TERMS AND CONDITIONS

Urban Retreat Interiors

BOOKING CONDITIONS

Your contract is with Urban Retreat Interiors. Your contract incorporates these Booking Conditions and by making a booking with Urban Retreat Interiors you confirm your acceptance of these Booking Conditions.

It is important that you read the following Booking Conditions carefully as they are the basis of your contract with Urban Retreat Interiors. Please detach them and keep with your travel documents.

Definitions

(a) References within the Booking Conditions to “Arrival Date” means the date the services we have agreed to provide commence.

(b) The references to “you” and “your” means the persons named in the booking (including any person or persons added or substituted subsequently).

(c)  “We” “Us” and “Our” means Eniko Suto’s Yoga Retreats.

(d)  References to “arrangements”, “travel arrangements” or “holiday” mean the services we have agreed to provide to or provide you with under your booking with us.

1   Your Holiday Contract

1.1 When you make your booking, you agree that you have authority to accept and do accept on behalf of the party named in your booking, the terms of these Booking Conditions. The person making the booking (“the Party Leader”) must be at least 18 years of age and authorised to do so by all persons named in the booking and the parent or guardian of all party members under the age of 18 years, when the booking is made. The party leader on behalf of themselves and each member of the party consents to the use of information in accordance with our privacy policy.

1.2 The Party Leader is responsible for making all payments due to us and under the booking. All party members named within the booking are jointly and severally liable for all payments due under the booking.

1.3 A contract will exist as soon as we issue a Booking Confirmation Receipt to the Party Leader. If a payment is made directly to the hotel for the yoga retreat, the email confirmation from the hotel will act as a Booking Confirmation Receipt. The contract is made in the terms of these Booking Conditions, which are governed by English law and the jurisdiction of the English Courts. You may choose the law and jurisdiction of Scotland or Northern Ireland if you wish to do so if you are resident in Scotland or Northern Ireland.

1.4  Once you have received your Booking Confirmation Receipt, please check this carefully. If any of the information contained within the Booking Confirmation Receipt is incorrect or incomplete, please notify us immediately in writing, as it may not be possible to make later changes to it. We cannot accept any liability if we are not notified of any inaccuracies within 7 days of issue of the Booking Confirmation Receipt to you.

1.5  We reserve the right to refuse to accept bookings in our absolute discretion without stating the reason for doing so.

1.6  You will be asked to complete a Participant Form prior to the start of the yoga retreat. Unless we have a completed Participant Form from you prior to the Arrival Date, you will not be allowed to participate in the yoga retreat nor in any of the yoga classes, in which event we shall retain any amount paid and not be liable for any losses or compensation arising.

2   Special Requests

If you have a special request, please advise us at the time of booking. We cannot guarantee that the request will be met and any failure to do so will not be a breach of contract on our part. Confirmation that a request has been made will be included on your Booking Confirmation Receipt or upon the acknowledgment of booking. We are unable to accept bookings which are conditional upon a special request being met and these will be treated by us as a standard booking.

3  Prices

3.1   We reserve the right to alter the prices of any of the holidays shown on our website. You will be advised of the current price of the holiday you wish to book before your contract is confirmed.

3.2  Full payment price of your travel arrangements is due when you make your booking.

3.3  Unless stated otherwise, the price of your travel arrangement includes each and all of the component parts described within your Booking Confirmation Receipt.

3.4  Not included in the price of your travel arrangement is travel insurance, excess baggage charges, tipping and any food or drink or additional excursions or activities which are not confirmed as being part of your arrangements. Additionally, any items or services purchased on board are not included in the cost of your travel arrangement unless specifically stated.

4   If You Change Your Booking

4.1  If you or any member of your party is prevented from travelling, that person may transfer their place to someone else subject to the following conditions:
a) That person is introduced by you and satisfies each and all of the conditions applicable to the booked travel arrangement;
b) We are notified in writing of the request for transfer not later than 7 days before departure;
c) The transferee agrees to these booking conditions, and all of the terms of the Contract between us.

4.2  You and the transferee will remain jointly and severally liable for the payment of all sums. If you are unable to find a replacement, the cancellation charges set out in clause 5 will apply in order to cover our estimated costs. Otherwise, no refunds will be given to passengers not travelling or for any unused service.

