Terms & Conditions
Our RETREAT BOOKING terms and conditions
By placing a booking with us (True Elk/we) you (the attendee) agree to be bound by the following Terms and Conditions.
What these terms cover. These terms and conditions set out how you can book onto one of our retreats.
Why you should read them. Please read these terms carefully before you submit your booking with us. These terms tell you who we are, how we will provide our services to you, how you and we may change or end the contract, what to do if there is a problem and other important information. If you think that there is a mistake in these terms, please contact us directly to discuss.
Information about us and how to contact us
Who we are. We are True Elk a company registered in England and Wales. Our company registration number is 13715768 and our registered office is at Robin House Chickney Road, Henham, Bishop’s Stortford, England CM22 6BB.
How to contact us. You can contact us by email at firstname.lastname@example.org.
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 form.
"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. To book your place on one of our retreats, we ask that you submit our Reservation Request form. We will then send you an Acceptance Email and invoice to confirm we have received your reservation and, once the deposit has been paid in accordance with clause 10, a contract will come into existence between you and us. You place on the retreat will only be secured on receipt of the deposit.
If we cannot accept your booking. If we are unable to accept your booking, we will inform you of this in writing and will not charge you. This might be because the retreat is already full, there are unexpected limits on our resources which we could not reasonably plan for, because we have identified an error in the price or description of the retreat.
Your booking number. We will assign a booking number to your booking and tell you what it is when we send you an Acceptance Email to accept your booking. It will help us if you can tell us the booking number whenever you contact us about your booking.
Payment. We will give instructions to you in the Acceptance Email on how and when to pay for your booking including payment of the deposit and the option of instalments and single full payment. See clause 10 for further information on price and payment terms.
You must be at least 18 years old to book onto one of our Retreats.
The booking process
Bookings may vary slightly from their pictures or descriptions. The images and descriptions of the retreats on our website are for illustrative purposes only. Although we have made every effort to display the colours and describe settings accurately, we cannot guarantee that the setting we describe accurately reflects the setting of the venue related to your booking at the time of your arrival.
Your rights to make changes
If you wish to make a change to your booking once we have accepted your booking 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 booking 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 choose to end the contract (see clause 8).
Our rights to make changes
Minor changes to the retreat. We reserve the right to make the following changes to the booking/retreat and you accept that we have the right to make the following changes to the booking/retreat without a right to cancel the contract:
to reflect changes in relevant laws and regulatory requirements for example local guidance or restrictions in place with regards to COVID 19;
to change any third party provider for day trips or excursions or accommodation (to a similar standard hotel or venue); and
to implement minor adjustments or improvements, for example to change part of the schedule of the retreat.
We will inform you in advance of any changes.
More significant changes to the booking and these terms. In addition, we may make the following changes to these terms or the booking, but if we do so we will notify you by giving you reasonable notice in writing:
to change the location of the retreat; or
to replace the advertised retreat host/teacher/instructor/guest speaker due to sickness or other reasons beyond our control, as set out in clause 7.2. We will endeavour to replace any of the parties listed in this clause 6.2.2 with someone of similar experience and reputation; and
Carrying out the booking
Booking dates. During the booking process we will confirm the dates of the retreats on the date we accept your booking. It is your responsibility to turn up to the retreat on time and on the dates specified in the booking form. You are responsible for your own transportation arrangements to and from the retreat.
Delays outside of our control in relation to the performance of the booking. We shall not be in breach of these Terms and Conditions nor liable for delay in performing, or failure to perform, any of our obligations under these Terms and Conditions if such delay or failure results from events, circumstances or causes beyond our reasonable control Examples of such events, which would make it impossible to travel or stage the retreat as planned, include but are not limited to:
flood, drought, earthquake or other natural disaster;
epidemic or pandemic;
terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
nuclear, chemical or biological contamination or sonic boom;
any law, regulation or any action taken by a government or public authority;;
collapse of buildings, fire, explosion or accident;
any labour or trade dispute, strikes, industrial action or lockouts by any third parties (including hotel operators, airlines or similar);
non-performance by suppliers or subcontractors that make it impossible for us to deliver our services to you.
If you do not attend your booking. If you do not turn up on the dates of your booking and you do not let us know that you will not be attending we will contact you to confirm your non-attendance. You will not be entitled to a refund of your booking fee. Unless we agree otherwise, you will not be allowed to transfer your booking to a future retreat or event and your booking fee will be lost.
