1.1 “Company” refers to THE RETREAT CLUB LTD
1.2 “Customer” refers to the client, or company who has booked The Retreat Club’s services.
1.3 “Class” or “Classes” refer to The Company’s corporate wellbeing classes, including yoga, Pilates, meditation, nutrition, wellbeing workshops, health coaching and other wellbeing activities as agreed with the client.
1.4 “Terms and conditions” refer to this document.
1.5 If you access and use this website (the “Site”), you accept and agree to be bound by and comply with these terms (the “Terms”). If you do not accept the Terms, you should not use the site.
1.6 The Company reserves the right to change the Terms and therefore ask Customers to check the Terms regularly, prior to booking.
2.1 Customers are required to pay for corporate bookings in full prior to the first class or session of the term, either on a rolling monthly basis, or for the agreed number of sessions up front.
2.2 Prices are agreed prior to the first session, these may change from time to time, but all bookings made prior to change in price will remain unchanged.
2.3 The Company reserves the right to refuse entry or expel Customers from the classes should their conduct be deemed unfit or should they be deemed to be in breach of the Terms. In such instances The Company will not refund the Customer.
3.1 Private and corporate classes operate a 24 hour cancellation policy. Where cancellations are made in sufficient time, credit will be added back to the relevant account, or a paid for class will be ‘rolled over’ to another week. Classes cancelled with less than 24 hours notice will still incur the full fee.
3.2 The Company cannot be held responsible for a particular session or instructor becoming unavailable. If an instructor becomes unavailable we will ensure – where practically possible – that they are replaced by another instructor. Where this is not possible, or where a session is cancelled due to unforeseen circumstances, we will issue a credit note to all those who have previously booked that Class. The Company will not be liable for any other incurred costs or damages to the Customers from a cancellation.
4. Locations and Start Times
4.1 Customers are asked to arrive at least 5 minutes prior to the start of the Class. The Company reserves the right to refuse entry to anyone arriving after the start of the Class.
4.2 For corporate and private bookings, the location must be agreed between the Company and the Customer 5 days prior to the first class and it is the responsibility of the Customer to ensure the location is safe and suitable for a wellbeing class.
5. Client/ Customer / Teacher protocol
Corporate and private bookings are an arrangement between the Company and the Customer. All class bookings, cancellations and arrangements are to be made between the Company and the Customer (with the teacher keeping informed throughout). Booking or attempting to book a The Retreat Club teacher independently and not through the Company will result in an immediate termination of the teacher’s contract and other bookings with the Company.
Following the termination of a corporate or private contract, the former The Retreat Club teacher is not permitted to teach the Customer for 6 months after the date of the final class. If the former teacher continues to teach the Customer within the 6 month period after the final class, the Customer will be obligated to reimburse the Company for the full amount paid to the teacher for these classes.
5. Fitness and Health
5.1 The Company advises Customers not to take part in one of the Classes without first seeking medical advice if they have any concerns at all over their physical condition.
5.2 Customers with low or high blood pressure or cardiovascular irregularities should not attend the Class without express and written permission from a medical professional.
5.2 The Company reserves the right to refuse access to any Customer if it in any way doubts the health of the Customer and their ability to safely take part in the Classes.
5.3 Customers accept the risk of injury from performing exercises in the Classes. The Company accepts no liability for injury to the Customer, except in so far as such injury is by law incapable of exclusion.
5.4 New Customers will be asked to fill out a Physical Activity Readiness Questionnaire, so the Company is better informed of the Customer’s physical condition. This form will also waive the Company’s responsibility for physical injury cause by the Classes.
5.5 Women who are 14+ weeks pregnant are welcome to join the class, on the basis that they have some prior yoga experience. We regret that pregnant women less than 14 weeks and with no prior yoga experience are not recommend to join the class. Pregnant women are asked to complete a pregnancy yoga or pregnancy Pilates class prior to practicing.
6. Dress and Suitability
6.1 The Company request all Customers to dress appropriately for yoga and Pilates class. Details of recommended attire are featured on the Site.
6.2 Cleanliness and hygiene is essential – both of Customers themselves and their attire.
6.3 Children under the age of 16 should not attend Classes without the supervision of a responsible adult.
6.4 Shoes should not be worn during the (Yoga and Pilates) Class.
6.5 Corporate and private yoga Customers will need to provide their own yoga mats (with the help of the Company)
Customer Service Contact details: . Tel: 07809206995.
