any such cancellation.
In the unlikely event that the Retreat Leaders cannot complete the contracted service (illness, disability death etc.) The Contract Organiser will discuss the option of finding another instructor/coach/trainer/practitioner or amending the Retreat Schedule with the Client Participant so that the service can be completed satisfactorily. If in the opinion of the Retreat Organiser this cannot be reasonably arranged, a pro-rata refund of The Retreat Fee will be returned to the Client Participant as appropriate.
The Retreat Organisers Retreat Leaders and Owners will not be responsible for any temporary defect or stoppage in the supply of public services to the Property such as water, electricity or the internet or in respect of any non-functioning of equipment or appliances in the Property (including the garden).
If the Retreat Organiser or Retreat Leaders feels for any reason at their absolute discretion deem that this retreat is not suitable for you or your inclusion will adversely impact the intended environment or experience of The Retreat or any of the other participants then it can refuse to accept or cancel your booking and will refund you any Retreat Fees paid for The Retreat within 28 days of such cancellation subject to the terms herein.
In the event of a cancellation in accordance with this clause the Retreat Organisers and Retreat Leaders only liability to You will be to refund any Retreat Fees paid by the Client Participant for The Retreat pro-rated for the proportion of the event or services not completed, less a fair proportion of any non recoverable costs and admin fees of the Retreat Leaders and Retreat Organiser.
Any refunds or pro-rated proportions are to be decided by the Retreat Organiser acting reasonably and are final.
Your General Obligations
a. You shall:-
i. comply with this Contract including the Property Requirements and additional required forms;
ii. comply with any applicable laws and regulations concerning the attendance of the Retreat including any applicable travel or health restrictions or requirements;
iii. have adequate travel insurance and any other insurances you reasonable require for your circumstances or health;
iv. be covered by comprehensive travel insurance (including cancellation, flight delays, loss and damage to baggage and other property) and health insurance (including evacuation and repatriation coverage);
v. keep and leave the Property and all furnishings, fittings and equipment clean and in good condition;
vi. advise the Retreat Leaders immediately of any breakages or other damage to items so that repairs (including cleaning) or replacements can be arranged;
vii. lock the Property at night and when it is not occupied;
viii. allow the Retreat Leaders, Owner or its representative access at any reasonable time during the Retreat for the purpose of repairs or maintenance;
ix. take all necessary steps to safeguard Your personal property and that of the Retreat Leaders and other guests and no liability to You is accepted by the Retreat Leaders or Owner, in respect of damage to or loss of such property; and
x. advise the Retreat Leaders in advance of any relevant health issues including any food allergies; The Retreat Leaders Owners and Caterers cannot cater for anyone with life threatening or otherwise serious medical allergies The kitchens used to prepare the food are used for all foods/ingredients and so are technically contaminated with allergens.
xi. Respect the reasonable rules advised by the Retreat Leader and Owner relating to the Retreat and Property; as set out in Property Requirements or Sessions conditions
xii. You agree not to:-
i. cause any damage to the Property nor to do anything that may be reasonably considered to cause a nuisance or annoyance to the Retreat Leaders, Owner or to any other guest or Client Participant on the retreat or occupier of neighbouring properties;
ii. allow more people to either stay in the Property or visit the Property other than as expressly stated herein;
iii. take permit or allow a pet or animal into the Property,
if You do or permit any of the above, the Retreat Leaders and/or Owner can refuse to allow You to attend The Retreat or be on the Property or require You to leave it. The Retreat Organiser will treat any of these circumstances as a cancellation of the booking by You.
Limitation of Liability
Except in respect of death or personal injury caused by its negligence, the Retreat Organiser Retreat Leaders and Owners aggregate liability to You under this Contract is limited to a sum equivalent to the relevant Retreat Fee per Client Participant.
The Owner shall have no liability to You for any indirect or consequential loss suffered by any Guest.
You agree to indemnify the Retreat Organiser and Retreat Leaders in respect of any claims brought against the Retreat Organiser and Retreat Leaders by any Client Participant or Guest in connection with your attendance or behaviour.
Complaints
If You have any problems or concerns of any nature You must let the Retreat Leaders know straight away, and in all cases before the Departure Date, so that they can be investigated and where reasonably possible resolved.
In the unlikely event that any issue cannot be reasonably resolved before the Departure Date, You must write to the Retreat Leaders with full details within 7 days of the Departure Date so that the issue can be investigated.
