Thank you for choosing to book your retreat with The Widow Coach Limited.
Your booking will be subject to the following terms and conditions and all retreat participants must make themselves aware of these & accept the risks associated with the activities. Each guest must be responsible for taking out the appropriate personal accident, holiday, cancellation & Covid cover insurance policy for the full duration of their chosen retreat, this is a non-negotiable condition when booking one of our retreats.
If you do not already have a comprehensive travel policy with Covid cover in place prior to making your retreat reservation, we strongly advise that you do take out a policy as soon as you book your retreat.
To place a booking with The Widow Coach Limited (TWCL) Retreats we require a completed booking form together with the payment of a deposit per person. If a booking is made the client shall be deemed to have read & fully understood these conditions & signed the declaration on the booking form. All bookings are provisional & are only confirmed when the deposit payment has cleared in our bank account & a formal email confirmation has been sent to the client detailing their formal reservation confirmation.
After a reservation has been made by the client, the client should not book their transport until the reservation has been confirmed by us in the form of a formal confirmation sent via email which will include formal confirmation of the retreat date.
TWCL reserves the right to decline any booking at their discretion.
FEE & PAYMENT TERMS:
The fee payable at the time of booking shall include the planning, organising & delivery of the proposed services.
Upon the successful payment of the retreat fee by the client a contract is formed for the agreed retreat to be delivered, If the client wishes to alter any aspect of the retreat this will be the clients responsibility and no adaptation to cost can be made.
The full retreat fee is due six weeks before the commencement of the retreat & should be paid in full unless agreed otherwise in writing / via email prior to / upon confirmation of booking.
In the event that the balance is not paid in the specified time frame TWCL will have the discretion to treat the booking as cancelled by the client & to re-sell the course place, the fee paid by the client will be retained by TWCL.
RESPONSIBILITIES OF THE CLIENT:
The fee does not include travel to & from the retreat location at which the proposed services shall be provided & this shall be the sole responsibility of the client.
The client is responsible for their own personal medical needs / requirements, clothing & footwear for the duration of the services.
It will be expected that each client shows proof of a negative covid PCR test 48 hours before the retreat commencement date. The client takes full responsibility to inform the retreat leader of any covid symptoms during their stay to minimise risk to others, and If the client is too ill to continue with the retreat activities or poses a risk to others, then they will be expected to vacate the retreat as soon as is reasonably possible and make arrangements to get home.
It is the client's responsibility to inform TWCL in writing of any past, present or potential health issues that may make them unsuitable to participate in the services agreed, failure to disclose any such information may result in TWCL terminating the contract & withdrawing the client from the services without refund, notwithstanding conditions of cancelation by TWCL. If a letter of suitability is required from a guests medical professional then this must be sent to & received by TWCL a minimum of 7 days prior to a retreats start date.
The client accepts responsibility for any damage / breakages they may cause, intentionally or unintentionally, to the property and accepts liability for all costs of cleaning, repair or replacement of said damages / breakages.
It is the sole responsibility of the client to ensure that the balance for the cost of their retreat place is paid in full & on time as per the terms set out by TWCL.
It is the clients sole responsibility to ensure that they have purchased comprehensive & appropriate travel & medical insurance for the full duration of their retreat, this should include but not be limited to: personal accident, cancellation insurance for the full duration of the retreat, please note that purchasing / putting in place this type of insurance is a condition of booking at TWCL retreat/s.
The full retreat fee is payable six weeks before the commencement of the retreat unless agreed otherwise on confirmation of booking. It is the sole responsibility of the client to ensure that their payment is made on time & by the due date, as per the terms & conditions, TWCL do not chase guest payments or send payment reminders.
MEDICAL & HEALTH:
All clients using TWCL services should be aware that when participating in any exercise, there is the possibility of physical injury. In making a reservation / booking with TWCL, you agree to assume such risk & agree to release & discharge TWCL from any & all claims for liability, injury, loss & or damage arising from your participation in our services.
If you have any medical condition/s that may make you unsuitable to participate & or may impact on your participation in TWCL services, you are required to notify us of them in full prior to making your reservation / booking.
If TWCL or any member of the TWCL team believe that your health or safety is at risk or if you have failed to disclose to TWCL in writing any illness, injury or any previous or current medical or health condition / reason that could potentially impact on your ability to participate in TWCL services, this could result in TWCL’s refusal to allow you to participate in all / part of the services. In such a situation, your contract may be terminated by TWCL at the sole discretion of TWCL without refund or compensation.
Subject to prior notification to the contrary in writing by the client to TWCL, the client must confirm that he / she is of good mental & physical health & not aware of any reason why they may not be unable & or unsuited to participate in TWCL’s services & or may be likely to suffer illness or injury whilst participating in the services provided by TWCL.
