Terms and Conditions

SOHA Retreats — Terms and Conditions

THESE TERMS AND CONDITIONS

These are the terms and conditions (the “Terms”) on which SOHA Retreats Limited (referred to in these Terms as “SOHA”, “We”, “Our” or “Us”) will supply services to you (referred to in these Terms as “You” or “Your”).

Our retreats are only open to people aged 18 years of age and over.

Please read these Terms carefully before You make a booking with Us as you will be bound by them. These Terms tell You:

(a) who We are;
(b) how We will provide services to You;
(c) how You and Us may change or end Your contract with Us;
(d) what to do if there is a problem; and
(e) other important information.

You accept these Terms when submitting Your booking (see below on how to make a booking) and Your booking and the operation of a retreat will be subject to these Terms at all times.

Note that these Terms may be amended at any time so please check them regularly.

ABOUT US AND HOW TO CONTACT US

We are SOHA Retreats Limited, a company registered in England and Wales with company number 14746047, whose registered office is at Cardinal House First Floor, 20 St. Marys Parsonage, Manchester, England, M3 2LY.

We are a mental health, well-being and mindfulness company set up to provide national and international retreats which offer guests a chance to rejuvenate their minds and bodies to achieve a sense of inner peace and calm.

For more information, please see Our website: www.soharetreats.com.

How to contact Us: You can email Us on info@soharetreats.com or You can call Us on 0333 034 6636.

We will contact You either by telephone or email using the information You provided to Us on booking.

OUR CONTRACT WITH YOU

To make a booking, please click on the “book now” icon on Our website. Your booking will be deemed as accepted by Us when We send You a confirmation email to the address provided to Us by You, at that point a contract will come into existence between You and Us on these Terms (the “Contract”).

Your Booking:

(a) You will receive a reference number for Your booking, please provide this should You need to contact Us; and
(b) please ensure that all details provided to us at booking are correct, this is Your responsibility.

Please note that the images and photographs for all retreats and accommodation shown on our website are for illustration only.

If We cannot, for whatever reason, accept Your booking, We will email You to let You know and You will not be charged.

REQUESTING CHANGES BEFORE A BOOKING

Our services and retreat information are as stated on Our website and We cannot generally accept requests for changes.

However, please contact Us (see above for contact details) if You require special assistance and We will see what We can do to accommodate any such requests. All additional costs, expenses or charges for any changes will be Your responsibility.

CHANGES MADE BY US

Occasionally We may have to make changes to the nature of a retreat or the services provided on it (including, but not limited to, food, rooms or excursions) and We reserve the right to make such changes.

If the change is minimal (including, but not limited to, programme, instructor or class changes, or changes to reflect local laws or customs), We will try Our best to notify You in advance but We are not obliged to notify You and You will not be entitled to any compensation for any such changes.

If, for whatever reason, We are required to make significant and material changes to a retreat or anything connected with it, We will notify You as soon as reasonably possible and offer You the choice of either:

(a) accepting the alternative arrangements; or
(b) ending the contract and receiving a full refund.

Note that if the significant or material change is/are due to unusual or unforeseeable events or circumstances outside Our control, then these Terms will apply.

SERVICES PROVIDED DURING A RETREAT

Following a booking, We will provide You with an itinerary for each retreat, this will be personalised for You and solely based on the information You have provided to Us. The itinerary will set out the services that will be provided to You on Your booked retreat (the “Services”).

Provision of the Services will be completed either on the final day of a retreat or if either You or Us end the contractual relationship between us created by these Terms, following which, We will have no liability or responsibility for providing the Services to You.

In order to create Your itinerary and provide the Services, We will need certain information from You which You will need to provide at the time of booking on the health questionnaire provided.

Note: We will not be able to accept Your booking without this information which may mean that if the information is requested and provided, Your chosen retreat may then be full.

If You fail to provide us with complete and accurate information, We reserve the right to cancel Your booking and We may charge You a reasonable sum to compensate Us for any extra work that is required as a result.

Further, We are not responsible for not providing any part of any of the Services if this is caused by Your failure to provide Us with the complete and accurate information we need either at booking or within a reasonable time of Us asking You for it.

ENDING THE CONTRACT — YOU

We understand that unexpected events can arise that can affect Your plans and You also have the right to change Your mind.

How to cancel

To cancel Your booking, You must notify Us in writing by email to info@soharetreats.com or by WhatsApp to Your booking contact. Please include Your booking reference number. Cancellation takes effect on the date We receive Your written notice, and We will confirm receipt within 2 working days.

Before cancelling, please contact Us — We will always try to move You to an alternative retreat date that works for You, at no additional cost, subject to availability.

