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Retreat Terms & Conditions

The Phenomenal Woman's Retreat (TPWR)

TERMS & CONDITIONS

Read this agreement thoroughly and carefully before booking a space with us. It is a legally binding contract. ​

1. BOOKING CONTRACT 

Please read these terms and conditions carefully. When you book a space on this retreat, you acknowledge that you: i) have read and understand these terms and conditions and any other TPWR policies in effect, and ii) accept and agree to these terms and conditions and other applicable TPWR Travel policies. The terms and conditions set forth below constitute the entire understanding and agreement between you the retreat participant (“participant,” "attendee", “traveller,” “you,” or “I”) and TPWR, with respect to any and all bookings, trips or transactions made with us and to any and all services, and products organized, arranged, or provided by us (collectively referred to as “trip” herein; “trip” may also be used to refer to only the trip component of our services).

2. RESPONSIBILITY 

TPWR is acting at all times as an independent contractor/booking agent for all suppliers who provide your accommodations, activities, and other services in connection with your trip. TPWR does not own, operate, or control any of the suppliers of service that provide accommodations, meals or other goods and services connected with your trip. These suppliers are responsible for their performance. TPWR and its owners, employees, shareholders, officers, directors, representatives, volunteers, successors, agents, hosts and assignees are not liable for any negligence, wilful act, financial insolvency, or default of any supplier or any third party. TPWR does not have any special knowledge about its supplier’s financial condition. A supplier’s goods and services are subject to the supplier’s own terms and conditions and liability waivers, as well as local laws and regulations. By agreeing to this contract, you indemnify TPWR against any legal action in connection with any service providers used or booked for the trip.

3. VALIDITY & PRICING

We reserve the right to make changes to and correct errors in quoted prices at any time before your trip is confirmed. We will advise you of any error of which we are aware and of the then applicable price at the time of booking.

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​4. TRAVELER INFORMATION

In order for us to confirm your booking, you must provide all requested details at the time of booking. Necessary details include full name as per passport and may include date of birth, nationality, and any pre-existing medical conditions or allergies you have which may affect your ability to complete your travel arrangements without limitation. We may also request to see a copy of your passport before or during the trip.  

The information required from each traveller will vary by trip, which will be communicated during the booking process. If all requested information is not provided within 30 days of the trip start date (or at the time of booking if purchased less than 30 days prior to the trip start date), TPWR maintains the right to cancel your trip and assign your spot to the next eligible traveller on the waitlist without any refund owed to you.

5. FITNESS FOR TRIP, MEDICAL CONDITIONS & SPECIAL REQUIREMENTS 

By booking a trip with us, you represent that you do not have any illness, physical or other conditions that would create a hazard for you or other travellers or affect other people’s enjoyment of the trip.  TPWR cannot guarantee the condition or availability of medical facilities during this trip. Therefore, it is the responsibility of the traveller to consult their physician regarding any medical conditions prior to booking your space on this trip. 

Participants must bring their own medications or other recommended prescribed drugs, including but not limited to allergy medication (e.g., EpiPen).

If you have a special need, let us know 30 days before. We will make reasonable efforts to convey any dietary restrictions to your trip guides and certain service providers. However, given the nature of our trips and the fact that we do not operate or manage our suppliers, we cannot guarantee that any dietary needs or restrictions can be accommodated. TPWR is not liable for any failure to accommodate or fulfil any special requests or special needs. As such, it is your sole responsibility to ask any necessary questions and to make informed decisions about your dietary needs and restrictions while traveling.

By signing this agreement, you hereby grant permission for emergency first aid to be administered if deemed necessary. If an emergency or health crisis should occur on the trip, TPWR may attempt to help you obtain medical assistance, if it is available.

 

​We reserve the right in our sole discretion to accept, decline or remove anyone from a trip (at or prior to departure or during the trip) if we deem their continuation of the trip to be harmful or dangerous to themselves or other trip participants.

6. BOOKING CONFIRMATION

Your booking is not finalized until you receive a confirmation email. A contract will exist between us from the date we issue the confirmation invoice or if you book within 7 days of departure the contract will exist when we accept your payment. Please refer to your booking confirmation invoice for details regarding final payments.

We reserve the right to treat any reservation that is not fully paid according to the booking and payment terms as a cancellation and subject to the cancellation terms below.

7. WAITLIST

If a trip is sold out, you may add yourself to the waitlist during the booking process. If a spot becomes available, you will be notified by email. You will have 24 hours from when we send the email to accept the spot on the trip and pay the deposit, or it will be offered to the next person on the Waitlist.   