4.3  Any discount you received when you made your original booking may be altered or reduced when changes are made if this discount had subsequently been altered, reduced or withdrawn.

4.4  If you have paid accommodation supplements and the number of people in your accommodation changes you may have to pay extra.

4.5  Any changes to your arrival date, transportation, destination, accommodation or length of travel must apply to all members of your booking, unless we agree otherwise.

5   If You Cancel Your Booking

If you, or any member of your party, cancel your travel arrangements at any time, written notification from the person who made the booking must be received by us by email at studiosaphia@gmail.com  Since we incur costs in cancelling your travel arrangements, the following cancellation charges will be payable by you. The cancellation charge is a percentage calculated on basis of the total costs payable by the person cancelling not refundable in the event of cancellation.

If you cancel the retreat:

– 91 days or more prior to your Arrival Date: all payments will be refunded.
– Between 90 days and your Arrival Date: 100% of the payments will be forfeited.

5.1  You have the right to cancel your travel arrangement before departure without paying a cancellation charge in the event of “unavoidable and extraordinary circumstances” occurring at your specific destination or its immediate vicinity and which significantly affects the performance of the travel arrangement. In these circumstances, we shall provide you with a full refund of the monies you have paid but we will not be liable to pay you any compensation. For what constitutes an event which may give rise to your right to cancel, we will have regard to the advice of The Foreign and Commonwealth Office and which can be found at https://www.gov.uk/foreign-travel-advice.

5.2  For the purposes of this clause, examples of “unavoidable and extraordinary circumstances” include warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such floods, earthquakes or weather conditions.

6   If We Change or Cancel Your Booking

6.1  Once your booking has been confirmed, we will make every effort to provide you with the booked travel arrangement. Occasionally, it may be necessary to amend or cancel whole or part of your booking.

We will notify you of any alteration or cancellation as soon as we reasonably can.

6.2  Independent travel arrangements (e.g. flights, airport parking, car hire, etc.) that you may arrange separately do not form part of our contract with you. Should we need to make changes to your travel arrangements, we will not be liable for any amendment or any cancellation charges incurred by you in respect of any such independent travel arrangements.

6.3  If, before the start of your trip, we are constrained by circumstances beyond our control to significantly alter any of the main characteristics to your arrangement, we will offer you the choice of either (a) accepting the changed arrangements (b) accepting an offer for an alternative arrangement with comparable facilities from us, if available (we will refund you any price difference if the alternative is of a lower value) or (c) cancel your booking completely in which case we will refund you all monies paid by you. Please note that the above options are not available where any change made is a minor one. A significant change may include change of accommodation to that of a lower category and/or price. These options do not apply to any minor changes we may make, which may include, but are not limited to, change of accommodation for another of the same or a higher standard, or change in the schedule and number of visits during the retreat.

7   Events Beyond Our Control

7.1  Please note that compensation referred to at 6.4 above (specifically the “Compensation to Each Full Fare Passenger”) will not be payable and we will accept no liability beyond offering you the options above where:

(a) we are constrained to make a significant change or cancel your booking as a result of unusual and unforeseeable circumstances beyond our control. These circumstances will usually include but are not limited to, war, threat of war, riots, civil disturbances, terrorist activity and its consequences, industrial disputes, any failure to secure flying rights, natural and nuclear disaster, fire, epidemics, health risks and pandemics (including Covid 19) and unavoidable and unforeseeable technical problems with transport reasons beyond our control or that of our suppliers, closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions, and any other similar events; or
(b) we are constrained to cancel your booking because the minimum numbers of booking required have not been reached and we have notified you within the time periods specified at section (9) of these booking conditions; or
(c) we cancel as a result of your failure to comply with any of the requirements of these booking conditions entitling us to cancel; or
(d) we make a significant change or cancel your arrangements more than 14 weeks before departure; or
(e) where the change or cancellation by us arises out of alterations to the confirmed booking request by you.