Confidentiality
The material contained in these terms and conditions and the retreat represents proprietary, confidential information pertaining to Retreat Organiser and its associates services and its methods. The Client Participant hereby agrees that the information in this proposal shall not be disclosed outside of the Client Participant and shall not be duplicated, used or disclosed for any purpose other than to evaluate this proposal or attend the Retreat.
It is understood that client data is confidential and will not be shared with anyone other than the appropriate practitioners, Retreat Leaders and suppliers at or working with Retreat Organiser responsible for enabling or delivering the service.
Retreat Organiser’s privacy policy can be found in full at its website sensegreaterpeace,co.uk
Retreat Organiser undertakes to keep all “Confidential or Proprietary Information” pertaining to the Client Participant obtained or otherwise received in the course of this engagement confidential.
Proprietary and Confidential Information includes but is not limited to: information communicated by the Client Participant to be confidential before sharing it and any session notes, analytics or assessments, conclusions, presentations, data, trade secrets and know-how, curriculum vitae, draft and final client reports and other material not available to the general public.
This restriction shall continue to apply after the completion of the project without limit in point of time but shall cease to apply to any such information which may come into the public domain other than through unauthorised disclosure by the Retreat Organiser.
This restriction shall not prevent Retreat Organiser from publicising its relationship with the Client Participant in line with the Publicity clause and
This restriction shall not prevent any information or data form being used anonymously for the purposes of analysis, research and/or publication.
Copyright and Intellectual Property Rights
Except where otherwise specifically provided in writing, all images and content contained within the Retreat Organiser services and the rights contained therein, including copyright, remain the sole and exclusive property of Retreat Organiser and its practitioners and or Retreat Leaders.
The client may not copy, reproduce, republish, download, post, broadcast, transmit, make available to the public, or train or teach anyone else in the material content or practices or otherwise use Retreat Organiser or Retreat Leader content framework or materials in any way except for personal, non-commercial use. The client will not adapt, alter or create a derivative from any Retreat Organiser content except for personal, non-commercial use. Any other use of Retreat Organiser content requires express prior written permission.
Where the Retreat Organisers and Retreat Leaders or Owners or Caterers provides You with any copyright materials, including photographs, You acquire no ownership in these materials and may only use these for the purposes of attending the Retreat and for your personal use only thereafter.
Non Competition
As a harmonious and dedicated Retreat Organiser and Retreat Leaders, we value the diverse skill sets and expertise our Client Participants bring to our retreats. We understand and appreciate that many of our Client Participants may be professional experts or practitioners in fields that overlap or compete with those of the Retreat Organisers and Retreat Leaders. In recognition of this, we require that you abide by the following stipulations:
Should you provide any services or operate a business that are similar to or competes with those offered by the Retreat Organiser or Retreat Leaders, you agree not to solicit business from any participant of The Retreat, during The Retreat or for a period of the following 12 months. This extends to all participants, Client Participants, Owners and Caterers.
This restriction can be waived only by obtaining express written consent from the Retreat Organisers. Your adherence to this clause is appreciated and vital in maintaining the tranquil and cooperative environment we strive to provide at our retreats.
Disclaimer and Limitations of Liability
Retreat Organiser services are not intended to replace medical consultations or treatments by licensed physicians, psychologists or other healthcare professionals. Retreat Organiser and its Retreat leaders are insured for Professional and Public Liability with a limit of indemnity of £5 million.
However, under no circumstances will Retreat Organiser or its practitioners or Retreat Leaders be liable for any of the following losses or damage (whether such losses were foreseen, foreseeable, known or otherwise and based on advice given by Retreat Organiser): (a) loss of data; (b) loss of revenue or anticipated profits; (c) loss of business; (d) loss of opportunity; (e) loss of goodwill or injury to reputation; (f) losses suffered by third parties; or (g) any indirect, consequential, special or exemplary damages arising from the use of Retreat Organiser services, regardless of the form of action.
Photos Video Training Publicity and Marketing
Respectful and mindful photos, audio, videos or timelapses maybe taken on the Retreat and classes and sessions for the purposes of feedback training and learning by our team and for marketing on our website, social media or other forms of advertising and you agree to their usage, you may share these on your social media but you must tag @sgpilates on Instagram and @sgpilatesuk on Facebook or please tag Sue Dawson SGPilates and Peter Dawson Integral8 if posting on LinkedIn
The Retreat Organisers and Retreat Leaders reserve the right to also record the sessions for sharing on their website or other media as practices after The Retreat for the Client Participants or other clients.