Refund schedule

All refunds are calculated against the total retreat price and depend on the notice period given before Your retreat start date:

Notice given before retreat start date	Refund	Alternative option
60 days or more	Full refund, less an admin & processing fee of £250*	100% transfer credit, valid 12 months
30 to 59 days	50% refund	100% transfer credit, valid 12 months
15 to 29 days	No refund	Name-change transfer permitted, £75 fee
Less than 15 days	No refund, no transfer	—

*Where the total retreat price is less than £1,000, the admin & processing fee is capped at 25% of the retreat price.

What the admin & processing fee covers

The £250 admin & processing fee reflects costs We incur at the point of booking and on cancellation, including non-refundable card processing fees, supplier deposits already committed, administrative time, and the marketing cost of re-selling the released place. This fee is a genuine pre-estimate of Our loss in line with the Consumer Rights Act 2015.

Transfer credits

Transfer credits are issued in the name of the original booker, are valid for 12 months from the date of the cancelled retreat, and may be applied to any SOHA retreat subject to availability. Transfer credits are non-refundable and cannot be exchanged for cash. You may only use a transfer credit once.

Name-change transfers

Bookings cancelled 15–29 days before the retreat start date may be transferred to another named guest, subject to a £75 administration fee. The replacement guest must complete all required health and booking information and confirm acceptance of these Terms in writing before the retreat start date. Once transferred, these Terms apply to the new guest as if they had made the original booking. You may only transfer Your booking once.

Failure to pay the balance

If full payment of the outstanding balance is not received by 30 days before the retreat start date, We reserve the right to treat the booking as cancelled by You. In that event, the cancellation refund schedule above applies, calculated from the original balance due date, and the deposit will be retained.

Ending the Contract due to Our breach

You also have a right to end the Contract before a retreat start date if We are in breach of it and that breach has not been reasonably rectified by Us before the retreat start date. In this case, You must notify Us as soon as possible following such breach and allow Us the opportunity to correct the breach within a reasonable time. Failing which, all monies paid by You to Us will be refunded less any non-recoverable costs already incurred by Us in relation to the retreat.

ENDING THE CONTRACT — US

We may end the contract at any time by email if, including but not limited to:

(a) You do not make a payment to Us when it is due, whether demanded by Us or not; and/or
(b) You do not, within a reasonable time of Us asking for it, provide Us with all and any information necessary for Us to provide the Services; and/or
(c) for any other reason deemed by Us (acting reasonably) to constitute a breach by You of any or all of these Terms.

Note that if We end the contract for any of the reasons set out above, We reserve the right to deduct from any monies already paid to Us by You any costs already incurred by Us in relation to the relevant retreat or the Services. All remaining monies will be repaid to You in accordance with the refund processing terms below.

Cancellation by SOHA

In the unlikely event that We cancel a retreat for reasons other than Your breach (for example, minimum numbers not met, or circumstances genuinely beyond Our control), You will be offered a full refund of all monies paid, or a transfer credit of equivalent value, at Your choice. Our cancellation refund schedule does not apply where SOHA cancels.

If You choose to transfer Your payment to another retreat run by Us where that retreat is planned within one calendar year of the cancelled retreat, no transfer fee is payable.

REFUND PROCESSING

All refunds will be processed within 14 days of the cancellation being confirmed, using the same payment method used for the original transaction. We are not responsible for any delays caused by Your bank or payment provider.

THE SERVICES

If, before the relevant retreat start date, You have any questions or comments about the Services, please contact Us by email and we will try to assist You.

If You have any questions, comments or complaints about the Services during a retreat please immediately inform either a member of Our in-retreat team or the relevant Service provider to allow the issue to be resolved locally and swiftly.

However, if Your complaint cannot be resolved locally, You must advise Us by email within 5 days of Your return.

Safety and Behaviour: We are not responsible for the individual behaviour of any other guests at Your retreat, however We do take Your safety and well-being very seriously. We therefore reserve the right to ask anyone to leave a retreat with no right of refund if, in Our reasonable opinion, that person’s actions pose a threat to the safety of themselves, the safety of others or to any property or wildlife, or if that person’s actions or behaviours are seriously jeopardising the enjoyment of the retreat for others.

All costs associated with being asked to leave a retreat are solely Your responsibility.

We use trained professionals for the provision of the Services on all of Our retreats and the decision of Our trained professionals on any retreat will, at all times, be final on all matters affecting, or likely to affect, the safety of everyone on that retreat.

However, You are ultimately responsible for Your own safety, and You must follow all rules, regulations and instructions given or imposed by Us or by these trained professionals directly. You are also required to treat any materials provided to You on the retreat in an appropriate manner and to return such in the same condition.

