Retreats - Terms and Conditions
Thank you for signing up to one of my retreats - please read the following important terms and conditions.
What these terms cover. These are the terms and conditions on which we supply services to you.
Why you should read them. Please read these terms carefully before you submit your booking to us. These terms tell you who we are, how we will supply services to you, whether this be a retreat or course, how you and we may change or end the contract, what to do if there is a problem and other important information.
Information about us and how to contact us
Who we are: Sarah Longfield & team, trading as Sarah Longfield. 179 Orchard Park Avenue, Thornliebank, Glasgow G46 7DQ
How to contact us: [email protected], or call/text 07958 582902
How we may contact you. If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us in your booking.
"Writing" includes emails. When we use the words "writing" or "written" in these terms, this includes emails.
Our contract with you
How we will accept your booking. Our acceptance of your booking will take place when we email you to accept it, at which point a contract will come into existence between you and us.
If we cannot accept your booking. If we are unable to accept your booking, we will inform you of this and will not charge you for the service. This might be because the retreat is at full capacity, because of unexpected limits on our resources which we could not reasonably plan for or because we have identified an error in the price or description of the service.
Your rights to make changes.
If you wish to make a change to the service you have booked please contact us. We will let you know if the change is possible. If it is possible we will let you know about any changes to the price of the service or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to go ahead with the change. If we cannot make the change or the consequences of making the change are unacceptable to you, you may want to end the contract (see clause 8- Your rights to end the contract).
Our rights to make changes
Minor changes to the services. We may make minor changes to a service to reflect changes in relevant laws and regulatory requirements.
More significant changes to the services and these terms. In addition, we may make the following changes to a service, but if we do so we will notify you and you may then contact us to end the contract before the changes take effect and receive a refund for any services paid for but not received:
- change of location;
- change of accommodation;
- changes to the itinerary i.e. workshop/tutor/visiting specialist.
Providing the services
We are not responsible for delays outside our control. If our supply of the services is delayed by an event outside our control then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay. Provided we do this we will not be liable for delays caused by the event, but if there is a risk of substantial delay you may contact us to end the contract and receive a refund for any services you have paid for but not received.
What will happen if you do not give required information to us. We may need certain information from you so that we can supply the services to you, for example, any medical information, details of any ailments you may be suffering from and/or allergies you may have, as well as any dietary requirements. We will contact you to ask for this information. If you do not give us this information within a reasonable time of us asking for it, or if you give us incomplete or incorrect information, we may either end the contract.
Insurance
We strongly recommend that you have adequate travel and health insurance policies in place should you need to cancel your booking due to unexpected events. We would recommend that your insurance cover includes, but is not necessarily limited to: illness, personal accident and injury, medical expenses, return flights in the event of injury (if applicable), missed flights (if applicable), any other specific personal conditions which may result in you not being able to attend your booking. It is also recommended that your insurance includes personal liability cover in case of accidental damage caused by you as this will not be covered by our insurance.
Intellectual property
If we provide you with any materials, whether digital or printed, any intellectual
property in those materials belongs to us and unless we agree otherwise you can only use those materials for your own personal use and you may not share them with third parties.
If you cancel within 24 hours of booking
Once you have confirmation of your booking you have a further 24hrs to cancel and obtain a full refund, including deposit. After this period, the following conditions will apply:
Less than 60 days
No refund will be provided on cancellations between 59-0 days prior to the start date of the booked. Cancellations less than 60 days before the start date are non-refundable and will result in 100 % loss of revenue.
No refund will be provided for premature leaving of the retreat or failure to arrive at the retreat for any reason.
No refund will be provided for any room downgrades, after the 24hrs from the point of booking has lapsed.
If paying via instalments, the above conditions will apply based on the entire price of your booking and not just on any instalments paid.
All retreat payments are due 6 weeks prior to the start date of the booked retreat, unless otherwise specified. Clients whose balances are not received by this deadline, risk forfeiting their retreat booking.
Cancellations made by us
We reserve the right to cancel or postpone a retreat in our sole discretion. If we cancel or postpone a retreat, we will use reasonable efforts to reschedule the cancelled or postponed retreat to within twenty four (24) months from its original start date.
We are not responsible for your expenses incurred in preparation for any cancelled retreat such as other accommodation, airline tickets, loss of work, and/or other costs associated with preparing for your trip.
Deposit
For all advertised retreats and dates, a non-refundable deposit per person plus submission of our online booking form is required to complete your booking.
You may book a retreat with a deposit (down payment) until 6 weeks prior to the retreat start date, after which full payment is required to secure your spot (if any are still available).
The remaining balance of your retreat payment is due 6 weeks before the retreat begins. We will notify you of the balance due date after your deposit has been processed.
If the final balance is not received by the due date, then your booking cannot be guaranteed and we reserve the right to cancel your booking and forfeit your deposit.
*Please note deposits made on all bookings are non-refundable.
We DO NOT keep your credit card on file. When we send over an invoice, you must re-enter your credit card information.
Refund/Cancellation
We understand that unexpected events can arise that can affect your plans.
If you cancel more than 60 days before the retreat start date, you may request a partial refund (less a cancellation fee equal to the deposit).
All retreat payments become non-refundable less than 60 days before the retreat start date.
How we will use your personal information
Your privacy and personal information are important to us. Any personal information that you provide to us will be dealt with in line with our privacy policy, which can be viewed here. Our privacy policy explains what personal information we collect from you, how and why we collect it, store, use and share such information, your rights in relation to your personal information and how to contact us and supervisory authorities if you have a query or complaint about the use of your personal information.
We may take photographs of you during the supply of services and use these on our website and any promotional material for promotional and marketing purposes. Should you wish us not to publish any photographs of you please contact us to let us know.
Other Important Terms
Punctuality. Where specific timings are detailed on any itinerary we ask you to be punctual at all times. Where timings are not adhered to and as a result you miss activity, workshop or anything similar, including any transportation arranged by us, we are not responsible for any liability incurred by you in respect of rearranging alternatives including transportation and the associated costs.
Nobody else has any rights under this contract. This contract is between you and us. No other person shall have any rights to enforce any of its terms. Neither of us will need to get the agreement of any other person in order to end the contract or make any changes to these terms.
Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you, we can still require you to make the payment at a later date.