Your booking is not considered definite and no contract will exist between you and THE RETREAT CLUB LTD. until until a booking form has been received with a deposit of £100 minimum or full payment as applicable. All clients are subject to these conditions whether they have signed our booking form or not. We reserve the right to refuse to accept bookings in our absolute discretion, without stating the reason for doing so.
The balance of monies due from the customer must reach the THE RETREAT CLUB LTD. account 8 weeks before departure. The price is the exact amount to be received by us in British Pounds irrespective of fluctuations in currency and irrespective of any third party transfer charges. If you choose to pay by electronic transfer, please instruct your bank to charge all costs to you in order to avoid a shortfall in the amount that we receive.
Your Travel Arrangements
All travel arrangements are your responsibility and at you own cost. We shall not be held liable for any consequences arising from delays or cancellations in any of the companies you may have made arrangements with, or for any irregularities in your documentation required for travel. Transfers to/from the retreat are at your own cost, unless otherwise specified.
We require that your travel insurance covers the activity of your retreat with us as well as unexpected cancellation, sickness, losses and all the usual risks. You should bring the policy with you in case of an emergency.
(a) It is your responsibility to let our teachers know if you have any injuries and to be mindful at all times of your own body’s capability during our retreats. If you experience any injury or discomfort during any activity during the retreat, then please stop participating immediately.
(b) It is also your responsibility to consult a doctor with an understanding of yoga and fitness to check that you are sufficiently fit and healthy to undertake yoga classes and other physical activities that you may chose to do whilst on the retreat.
(c) Please advise us of any mental or physical health conditions and dietary requirements before you book. If you have health conditions and dietary requirements that may be affected by the activities offered on our retreats we reserve the right, for your own wellbeing, to advise you to stop participating.
(d) Whilst all measures are taken to ensure a high standard of health and safety, our retreats do take place in the countryside where the land is uneven and we shall not be responsible for any injuries caused by uneven terrain.
(e) We ask that women who are 12 to 28 weeks pregnant provide a letter from their health practitioner specifying that they are fit to travel and able to engage in the activities that we provide.
(f) Women who are less than 12 weeks pregnant are advised against practicing yoga and if they chose to do so, participate at their own risk.
Cancellation by you
(a) You (or any member of your party) may cancel your booking at any time, but please note that all deposits are non-refundable. If you have paid the full amount, but wish to cancel your place, the following cancellation charges will apply:
56-42 days before: 35%
41-28 Days before: 50%
27-14 days before: 65%
13 days or less: 100%
* percentage of your retreat place fee.
(b) Refunds and returned payments are normally settled within 10 working days of the date of cancellation. Otherwise, once a booking has been accepted no payment is refundable unless the course is cancelled. Once the retreat has begun, no refund or part refund or unused portion of the retreat will be repaid in the event of cancellation by you.
(c) Bookings are for the stated period of the retreat. There are no refunds for an unused portion of the retreat. If the reason for cancellation is covered under the terms of your Insurance Policy, you may be able to make a claim on your insurance.
(d) Occasionally, changes may have to be made (e.g., teacher, itinerary or other arrangements), which we reserve the right to do at any time. If your accommodation has to be changed, we will do our utmost to provide accommodation of a similar excellent rating. If a significant change becomes necessary, we will inform you as soon as reasonably possible if there is time before your departure.
Cancellation by us
We reserve the right in any circumstances to cancel a retreat, in which case we will offer a full refund of all monies paid within 10 working days.
THE RETREAT CLUB LTD. reserves the right to charge £25 per alteration, should you wish to change your original booking. Dishonoured cheques will be treated as an amendment. If we are unable to make alterations as you requested and you do not wish to continue with the booking then our cancellation charges apply.
(a) We accept responsibility for ensuring that the retreats are supplied as described and that the services we are contractually obliged to provide are to a reasonable standard.
(b) We do not accept any liability for cancellations, delays or changes caused by war, threat of war, terrorist actions or threats, closure of airports, civil strife, industrial action, natural disaster, technical problems to transport, staff cancellations, unforeseen changes in your personal circumstances or other events beyond our control.
(c) We are not liable for any injuries you may incur. Yoga and fitness classes are undertaken at your own risk. We are not liable for any medical or psychiatric conditions, which may develop during or subsequent to the retreat. We are not liable for loss of, or damage to, your personal property.