You must, at all times, comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and We have no responsibility or liability for anyone who contravenes any laws or other regulations of any country visited.

Nothing in these terms will affect Your key legal rights, subject to certain exceptions. For detailed information please visit the Citizens Advice website www.citizensadvice.org.uk.

PRICES AND PAYMENTS

The prices for all Our retreats and the Services (including VAT where applicable) will be the price set out on the relevant retreat booking page and We take reasonable care to ensure that the prices advised are correct. However please see below in the event of a pricing error or change.

VAT: if the rate of VAT changes between Your booking date and the date of the retreat, We will pass that change onto You and will adjust the rate of VAT that You pay unless You have already paid in full before the change in the rate of VAT takes effect.

Prices: the price of some things provided may change. We will check prices before providing You with the Services to be provided so that:

(a) if the price(s) quoted at Your booking date is/are less than the actual cost of the retreat or the Services, We will either issue a refund or charge You the lower amount; or
(b) if the price(s) quoted at Your booking date is/are higher than the actual cost of the retreat or the Services, We will contact You by email to inform You of this change, at which point You can either accept the change OR cancel Your booking in accordance with the refund schedule above; or
(c) if We accept and process Your booking and there has been an obvious and unmistakable pricing error by Us which could reasonably have been recognised by You as a mispricing, We reserve the right to end the contract.

Payment options

At the time of making a booking You must select one of the following payment options to secure Your place on the relevant retreat:

Option 1 — Pay in Full
Pay the total retreat price at the time of booking and receive a 5% discount on the retreat price plus £100 of on-retreat credit (redeemable against spa treatments, excursions, transfers or extensions). Your retreat price is locked at the booking-page rate, and You will receive priority room and seat selection where applicable.

Option 2 — 25% Deposit, balance 60 days before retreat
Pay a deposit of 25% of the total retreat price to secure Your place. The remaining balance of 75% is due no later than 60 days before the retreat start date. By choosing this option, You authorise Us to automatically charge the remaining balance to the card used for the deposit on the balance due date. We will send You reminders 14 days and 3 days before the charge so You can update Your card details if needed. We will notify You of Your balance due date in Your booking confirmation.

You may book a retreat with Option 2 (25% Deposit) until 60 days prior to the retreat start date. After this point, full payment is required at the time of booking to secure Your place on that retreat (if any are still available).

Failure to pay the outstanding balance by the due date may result in the cancellation of Your booking, forfeiture of Your deposit, and release of Your place on the retreat in line with the refund schedule above.

We accept payment via Stripe (credit and debit cards), PayPal and bank transfer. Auto-charge of the balance under Option 2 is only available where the deposit is paid via Stripe. No surcharges are applied regardless of payment method.

What is included in Your price: please refer to Our Website and Your subsequent list of Services.

Interest: We reserve the right to charge interest on any late payments at the current (from time to time) base lending rate of Barclays Bank plc. Interest owed accrues on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. If requested, You must pay Us all interest together with any overdue amount.

RESPONSIBILITY FOR YOUR LOSS OR DAMAGE

If We fail to comply with these Terms, We are responsible for any loss or damage You suffer that is a foreseeable result of that breach or that is foreseeable by Our failing to use reasonable care and skill. But We are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either:

(a) it is obvious that it will happen; or
(b) if, at the time the contract was made, both We and You knew it might happen, for example, it was discussed with Us during the sales or booking process.

We do not exclude or limit in any way Our liability to You where it would be unlawful to do so. This includes the following:

(a) liability for death or personal injury caused by Our negligence or the negligence of Our agents or subcontractors;
(b) liability for fraud or fraudulent misrepresentation; and
(c) liability for breach of Your legal rights.

Note that the Services and Our retreats are only supplied for domestic and private use. If You use these for any commercial, business or re-sale purpose, We will have no liability to You for any loss of profit, loss of business, business interruption, or loss of business opportunity.

Note also that We are not liable for any of the following:

(a) flight costs or any associated travel costs such as excess baggage charges;
(b) travel, personal or medical insurance costs;
(c) visa, passport or vaccination costs;
(d) delay or cancellation of any forms of transport (flight, train, bus or all other forms of transport);
(e) loss of, or damage to, Your personal possessions or valuables;
(f) loss, damage, injury or illness which are not a foreseeable result of Our breach of this contract or Our failure to use reasonable care and skill;
(g) any non-performance of the Services due to events beyond Our control including, but not limited to, natural disasters, closure of airports, political instability, civil strife, weather, pandemics, accidents or failure to perform such by third parties;
(h) any particular session, instructor and/or item of equipment not being available for whatever reason. We reserve the right to make alterations to the programme, instructors and/or equipment and We will not be liable for any loss occasioned by such alterations except insofar as such loss is, by law, incapable of exclusion;
(i) local tipping;
(j) excursions and/or activities not organised by Us as part of a retreat; and
(k) any food or drink or additional excursions or activities which are not confirmed as being part of Your retreat arrangements.