We strongly recommend that when choosing a comprehensive travel insurance that the cover includes personal accident, cancellation insurance plus full Covid cover for all Covid related eventualities & that it also includes cover for all of TWCL’s terms & conditions, including but not limited to those regarding amendment or cancellation charges & that such insurance is purchased immediately upon making your retreat reservation with TWCL.
VARIATIONS & AMENDMENTS:
TWCL reserves the right to change any price or other particulars of the services before the contract becomes binding.
If there is a major change TWCL shall notify the client forthwith, TWCL shall seek to offer the client arrangements as close to the original as it is reasonably possible in the circumstances. If there is any other change other than a major change TWCL is not obliged to inform the client in advance or obliged to pay any compensation.
CANCELLATION BY THE CLIENT:
If the client wishes to cancel the reservation / contract they must advise TWCL in writing / via confirmed email as soon as reasonably possible. Any cancellation of the contract will be subject to the following cancellation charges. For the avoidance of doubt the cancellation charges are based on the number of days before the arrival date of the services.
Date of cancellation – Cancellation charge
Less than 8 weeks – 100% of the cost of the retreat will be retained by TWCL unless your place can be sold onto somebody on our waiting list then 30% of the cost will be retained by TWCL
Less than 12 weeks – 75% of the cost of the retreat will be retained by TWCL unless your place can be sold onto somebody on our waiting list then 30% of the cost will be retained by TWCL
Less than 16 weeks – 50% of the cost of the retreat will be retained by TWCL unless your place can be sold onto somebody on our waiting list then 30% of the cost will be retained by TWCL
More than 16 weeks – 30% of the cost of the retreat will be retained by TWCL
Refunds are made minus any applicable / relevant bank charges or card payment fees, plus an administration fee of £50.00 per client, Bank transfer refunds are made in UK Sterling. Refunds are made minus any third party commissions where applicable.
GUEST REQUEST TO MOVE / CHANGE A RETREAT RESERVATION TO A NEW DATE:
Should a guest request to move their retreat date to a new / alternative date, then any deposit / full payment previously received by TWCL will be deemed as non refundable. If TWCL accept a request by a guest to move their reservation (this is at the discretion of TWCL) to a new / alternative date then an administration fee of £50.00 per person will be applied, If the request is within one full month of the retreats start date TWCL will require medical proof if the change is due to a medical condition or injury. ( A hospital Doctors / GP report will be acceptable) If the request is within 14 full working days prior to the retreat start date then no move or change can be made at this stage. It is the responsibility of each individual guest to ensure that they have comprehensive travel & health insurance in place prior to or immediately upon making a reservation.
CANCELLATION BY TURC:
TWCL will always endeavour to fulfil confirmed bookings, however, TWCL do reserve the right to cancel a scheduled retreat date or an individual booking / reservation . If TWCL cancel a booking prior to the commencement of the services the client will be offered an alternative date, or where applicable a full refund of all monies paid by the guest up to that point ( minus credit card charges, third party commission where applicable and the 7% non refundable booking fee) for the specified reservation. *The exception being that: if the cancellation is due to “special circumstances” which are beyond the control of TWCL.
Force Majeure / Special Circumstances – Any act, event, omission or accident beyond TWCL’s reasonable control including but in no way limited to Act of God, war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, regulation or direction, sickness, pandemic, nuclear radiation, accident, breakdown of plant or machinery, fire, flood, storm, adverse weather, government lockdown or forced closures, default of suppliers or subcontractors, strikes, lock-out, or other industrial disputes, failure of a utility service or transport network. The closure of any borders, a national / global health issue, such as a pandemic, World Health Organisation (WHO), the Foreign & Commonwealth Office (FCO) or British Government advice, for example that it is not safe to travel to our location during a time when a retreat is scheduled to take place.
ASSIGNMENT:
The contract may be assigned by the client to a third party subject at all times subject to conditions.
The client is unable to assign or transfer the contract to a third party without the prior written consent of TWCL, if the client wishes to assign their contract, he or she must give notice in writing providing the full name, address & contact details of the third party. TWCL shall then advise in writing as to if it consents to the assignment as soon as is reasonably possible. TWCL reserves the right to refuse an assignment to a third party at any time & without reason, If subsequently a client has to cancel due to TWCL refusing the assignment to a third party then the cancellation charges under cancellation by the client shall apply.
TWCL may assign or sub contract to any third party the performance of any of its obligations under the contract without consent of the client.
SERVICES:
TWCL reserves the right to alter the content of the services at any time without notice to the client due to certain factors, including, but not limited to the weather, staff, & any physical fitness of the clients.
Any information on / about our services published by TWCL for its literature & web site is designed for illustrative purposes only.
If the client elects not to participate in any of the services being provided, TWCL has no obligation to provide an alternative activity or service & the client will not be entitled to a refund.
If TWCL believes that a client's health & safety is at risk, or a client has failed to disclose any relevant health information in accordance with our terms & conditions, TWCL may at its absolute discretion make decisions affecting the client & where necessary may terminate the contract immediately.