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8.  PAYMENT SCHEDULE & REQUIREMENTS

If you choose to pay for your trip in instalments, a first instalment of 50% of the total amount is due at the time of booking. The remaining balance (the second and final instalment) must be cleared by Monday 6th November 2023.

 

The final payment date is Monday 6th November 2023.

TPWR is not responsible for any charges levied or charged by third parties and/or financial institutions as a result of credit card or other payment transactions related to the purchase of TPWR trips or products. Those fees are your responsibility; we will not refund or return those fees. 

​​​At the time of booking, we will contact you via email to confirm the payment due dates, with the latest payment date being Monday 6th November 2023. If payment is not made, we shall be entitled at our discretion to treat the missed payment as a breach of contract, cancel your reservation, and impose the cancellation fees specified in this agreement. We also retain the right to assign your spot to the next eligible traveller on the waitlist without any refund to you. ​

9. CREDIT/DEBIT CARD CHARGEBACK POLICY  

By agreeing to these terms or booking a trip with us, you agree that chargebacks are not an appropriate way to avoid our cancellation and refund policy. We will vigorously dispute any chargeback request, provide this agreement as proof that you agreed to our cancellation and refund terms, and reserve the right to report fraudulent chargebacks to authorities. Should we win any chargeback that you initiate, you agree to reimburse us for any attorney’s fees, time, costs and expenses in rebutting the chargeback and pay any damages we suffer as a result of your chargeback dispute. 

 

10. CANCELLATION BY TRAVELER

All payments and additional items are non-refundable if cancelled by the traveller, this includes any payments made up until the point of cancelation.

No refund is due if a traveller fails to attend the retreat, joins it after departure, or leaves it prior to its completion for any reason. There will be no refunds for unused services.

If you fail to make a payment by the payment due date, no refund will be due to the traveller for a cancellation as this will be deemed a breach of contract.

There are no exceptions to this cancellation and refund policy, including for reasons related to weather, terrorism, civil strife, covid-19, pandemics, epidemics, airline default, strikes, personal, family or medical emergencies or any other circumstances beyond our control. This means that even if you cancel because of medical issues, virus, sickness, quarantine, travel restrictions/warnings, fear of traveling or any other reason, your booking will be subject to this cancellation and refund policy.

We will not provide refunds for any unused portion of your trip if you are quarantined or a supplier refuses services if you exhibit symptoms of or test positive for any infectious disease or similar. Moreover, we will not have any liability to you, owe you a refund, or owe you any compensation for loss, damage or injury or anything else if you are infected with an illness, disease or sickness during your trip, if a third-party refuses service (e.g., lodging or transport), if you show symptoms of or test positive for infectious disease or illness before, after or during your trip. Here are just some examples (but not all) of the circumstances in which we would not provide a refund and not be deemed liable to you: If you are unable to travel to your destination or a government or municipality denies entry due to not being able to provide proof of vaccination for Covid-19, this will be considered a no-show by you and deemed a cancellation of your booking by you and subject to our standard cancellation policy. We will not provide a refund nor will we be liable to you if are infected with a virus such as coronavirus at an accommodation that we provide for you, if you are refused service at an accommodation if you show symptoms of a communicable illness such as a cough or fever, if you are unable to board a plane to your destination or return home from your destination because you show symptoms of an illness, if a government or municipality denies entry, if you are required to self-quarantine, and so forth.

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11.  CANCELLATION AND CHANGES

TPWR reserves the right to cancel, alter or postpone a trip without prior notice at any time prior to departure or after a trip commences for the safety and/or comfort of travellers, or if is not viable for us to operate the planned itinerary. TPWR will not be responsible or liable for deposits, payments, incidental expenses, policies or penalties for other services not included in the trip price, such as train tickets, separate hotel reservations or other items handled by participants not through TPWR. 

 

If a trip is cancelled due to reasons within TPWR control, we can offer you the following choices: 

​- Credit equal to the trip cost that you have paid.

​- A refund equal to the trip cost that you have paid.​

​By agreeing to our booking terms and conditions, you acknowledge that you are purchasing your trip in Great British Pounds and should any refunds or credits be given at any point after the time of purchase, you will be compensated in Great British Pounds. TPWR is not responsible for changes in and fluctuations of exchange rates. This means that the Great British Pound amount of your payment and your refund will be the same.

 

While TPWR will do its best to operate the retreat as advertised, reasonable changes in the itinerary may be made where deemed necessary by TPWR, in its sole discretion. The route, schedules, itineraries, amenities, restaurants and hotels may be subject to alteration without prior notice due to availability issues, local circumstances, weather, or other unpredictable and unforeseen circumstances beyond the control of TPWR.