8   Post Departure Changes

8.1  If we are unable to provide a significant proportion of the travel arrangement that you have booked with us after your departure, we will, where possible, make alternative arrangements for you at no extra charge and if appropriate in all the circumstances we will pay you reasonable compensation.

8.2  A change of accommodation to an equivalent or higher standard is also not regarded as significant nor are alterations to your itinerary which do not materially affect your trip.

9   Minimum Numbers

Some of the travel arrangements shown on our website can only be operated if there is sufficient demand for the same and a sufficient number of people book these travel packages. If there is insufficient demand on subsequent confirmed bookings, we have the right to cancel the travel arrangements in question. If we have to do so, we will notify you as soon as possible. In this situation, you will then have the choice of accepting an alternative travel arrangement of equivalent or closely similar standard. The cost of any alternative arrangement offer will be our selling price at the time of change. If the alternative is cheaper, we will refund you the difference. If the alternative is more expensive, you have the option to pay the difference. If you do not wish to take the alternative we offer you, you can choose to cancel your travel arrangement and receive a full refund of any monies you have paid to us. When we cancel for lack of numbers in accordance with this paragraph, no compensation or other amounts (for example, the cost of any connected travel arrangements you have made independently) will be payable. In the unlikely event that we do need to cancel your travel arrangement for the reason of lack of numbers, we will not do so less than 20 days before your arrival date if the trip is for more than 6 days. In the case of trips lasting between 2 and 6 days, we will not cancel the package less than 7 days before the start of the package. In the case of trips lasting less than 2 days, we will give you at least 48 hours notice of any cancellation.

10   Our Liability to You

10.1  We agree to perform and provide the travel arrangements which make up your booking with reasonable skill and care. If the contract you have with us is not performed or is improperly performed by us or any of our suppliers, we will pay you appropriate compensation if this has affected your enjoyment of your travel arrangement. We will not be liable for any failure in the performance of the contract with you if this is due to:

a) The fault of yourself and/or another member of your party;
b) A third party unconnected with the provision of the travel arrangements and where failure is unforeseeable or unavoidable;
c) Unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care and been exercised;
d) An event which neither we nor our suppliers, even with all due care, could have foreseen or forestalled.

111   Assistance by Us During the Course of Your Booking

11.1 If your contract with us is not performed or is improperly performed by us as a result of a failing attributable to a third party unconnected with the provision of travel arrangement, or as a result of failures due to unusual or unforeseeable circumstances beyond our control the consequence of which could not have been avoided even with all due care, or as a result of an event which we or our suppliers, even with all due care, could not have foreseen or forestalled, and you suffer injury or other material loss, we will offer to provide you with prompt assistance as is reasonable in the circumstances. If you or any member of your party suffers during the course of your travel arrangement any difficulty as a result of any activity which does not form part of your contracted travel arrangements, we will offer you prompt assistance without undue delay. Such assistance may include assisting you in making communications and helping you to find alternative travel arrangements. If the difficulty is caused intentionally by you or as a result of your negligence, we may charge a reasonable fee for that assistance which will not exceed the actual cost incurred by us. All assistance (financial or otherwise) is subject to our reasonable discretion and subject to you notifying us promptly of your need. If you are entitled to have any costs and expenses arising from such an incident met by or from any insurance policy or if you recover any costs and expenses relating to the incident from a third party you must repay us the costs and expenses we have incurred in assisting you.

11.2  If the yoga teacher, as a result of an injury, illness, or personal emergency, cannot attend the holiday and has to cancel his/her participation in the holiday (including up to the Arrival Date), or has to leave the holiday early, or cannot teach one or more of the classes during the holiday, we will do everything possible to find a replacement teacher. If we cancel any yoga classes during the holiday as a result of this, we will not be liable to refund any yoga classes to participants, however we will do our best to make up for these classes during the course of the week. We reserve the right to change the scheduled yoga teacher at the last minute under any circumstances, and we are not obliged to give the reason for changing a teacher. We reserve the right to change the times and schedule of the yoga classes during the course of the holiday. We also reserve the right to change the location of the yoga classes on site. Whenever possible you will be advised in advance of any changes. No refunds will be given due to a change of teacher, changes to our schedule, or to the location of the yoga classes.