(d) It is your responsibility to ensure that your possessions are kept safe at all times. This includes hire cars or other hired equipment. THE RETREAT CLUB LTD. will not be held responsible for any theft or loss of personal possessions from our premises or vehicles. Whilst THE RETREAT CLUB LTD. will endeavour to ensure the security of guests’ personal possessions, THE RETREAT CLUB LTD. cannot guarantee it.
We are confident that you will not find cause for concern during your retreat. If you feel that a complaint is warranted you must raise the issue directly with our Director. Any retrospective complaint must be made in writing to THE RETREAT CLUB LTD. within 14 days of the end of your retreat.
2nd Option Ts and Cs
The yoga holidays featured on this website (pollysyoga.co.uk) are operated by Polly's Yoga (“Polly's Yoga”, “we”, “our” and “us”). Our contract with you is deemed to be made at the offices of Pollys Yoga Ltd, 17 Marcilly Road, London, SW18 2HL. All our conditions are subject to British Law. The following Terms and Conditions form the basis of your contract with Polly's Yoga. Please read them carefully as they set out our respective rights and obligations.
Contract: No contract shall exist between the client or persons on whose behalf the booking form is made and Polly's Yoga until a booking form has been received with a 30% deposit or full payment as applicable and our confirmation invoice has been issued. All clients are subject to these conditions whether they have signed our booking form or not. We reserve the right to refuse to accept bookings in our absolute discretion, without stating the reason for doing so.
Payments: The balance of monies due from the customer must reach Polly's Yoga eight weeks before departure. Once confirmation is dispatched, your contract is made with Polly's Yoga and the deposit is non-refundable. Travel insurance is mandatory and should be taken out on payment of your deposit.
Pricing: Should our costs increase due to currency fluctuation Polly's Yoga reserves the right to surcharge on the following items: government action, currency, aircraft fuel, over-flying charges, airport charges. Even in such event, we will absorb an amount equivalent to 2% of the holiday price excluding amendment charges. No surcharge will exceed 10% of your holiday price, excluding amendment charges and no surcharge will be made within 30 days of departure, except on bookings within 30 days where any surcharge would be shown on your invoice.
Amendment Fees: Polly's Yoga reserves the right to charge £25 per alteration, should you wish to change your original booking. Dishonoured cheques will be treated as an amendment. If we are unable to make alterations as you requested and you do not wish to continue with the booking then our cancellation charges apply.
Cancellation: Any booking cancellation must be made in writing to Polly's Yoga. In this event the following cancellation charges will apply:
90 days or more prior to retreat: your entire payment will be refunded, less 30% deposit.
89 days or less prior to the retreat: Payments are non-refundable unless you can find someone to take your spot, less 30% deposit.
Cancellation of Holiday: Polly's Yoga reserves the right in any circumstance to cancel your holiday or retreat. However, in no case will we cancel your holiday less than eight weeks before the scheduled departure except for reasons of ‘force majeure’ which include war, political unrest, strikes, acts of God, epidemics, natural and technical disaster, closure of ports and aircraft, or unless the clients default in the payment of the balance of the holiday or retreat price. In circumstances where we are unable to provide the holiday or retreat you have booked we will return to you
all monies paid, or, if available, offer you an alternative holiday or retreat of similar standards. Please note, whilst Polly usually leads the yoga holidays, if she is unable to, we reserve the right to change the instructor at any time. No responsibility can be taken for travel booked or any other costs incurred.
Physical Health: By agreeing to these terms and signing the booking form you hereby stipulate that you are physically sound to proceed with instruction in yoga. It is further agreed all exercises and lessons shall be undertaken at your sole risk and that Polly’s Yoga shall not be liable for any injuries or damages to your person or property arising out of, or connected with, the use of services or facilities of Polly’s Yoga or the premises in which the same are located. If you have any physical or medical conditions, or are not in overall good health, you agree to consult with your physician before starting any new yoga or exercise program, including participating in a retreat, workshop or class and also agree to inform the instructor of your condition(s) prior to class. Women who are less than 14 weeks pregnant are advised against practicing yoga and if they chose to do so, participate at their own risk.
Visas, Passports and Health Documents: Any passports, visas, health certificates, International Driving Licenses and other travel documents required for the holiday must be obtained by the client, whose responsibility it remains to ensure that these are all in order and to meet any additional costs incurred as a result of failure to comply with such requirements. You are responsible to arrive at stated departure times and places and any loss or damage which you suffer through failure to do so lies with you. Polly's Yoga has no liability whatsoever to you through your failure to do so.