Your legal rights if we do not perform the booking. You have legal rights if we cancel the retreat or if we change the booking dates last minute. See clause 8 for our cancellation policy.
What will happen if you do not give required information to us. We may need certain information from you so that we can carry out the booking, for example, dietary, health or mobility or accessibility requirements. If so, this will have been stated in the booking process through our website. We will ask all necessary information in the booking process. 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 (and clause Error! Reference source not found. will apply) or make an additional charge of a reasonable sum to compensate us for any extra work that is required as a result. We will not be responsible for not supplying any part of the booking if this is caused by you not giving us the information we need within a reasonable time of us asking for it.
We may suspend your booking if you do not pay. If you do not pay us for your booking when requested to do so (see clause 10.2) and you still do not make payment within 7 days of us reminding you that payment is due, we may suspend your booking until you have paid us the outstanding amounts. We will contact you to tell you we are suspending your booking and that you will not be entitled to attend the retreat if you have not paid the full price in advance.
Cancellation and termination of the contract
Your right to cancel the contract
Tell us you want to end the contract. To end the contract with us outside of the 14 day cooling off period (see below) you must email us as soon as possible at email@example.com.
The following cancellation charges shall apply if you cancel the contract for whatever reason:
3 months or more before the retreat – if you cancel 3 months or more in advance of the retreat start date we will refund your booking fee in full less the non-refundable administration fee as specified in the invoice.
2 months or more before the retreat - if you cancel 2 months or more in advance of the retreat start date we will refund your booking fee minus the deposit and the non-refundable administration fee as specified in the invoice.
1 month or more before the retreat – if you cancel 1 month or more in advance of the retreat date we will refund you 20% of your booking fee less the deposit and the non-refundable administration fee as specified in the invoice.
If you cancel within 1 month (i.e. between 1 and 29 days) of the start of the retreat we reserve the right to retain the entire booking fee.
Whenever you cancel, we will try to obtain a replacement to fulfil your place on the retreat. If we are successful we reserve the right to retain the non-refundable administration fee and refund the balance to you
Our right to terminate the contract. We reserve the right to cancel or reschedule the retreat date by giving you no less than 3 months written notice in advance of the retreat. If we cancel the retreat under this clause 8.2 we will provide you with a full refund. If we reschedule the retreat under this clause 8.2 we will offer you the option of a refund or to attend the retreat on the rescheduled dates.
We may cancel the contract and notify you in writing and retain any part of the booking fee already paid as compensation for the net costs we will incur as a result of your breaking the contract if:
You breach any of the terms of these Terms and Conditions;
You do not pay any of the fees set out in these Terms and Conditions when requested and within 7 days of being reminded;
You do not, within a reasonable time of us asking for it, provide us with information that is necessary for us to organise and host the retreat;
You breach any of our Housekeeping rules in place from time to time at the retreat.
If we cancel the retreat due to an event outside of our control as set out in clause 7.2 we will refund your booking fee less any costs we have already incurred in organising the retreat including any non-refundable hotel deposits or day trip costs paid in advance. We reserve the right to retain the non-refundable administration fee as set out in the invoice in this scenario. If we cancel the retreat under this clause 8.4 we will not be responsible for any incidental expenses or consequential losses that you have incurred as a result of your booking including but not limited to visas, vaccinations, flights, travel expenses, parking or pre-paid tickets.
Processing the refund. In the event that we agree to refund any part of the booking fee under this clause 8 we will notify you of such fact and will process the refund within 30 days of us confirming our agreement to the refund.
How we will refund you. We will refund you by the method you used for payment. However, we may make deductions from the price, as set out in these Terms and Conditions.
Can I change my mind? You have 14 days (cooling off period) after the date of the Acceptance Email confirming we accept your order to change your mind about your booking. If you want to cancel the booking after 14 days paragraph 8.1 will apply.
If there is a problem with the booking
How to tell us about problems. If you have any questions or complaints about the retreat, please contact us. You can write to us at firstname.lastname@example.org or True Elk, Robin House Chickney Road, Henham, Bishop's Stortford, England, CM22 6BB. Alternatively please speak to one of our Directors at the retreat.