11.3  If the retreat organiser, as a result of an injury, illness, or personal emergency, cannot attend the holiday and has to cancel his/her attendance in the holiday (including up to the Arrival Date), or has to leave the holiday early, or has to leave for a period of time during the holiday, we will do everything possible to find a replacement organiser. We will not be liable to refund any money as a result of this, however we will make sure that the holiday continues as planned.

12   Passport, Visa, Immigration and Health Requirements

12.1  The passport and visa requirements for yourself and your party, together with any other immigration requirements, are your responsibility and you should check these with the relevant embassies and/or consulates prior to travel. We do not accept any responsibility if you cannot travel if you have not complied with the relevant requirements in force prior to and at the time of travel.

12.2  It is also your responsibility to check all compulsory and recommended health requirements, including vaccinations, prior to travel and to ensure that you are in receipt of all and any necessary vaccination certificates and other health documentation. The costs of obtaining any such documentation are your responsibility and we are unable to accept any responsibility or liability if your travel arrangements are affected as a result of the failure to do so by yourself or any member of your party.

12.3  You must provide us with full details of any existing medical condition or disability that may affect your travel arrangements (including, in particular, any accommodation requirements) at the time of your booking. If in our reasonable opinion your chosen travel arrangements are not suitable for your medical problem or disability, or you are not travelling with someone who can provide all assistance you may reasonably require, we have the right to refuse to accept the booking. If you do not give us full details of your medical problem or disability, we can also cancel the booking when we find out full details if in our reasonable opinion the travel arrangements are not suitable or you are not travelling with someone who can provide all assistance reasonably required. If we cancel your booking as a result of this, we shall cancel your travel arrangements and retain any amount paid, and we shall not be liable for any losses or compensation arising.

12.4  Information on foreign travel is provided and regularly updated by the Foreign and Commonwealth Office. Details can be found at www.gov.uk/foreign-travel-advice and www.gov.uk/knowbeforeyougo

12.5  If we are required or asked to reissue tickets that have been lost, destroyed or stolen and we agree to do so, any charges incurred as a result of this will be payable by you.

13   Health & Fitness

13.1  Activities within our holidays may require a certain degree of physical fitness. It is your responsibility to ensure that you have the levels of fitness required for any activity you choose to participate in. If you are in any doubt, please consult your doctor before departure. We, and those retained by us to supervise any activities, retain the discretion at any time to decline to allow you to participate in any activity, if we reasonably believe that in the interests of your health, you should not do so. In such circumstances, we shall not be liable for any losses or compensation arising.

13.2  You must provide us with full details of any existing medical or physical problems, including pregnancy, physical and/or mental disability, unusual height or weight, that may apply to you or any member of your group and which are likely to affect your ability to take part in some or all of the activities forming part travel arrangement (including, in particular, any accommodation requirements or difficulties that may be encountered in accessing buildings) at the time of booking. Any classes undertaken while pregnant or under any existing medical or physical problems are to be consulted with your doctor, the yoga retreat organiser and yoga teacher prior to the booking being made, and are taken at one’s own risk. If, in our reasonable opinion at any point prior or during the holiday, any particular activities or arrangements are not suitable for the medical or physical problems or disability, or you are not travelling with someone who can provide all the assistance that may be required, or that person is not providing adequate assistance during the holiday, we have the right to refuse to accept the booking or you may not be able to participate in certain activities, in which event we shall retain any amount paid and not be liable for any losses or compensation arising.

13.3  If you do not give us full details of any medical or physical problem or disability at the time of booking and/or promptly inform us of any adverse change to any existing medical or physical problem or disability and/or any new medical or physical problem or disability that arises after booking, then we can also cancel the booking when we find out the full details if, in our reasonable opinion, the arrangements are not suitable in the circumstances. If we cancel your booking as a result of this, we shall retain any amount paid, and we shall not be liable for any losses or compensation arising.

13.4  You will be asked to complete a Participant Form prior to the start of the holiday. Unless we have a completed Participant Form from you prior to the Arrival Date, you will not be allowed to participate in the holiday nor in any of the yoga classes, in which event we shall retain any amount paid and not be liable for any losses or compensation arising.