​No refunds will be given for any activities, similar or aspects of the itinerary that are unable to take place. TPWR will within reason try to replace all aspects of the itinerary or advertised schedule.​

We shall not be deemed to be in breach of this agreement or otherwise liable to you, by reason of delay in performance, or by non-performance, of any of our obligations hereunder as a result of any cancellations, alterations or modifications under this section.

 

12. INCLUSIONS & EXCLUSIONS ​

The accommodation, activities and meals provided by TPWR are specific to this retreat, and are listed on the booking page. Anything not expressly listed as included on the booking is not covered by TPWR, and is the financial responsibility of the traveller. In addition, our retreats do not include international flights, visa and passport fees, vaccinations, travel insurance, optional activities, or other personal expenses.

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​13. TRAIN/FLIGHT DELAYS, MODIFICATIONS, AND CANCELLATIONS

TPWR cannot be liable for mistakes or errors in train/flight bookings made by the traveller or any independent third parties. TPWR will provide detailed recommended travel information via email once the traveller is confirmed, travellers are under no obligation to book these travel plans and TPWR are not liable for any travel arrangements a traveller books. It is up to the traveller to ensure the correct arrival and departure information. In addition, you are responsible for adhering to baggage allowances and other specific guidelines. Any transport charges are the financial responsibility of the traveller. 

TPWR is not responsible for any change to transport schedules or for any additional expenses or loss that may arise from strikes and/or weather delays. TPWR will not reimburse travellers for any additional expenses incurred as a result of such events or delays.

14. CLAIMS & COMPLAINTS

If you have a complaint about your trip, you agree to inform your trip leader or our Support Team immediately so that they can attempt to rectify the matter. TPWR assumes no liability for complaints that are not properly brought to the attention of the trip leader or the Support Team with sufficient notice to resolve or attempt to resolve complaints. 

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15. AUTHORITY ON TRIPS

TPWR trips are run by a trip leader. The decision of the trip leader is final on all matters likely to affect the safety or well-being of any person participating in the trip. If you fail to comply with a decision made by a trip leader, or interfere with the well-being or mobility of the group, the trip leader may direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips, even if they are already booked. 

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16. IMAGES RELEASE AND SOCIAL MEDIA

You agree that TPWR may use, re-use, link to, repost and reproduce any images, photos,  videos, or any written content (e.g., blog posts, articles) that you send to us,  that are taken by our guides, photographers, videographers, trip leaders and/or other travellers of you individually or in a group, or that you post online including on social media in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection, for promoting and publicizing our travel products and services worldwide. We will strive to provide attribution. 

17. PERSONAL ITEMS

​TPWR take no responsibility or liability for any lost, damaged or stolen items.

18. YOUR DUTY OF CARE

You agree to keep your hotel room at all times clean and tidy. If any spillage occurs or breakages it must immediately be wiped and cleaned.

Please let us know immediately if something gets broken, stained, marked or damaged during your stay. Depending on what is broken, we may have to make a charge.

The bedrooms are thoroughly checked before your arrival for any damages and any problems that cannot be fixed are recorded. If you see any stains or markings especially on fabrics, scratches on glass surfaces, broken items of furniture, doors or any item not functioning, you should report it as soon as possible after you arrive and within the first 24 hours after arrival.

 

19. DAMAGE SECURITY DEPOSIT

​We reserve the right to charge a fair and reasonable damage deposit per person. You must check your bedroom for any damage, scratches or spillages and report anything that you find on arrival day. Your room will be checked at the end of the trip, as long as no damage is found, no other damage has been caused by yourself in the villa and no other deductible charges are warranted the deposit will be returned.

​Any damage caused during the trip must be reported immediately, especially within the bedroom you are staying in even if it not caused by yourself. Failure to report the damage for us to investigate could result in all persons staying in that room being charged.

If you cause any damage that exceeds the amount of the security deposit you will be required to make up the difference.

20. ACCOMMODATION KEYS

During the time of the stay, you could be issued with a bedroom key. If this card is lost then you may be charged to obtain a replacement.

 

KNOWING AND VOLUNTARY EXECUTION: I have had sufficient time to read this entire agreement. I have carefully read and understand the provisions and legal consequences of this agreement, and I voluntarily agree to all of its terms and conditions. I understand that I am giving up substantial rights by accepting the terms of this agreement.  I acknowledge that it has been recommended that I have my attorney review this agreement prior to accepting it. 

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