Price and payment
Where to find the booking fee. The price of the retreat will be the price indicated on our website and confirmed to you in our Acceptance Email and on the invoice.
When you must pay and how you must pay. We accept payment from most major credit and debit cards.
You must pay the deposit amount, which includes a non-refundable administration fee as specified in the invoice within 14 days of the invoice date. Payment in cleared funds will reserve your place on the retreat.
The balance of the booking fee can be paid either;
in full together with the deposit; or
by no later than 2 months before the start of the retreat. We will send you a reminder of this payment when it becomes due.
We reserve the right to charge a late payment fee if you do not pay the booking fees within the timeframes specified in these Terms and Conditions and the Acceptance Email.
If you do not pay the balance of the booking fee within 6 weeks of the retreat date we reserve the right to retain your deposit and the non-refundable administration fee and offer your place to someone else.
What to do if you think a booking fee or invoice is wrong. If you think an invoice we have sent you or the fees set out in the Acceptance Email is wrong please contact us promptly to let us know.
We are not responsible for any fees incurred due to currency exchange rates or fees charged by your bank or credit card provider for processing funds outside or of your local currency.
Our responsibility for loss or damage suffered by you
We are responsible to you for foreseeable loss and damage caused by us. If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or 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 it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.
We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to the booking.
Damage to your property. We are not responsible for any lost or damaged property at any time. You are responsible at all times for your own personal property during the retreat.
We are not liable for business losses. We only provide the retreats for personal use. If you attend the retreat for any commercial or business purpose we will have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.
We are not responsible for loss or damage incurred as a result of a third party service provider. As part of the retreat we use a number of third party service providers including but not limited to restaurants, transport providers, excursion companies and other activities. True Elk is not affiliated with any such third party service provider and cannot give any assurances for the quality of their services. We are not responsible for any loss or damage or delay suffered by you as a result of any act or omission of a third party service provider and you acknowledge that you are responsible for accepting any third party service provider’s terms and conditions.
How we may use your personal information
We welcome all accepted travellers. However in order for you to be able to participate fully in the retreat you must be in good health. We will ask you questions about your current health status during the booking process and it is important that the information you provide is accurate and up to date. This includes informing us of any medical conditions, if you are pregnant or if you have a disability including any mental health or other medical condition.
If you do not provide us with this information in advance of the retreat we reserve the right to refuse your booking as set out earlier in these Terms and Conditions.
Other important terms
Conduct. We ask that you are thoughtful and respectful of all other attendees, employees, guests or speakers at all times during the retreat. True Elk reserves the right to exclude you from the rest of the retreat if in the opinion of the Retreat Director or any of the tutors on the retreat you behave in an abusive or disruptive manner or engage in any discriminatory conduct. There would be no refund given if an exclusion is made for these reasons. You will be required to adhere to our Housekeeping Rules in place from time to time at all times during the retreat. Any breach of these rules is deemed a material breach of the contract.
Photos, Video & Content Creation. During the retreat photos or videos may be taken by other attendees, True Elk staff and/or professional photographers. Such images may be used in any True Elk promotional materials, website, all social media platforms (i.e. Instagram). True Elk will seek consent from its attendees at the start of the retreat to take photos and videos and to use this for any marketing purposes or promotional purposes. If you wish to withdraw your consent at any time please contact us as soon as possible in writing.
Travel Insurance. You are responsible for your own travel insurance for the purpose of attending and travelling to the retreat. We are not responsible for your travel costs or other losses suffered by you as a result of your non-attendance due to travel related issues. We recommend that you have adequate and comprehensive travel insurance and medical insurance in place for the retreat in advance of attending the retreat and that this covers eventualities such as COVID-19.
We may transfer this Agreement to someone else. We may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract. We will contact you to let you know if we plan to do this.
You need our consent to transfer your rights in the booking to someone else. The retreat is designed as a personal experience. You may only transfer your booking under these terms to another person if we agree to this in writing.
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.
If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
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 but we continue to fulfil your booking, we can still require you to make the payment at a later date.
Which laws apply to this contract and where you may bring legal proceedings. These terms are governed by English law and you can bring legal proceedings in respect of your booking in the English courts.
True Elk reserves the right to change or amend these Booking Terms and Conditions at any time. We will communicate any such changes to you.