The Client Participants agree they have no right to ownership, use or licence fees and grant a fee free licence in perpetuity to the Retreat Organiser and Retreat Leaders for the use of all photos videos, timelapses and audio recordings of any kind taken by the Retreat Organiser and Retreat Leaders or others on their behalf.
Client Participants are not permitted to record audio or video or automatically transcribe in any Classes, sessions workshops or one to ones. You may take notes of insights or actions for your personal non commercial use only.
Both parties to this agreement shall be free reasonably and accurately to publicise the commercial relationship constituted by this agreement, including any feedback, comments or recommendations or testimonials given in connection with the event or any of the services provided and used anonymously for the purposes of research and/or publication.
The images and text used in the Retreat Organisers Retreat Leaders Owner’s and or Caterers website social media and marketing materials for the Retreat and Property and service provided illustrate the general style of the Retreat and quality of the houses, grounds services and food and facilities but they represent only a snapshot in time and the Retreat Organiser Retreat Leaders Owner and Caterer does not guarantee that all or any individual activity product or service shown, equipment or appliances or facilities will be available during Your rental period nor that the weather will be as shown.
Classes Sessions Workshops Sound Baths One to Ones and Additional Services (Class or Classes) Conditions
The Timetable for The Retreat as shared from time to time is indicative only and is subject to amendment to enable the Retreat Organiser and Retreat Leaders at their absolute discretion to flex the design, quantum of sessions and timings to meet the overall intention and spirit of The Retreat taking into account all prevailing conditions at the time.
All classes sessions workshops sound baths one to ones and Additional Services are optional for the Client Participants. If the Client Participant chooses not to attend any such Classes then no substitute will be offered and no refund will be due. If you are 15 mins or less late for a scheduled session no additional time is due. Being more than 15 minutes late for a scheduled class or Additional Service will be deemed as a Cancelled Session by You and no substitute will be offered and no refund will be due.
One to One Sessions, 24 hours cancellation notice is required or full charge will occur and no replacement session will be offered. One to one Sessions are not transferable to other persons.
Any refunds will be subject to the deduction of admin/costs charge. So please reschedule to save fees where possible.
If an in person One to One Session is cancelled by the Retreat Leader for any reason, you will given a session transfer valid for the next available session within the time frame of the Retreat, or an online session may be offered after The Retreat. If neither are suitable for you then a refund of the relevant one to one session fee will be made.
All One to One Sessions must be booked paid for and schedules on line at Integral8.com.
Outdoor sessions are weather dependent and will be taken indoors if there is a suitable alternative space available at the time. Outdoor sessions will not be refunded if cancelled due to the weather or done indoors.
Completed Health and Wellbeing Questionnaires including emergency contact details are required to be submitted for each Client Participant. Please make sure you have submitted this at least 4 weeks prior to arrival or you will not be admitted to The Retreat or any meal Class or session.
No meal, session, group or one to one can be taken until the appropriate Health and Wellbeing Questionnaires have been completed and submitted by each Client Participant
You are responsible for keeping your Health and Wellbeing Questionnaire up to date with any information that may be relevant and alerting the Retreat Leaders and Caterers and You confirm that have done so
When you attend ANY retreat session, in person, online or use recordings supplied by the Retreat Leaders you agree that:
You do so at Your own risk, and You are responsible for Yourself
You book and attend knowing that You are responsible to make sure You are fit and well enough to join. Please seek appropriate medical advice prior to booking.
That You will tell the instructor if You are unsure of any guidance given, that You stop if You experience any pain or discomfort, and You alert the instructor if You need assistance, clarification, modifications or support at anytime.
Ensure You always work within Your body and mind’s own capability and do not do more than Your body mind is able to do safely.
Our ethos is to mindfully move, listening to our bodies wisdom and be guided by our own architecture and how we feel in the moment, there is no competition, pushing and no such thing as “perfect”
If You do not want hands on guidance You must inform the instructor and Retreat Leaders beforehand.
That the space around You has been checked by You and is safe to move without obstructions,
You bring Your own equipment should You require it or desire it to any session as applicable.