Liability cap: where permitted by law, Our liability under, or in connection with, these Terms is limited to £1,000 for the Services. This limit applies however that liability arises including, without limitation, a liability arising by breach of contract, arising by tort or arising by breach of statutory duty.

USE OF YOUR PERSONAL INFORMATION

To ensure that all retreats run smoothly, We will collect personal information from You (Data), including (but not limited to) name, address, special needs, health conditions, dietary requirements. We may also need to pass Data onto third parties in connection with a retreat and/or the Services. You consent to Your Data being used in this way and We will comply with all applicable laws and regulations in relation to the treatment, use and storage of all Data.

In addition, during a retreat, photographs or videos may be taken by You, other participants, tour guides and/or professional photographers. These images may be used in any of Our promotional materials, Our website and/or all social media platforms unless You specifically make a written request (by email) for Us not to use any material containing Your image. Failing such written request, You grant a perpetual, royalty-free, worldwide, irrevocable licence to Us to use such images for all of the above.

YOUR OTHER OBLIGATIONS

Health and safety: when You book a retreat (or shortly after such booking), You will be asked to complete a health questionnaire which either We will send You, or which will be available on the booking page. The nature of a retreat may be adventurous and involve personal risk. You take personal responsibility for all risks associated with a booked retreat and, except where prohibited by law, We accept no liability for damage, injury or death resulting from these inherent risks. It is Your responsibility to ensure that You are medically and physically fit for the relevant retreat and the Services and You must disclose to Us any injuries, illnesses or any medical condition, including previous injuries and illnesses, before the retreat starts. Please also inform Us if You are pregnant.

You are solely responsible for ensuring that You meet any necessary or required health requirements such as required vaccinations.

Insurance: Our services do not include travel insurance. You must ensure that You have full travel insurance in place before the start of Your retreat. It is a condition of booking with Us that You have full travel insurance in place to cover medical expenses, cancellation, curtailment and personal belongings before Your retreat starts and You must take all relevant information with You on Your retreat in case of emergencies. We strongly recommend arranging travel insurance at the point of booking. We reserve the right to cancel Your retreat if You do not provide details of relevant insurance if requested by Us to do so.

Passports and visas: You are responsible for ensuring that You have a valid travel document and any necessary visas.

Flights: the cost of flights to and from Our retreats is not included in the price. You must book and pay for all flights separately and directly with an airline of Your choice. It is Your responsibility to book flights which allow You to arrive before the start of Your retreat and to leave at the end of that retreat. No refunds will be made to You for missed sections of a retreat because of flights booked by You. We accept no responsibility for any changes made to Your flights, please liaise directly with Your airline. No refunds will be made by Us in relation to anything relating to Your flights.

Accommodation: Your accommodation is included in the price of the relevant retreat but note that rooms booked may not be identical to the photographs provided for illustrative purposes only. We will not be able to accept requests for changes to Your accommodation once booked unless in exceptional circumstances. Please contact Us in this case.

Transfer: with Our prior written consent (which includes emails) You may transfer Your retreat booking to another person (the Transferee) in accordance with the Name-change transfer terms above. All necessary information for the Transferee must be provided before the retreat starts and these Terms will be binding on the Transferee as if they had made the original booking.

Emails: please check Your emails (including junk/spam folders) for any further emails from Us as the start of Your booked retreat approaches.

OTHER IMPORTANT TERMS

We may transfer Our rights and obligations under these Terms to another organisation without notifying You or obtaining Your consent.

These Terms, and the Contract created by it, are between You and Us. No other person has any rights to enforce any of the terms except where We have agreed to a transfer of Your retreat to a Transferee as set out above.

If We delay in taking steps against You in respect of Your breach of this Contract that will not mean that You do not have to do those things or prevent Us taking steps against You at a later date, including (but not limited to) if You miss a payment but We continue to allow You on a retreat, We still require You to make the payment at a later date.

Applicable law: these Terms, their subject matter and their formation are governed by, and construed in accordance with, the laws of England and Wales. Any disputes including non-contractual claims, relating to these Terms and/or the Services will be subject to the jurisdiction of the courts of England and Wales and by agreeing to these Terms You submit to that jurisdiction.