The client must refrain from any illegal act or conduct, physical or verbal, which may offend or cause danger or damage to any person or property. If TWCL or any of its team, venue staff, consultants or agents become aware of any such action then TWCL or any of its team, venue staff consultants or agents may at their absolute discretion have the client immediately removed from any property or facility without refund or compensation. TWCL will have no liability whatsoever to the client under such circumstances.
DEFINITION OF FULL BOARD:
The definition of full board will be 3 x meals per day which will be provided as breakfast, lunch & dinner & on full retreat days only, on arrival day only welcome dinner will be provided & on departure day only breakfast and lunch will be provided as part of the retreat cost. This applies ONLY to the retreat's official arrival & departure days as specified in the published retreat dates for the appropriate year.
COMPLAINTS:
If there is a problem during the retreat / services, the client must report it in the first instance to the retreat leader so that all efforts may be made to resolve the problem promptly & effectively.
VENUE:
Accommodation
TWCL venue has accommodation based in single or shared occupancy rooms and there will be no maid service offered.
The retreat will be deemed to finish at 4.30 pm exactly on the retreat's official day of departure as specified by TWCL.
Parking is available onsite. Please note your vehicles, their accessories and contents, are parked and left entirely at the risk of the owner and TWCL will not be responsible for any loss or damage from or to or relating in anyways to vehicles parked at the venue.
Your stay includes all bedding, towles and a dressing gown for use during your stay.
TWCL accepts no responsibility for any loss, damage or theft of any personal belongings
A charge of £30 plus VAT will be made for any items left on site that need to be returned.
LIABILITY:
None of the exclusions & limitations in these conditions are intended to limit any rights the client may have under statute or common law which may not be excluded, nor in any way to exclude or limit liability to the client for personal injury or death resulting from TWCL negligence or that of its employees or agents, or for any liability incurred as a result of fraud or fraudulent misrepresentation by TWCL.
The client understands that attending any activity or service provided by TWCL involves some level of risk. These risks include but are not limited to physical injury or even death. By attending any activity or service provided by TWCL the client agrees to assume these risks & agrees to release & discharge TWCL & its Directors, employees & agents from any & all claims for liability.
Neither TWCL nor any of its Directors, employees or agents will be liable for any loss or damage to any personal property or vehicle belonging to the client during the services.
It is the sole responsibility of the client to purchase full & adequate medical, personal injury & holiday insurance for the full duration of their stay with TWCL.
All guests must refrain from any illegal act or any conduct unbecoming a retreat guest, conduct or language which may give offence to a team member or guest or any act which may cause damage to property. If TWCL or any of its staff, consultants or agents become aware of any such act / conduct then TWCL & its agents may, at their absolute discretion, ask the client to leave the premises, property or facility, this will be without refund or compensation to the guest, in these circumstances TWCL will have no further responsibility or liability to the guest.
MEDIA:
TWCL reserves the right to take any photos / recordings of the client during the services, & the client accepts that all rights whatsoever arising in the recordings shall be solely owned by TWCL.
The client accepts & agrees that any photos / recordings may be used by TWCL at its absolute discretion in any manner, including but not limited to its web site, promotional material & advertisements.
If the client requests they do not appear in any promotional / advertising material then they must let TWCL know in writing seven days before the commencement of the retreat.
COPYRIGHT:
TWCL reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, services or facilities. TWCL reserves the right to take such actions as it deems appropriate or necessary to restrain or prevent infringement of such copyright.
PRIVACY POLICY:
TWCL is committed to protecting & respecting your privacy.
USE OF DATA:
Any personal data that you submit will be retained by TWCL for as long as you use the services & systems provided on the web site. Financial data you submit will not be stored or recorded.
Unless we are obliged or permitted by law to do so, & subject to clause, third party web sites & services your data will not be disclosed to third parties.
All personal data is stored securely in accordance with the principles of the Data Protection Act 1998.
Any or all of the above data may be required by us from time to time in order to provide you with the best possible service & experience whilst using our web site, specifically data may be used by us for the following;
Internal record keeping.
To help to improve our products & services.
To transmit via e-mail details of our products & services which may be of interest to you.
Contact for market research purposes, which can include e-mail, telephone, postal mail.
THIRD PARTY WEB SITES & SERVICES:
TWCL may, from time to time, employ the services of other parties for dealing with matters that may include, but are not limited to, payment handling, delivery of purchased items, search engine facilities, advertising & marketing. The providers of such services do have access to certain personal data provided by users of this web site.
CHANGES TO THIS POLICY:
TWCL reserves the right to change this privacy policy as we deem necessary, or as may be required by law. Any changes will be posted on the web site & you are deemed to have accepted the terms of the policy on your first use of the web site following the change/s.
WIDOWS GRIEF RETREAT