Please make sure You bring any appropriate warm blankets, mats, cushions, eye masks to make Your session as cosy and comfortable as possible, these will not be supplied unless stated specifically otherwise in Your Pre Arrival Confirmation
Ensure any equipment You use, whomever supplied it, is checked by You prior to and during class or session to ensure it is fit for purpose.
You are respectful to any other Client Participant attendee guest and Your instructor/s
Please do not attend an in person session if You think, or have COVID or relevant other infectious illness
If You need to leave any session or The Retreat early please let the instructor or Retreat Leaders know beforehand
Property Requirements
The following are requirements relating to conduct at The Retreat and the use of the Property.
You agree to respect them during The Retreat and to require all members of Your party to do so
The Retreat Leaders and Owner reserves the right to make reasonable changes or additions to these requirements and in such case will advise the Client Participant in writing.
Use of the Property – The properties as defined in Your Pre Arrival Confirmation
The commercial kitchen is not available for use by any Client Participant
The pool
No glass, knives, sharp objects or pottery by the pool area at any time. Broken glass and sharp objects are a serious safety issue. Also, glass in the pool or a damaged liner is very expensive and time consuming to fix. There are safe plastic glasses and jugs in each house and in the pool side kitchenette for You to use.
No Diving - The pool has no deep end (maximum depth 1.20m) so it is not suitable for diving or jumping
Supervision - The pool is not supervised by the Retreat Leaders or Owner. It is the Client Participants' responsibility to make sure that they and anyone in their group safe at all times and each Client Participant shall use the facilities including the pool at their own risk.
Dress Code – Your choice, please feel free to be relaxed and comfortable and suitable for the activity being undertaken and the prevailing conditions. In order to provide a safe and respectful space please note no nudity,are allowed in any shared spaces at the Property, thank You.
Noise levels - Although the property is rural it is not isolated and noise does travel. We need to respect our neighbours by keeping outside noise to an acceptable level. . Please do not let off fireworks without talking to the Retreat Leader who will need to get the Owner’s consent first so she can warn the neighbour who has a sensitive pack of dogs! The Owner’s have never had any problems related to noise, thank You for helping us to keep it that way.
WiFi - The code to the WiFi network is in each house. Obviously in a rural area such as this the property does not enjoy the same speeds or connectivity that You may find in urban areas but it is connected and if You experience any significant difficulties please let the Retreat Leader know.
No smoking or Vaping or recreational drug use - For the comfort health and safety of all of our guests smoking vaping or recreational drug use is not allowed anywhere inside or outside or within the grounds or curtilage of the Property at any time. If You choose to go outside of the boundaries or curtilage of Property to smoke cigarettes or vape please always use the outside pots for the safe disposal of cigarette butts to avoid litter and accidental fires and extra cleaning.
Plumbing - The Property is not connected to mains drainage so all toilets empty into septic tanks. If treated with care this works very well but nothing other than bodily waste and toilet paper can be put down the toilets. For anything else please use the bags and bins in all the bathrooms. Again, we have never had any problems and thank You for Your help!
The Studio/Gym/Shala - The Studio space is for adult use only and is not supervised outside of scheduled classes. Its use, including use of any and all equipment provided within it, is at the Client Participants sole risk and responsibility.
Breakages/spillages - Accidents happen and most things are easily fixed if known about. If You do break or damage anything at the property (including spillages on the carpets or soft furnishings) please do let the Retreat Leaders know at the time so that we can inform the Owners and organise any additional cleaning replacement or fix the item for You and future guests
Non transferable
This contract is for the Client Participants specified and The Retreat and at the dates and times delineating the Specified Period only and is not transferable by the Client Participant
Governing law and Conflict Resolution
In the event of any conflict arising out of this agreement both parties agree to enter in good faith into conflict resolution with an independent professional mediator within two months of the dispute arising
At all times including failing to reach any such mediated agreement this agreement shall be governed by English Law and English courts shall have exclusive jurisdiction in dealing with disputes arising from this agreement.
Force Majeure
The Retreat Organiser and Retreat Leaders shall not be liable for any delay or non-performance of its obligations under this Agreement arising from any cause or causes beyond its reasonable control including, without limitation, any of the following: act of God, governmental act, war, fire, flood, explosion or civil commotion.
Entire Agreement
This Agreement contains the entire agreement of the parties with respect to the subject matter of this Agreement and supersedes all previous written and oral agreements, understandings and arrangements between them relating to that subject matter.