General: Polly's Yoga leads retreats, and our holidays start and finish where stated on your invoice. We are not responsible for your travel to or from this point or for any expenses, including travel accommodation, subsistence and loss of earnings, caused by delayed return to your departure point, howsoever caused. Polly's Yoga will not be liable for any loss or damage arising from delays outside their arrangements whatever the cause. All clients are bound by the conditions of carriage of all airline, coach companies and other suppliers of transport, accommodation and services which go to make up the holiday. These conditions are subject to international agreements between countries and copies may be made available upon request. No representative is authorised to make or promise refunds and no such promise will be accepted by Polly's Yoga. All clients undertake not to damage their accommodation, and to abide by local regulations. Clients are liable for the cost of any damage to and Polly's Yoga shall be entitled to recover costs from the clients if necessary before homeward transfer. The person who made the booking shall be liable in the first instance for any claims against the party. Polly's Yoga has the right to terminate a holiday or retreat if a client is harming the reputation of Polly's Yoga or causes offence to other clients, owners of Polly's Yoga or to representatives of Polly's Yoga, Polly's Yoga will have no further contractual obligations to the client. If you are prevented from travelling because in the opinion of any person in authority you appear to be unfit to travel or likely to offend other
passengers, our responsibility for your holiday ceases and no refund or compensation will be paid.
Airport transfers: It may sometimes be necessary to combine, on certain transfers, customers arriving or departing on more than one flight, may require additional waiting time at your airport or resort. Return airport transfers are included from Hoedspruit Airport to Little Garonga.
Liability: Polly's Yoga accepts responsibility for ensuring the holiday or retreat you book with us is as described on the website and the services and excursions offered by Polly's Yoga reach a reasonable standard. If any part of the package is not provided as promised, we will pay you the appropriate compensation if it has affected your enjoyment of the holiday or retreat. Polly's Yoga is not liable for services that incur an extra cost on the holiday. Please note, any schedule advertised serves as an example of a typical day throughout the retreat and maybe subject to change without prior notice if deemed necessary by the retreat leader representing Polly's Yoga.
Special requests: If you have a special request (e.g. special dietary requirements), you must advise us in writing at the time of booking. We regret we cannot guarantee any request will be met unless we have specifically confirmed this. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of your special request on your confirmation invoice or any other documentation is not confirmation that the request will be met and any request does not form part of the contract between you and us. If you or any member of your party has any medical problem or disability that may affect your holiday, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, you must give us full details in writing at the time of booking.
Confidentiality: All course notes, materials and correspondence are confidential between Polly’s Yoga and the client. On occasion the sessions will be photographed or videoed for promotional use and training purposes by Polly’s Yoga, Garonga or chosen third parties. If you object to appearing in any footage please inform us at the time of booking.
Safety Standards: Please note, it is the requirements and standards of the country in which any services that make up your holiday are provided which apply to those services and not those of the UK. As a general rule, these requirements and standards will not be the same as the UK and may often be lower. For information regarding the safety and security within a given country please check out the foreign and Commonwealth office website
Lost & Stolen Property: Polly's Yoga will not be held responsible for any theft or loss of personal possessions from our premises or vehicles. Whilst Polly's Yoga will endeavour to ensure the security of guests’ personal possessions, Polly's Yoga
cannot guarantee it. Each member of the party is responsible for the safety of all their own personal possessions, documents and equipment. No responsibility or liability is or will be accepted in respect of such items. All clients should ensure their health and possessions are covered by personal travel insurance.
If any client suffers death, illness or injury whilst overseas arising out of activities which did not form part of the arrangements made through us, we shall, at our discretion, offer advice guidance and assistance to help you in resolving any claim you may have against a third party, providing we are advised of the incident within 90 days of the occurrence. Where legal action is contemplated our authority must be obtained in writing prior to commencement of the proceedings and be subject to you undertaking to assign any costs recovered or any benefits under an appropriate insurance policy to ourselves.
Complaints: We will always endeavour to assist and resolve any problem that may arise on your trip, however we can only do so if we have been informed of the issue. If you have a complaint you must report it immediately, thereby giving us the opportunity to remedy the problem. If you fail to follow this procedure, this may affect your rights under this contract, as we have been deprived of the opportunity to investigate and rectify the problem. Complaints not resolved completely in resort should be made in writing within 28 days of the end of the holiday. We will not accept liability for claims received after this period.
Website: All of the information on the website attempts to be accurate and correct at all times. Due to the nature of the work Polly's Yoga does, the website content is subject to change.