14   Insurance

14.1  You must take out suitable insurance for all your needs before you travel. We cannot be held responsible for any costs you may incur as a result of failing to do so.

14.2  It is your responsibility to provide us with the name of your insurer, policy number and 24 hour emergency help line number in the event it is needed at any point.

14.3  If you take part in activities whilst travelling that have been organised and arranged independently of us, participation is at your own risk and it is your responsibility to ensure that you have obtained the relevant insurance.

15   Your Responsibilities and Behaviour on Holiday

15.1  As part of your booking with us, you are accepting liability for any loss or damage caused by you or any member of your party during the course of your holiday. Payment for any loss or damage must be made to us or to our supplier at the time that it occurs or as soon as is reasonably practicable thereafter. If the cost of the loss or damage is not known at the time, we will reasonably estimate it, and if this reasonable estimate exceeds the amount paid, you must pay the difference once known, and if it is less, the difference will be refunded to you. You will also be responsible for, and agree to indemnify us, in respect of any claim subsequently made against us and all costs incurred by us (including our own and any other party’s full legal costs) arising from your actions.

15.2  You are also responsible for the behaviour of yourself and other members of your party. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your party by terminating your travel arrangements if yours or their behaviour is or is likely to be, in our reasonable opinion or in the reasonable opinion of our suppliers, disruptive, upsetting or dangerous to yourself or anyone else, or if you or any member of your party have caused or are likely to cause damage to property. In these circumstances, we will not pay any refund, compensation or other sum whatsoever or any costs or expenses incurred by you if we have to terminate your travel arrangements due to such unacceptable behaviour. In this situation, we will have no further responsibility for you or any other member of your party (including any return travel arrangements). If your unacceptable behaviour means that you are not able to board your outward flight, we will treat your booking as cancelled from that moment and will ask you to leave the yoga group and the premises. If we cancel your booking as a result of this, we shall retain any amount paid, and we shall not be liable for any losses or compensation arising.

16   Excursions and Activities and Resort Information

Excursions, tours or other activities that you book or pay for whilst you are holiday do not form part of the travel arrangements provided by us. Your contract will be with the operator or provider of that excursion, tour or activity and not with us. We may assist the group with information about the excursion on site, but we are not responsible for the provision of the excursion, tour or activity nor anything that may happen during the course of its provision by the operator or taxi service. We do not accept any liability in relation to any such excursion, tour or activity and these Booking Conditions do not apply to them.

17  Local Charges & Tourist Taxes

Unless we have stated that a local service or facility is included or free in our accommodation description, you may be asked to pay a charge locally, for example, local tourist tax, room services (e.g. minibar), health and beauty treatments, snacks, drinks, etc. Tourist taxes may be payable by you when you check out of your holiday accommodation.

18   Local Health & Safety Standards

You should be aware that it is the standards and health and safety requirements of the country in which the services are rendered that apply, and not those of the country you come from. These standards may be different to those of the country you come from and may sometimes be lower.

19   Our Website, Brochure and Advertising

The information contained in our website, brochure and advertising material is our responsibility and to the best of our knowledge and belief it is correct at the time of publication. Occasionally errors may occur and information may change and you must therefore check all the details of your travel arrangements at the time of booking.

20   If You Have a Complaint

In the unlikely event that you have cause to complain during the course of your travel arrangements with us, you must bring it to our attention immediately. If your complaint is not resolved, then you must repeat your complaint in writing within 28 days of the end of your travel arrangements with us by emailing us at studiosaphia@gmail.com You must provide any booking reference and all other relevant information to enable us to fully investigate your complaint. Any complaints which do not involve death, personal injury or illness and which are not made in accordance with this procedure we are unable to accept liability. In accordance with the Alternative Dispute Resolutions for Consumer Disputes (Competent Authorities and Information) Regulations 2015 (“The ADR Directive”) we advise that Yoga Escapes International Limited does not utilize the services of an approved Dispute Resolution Service for the purposes of complaints.

21   Data Protection

In order to process your booking and to make sure that your travel arrangements run smoothly, we need to pass the information which you provide on to relevant suppliers such as transfer companies, hotels etc. The information which we provide may also be provided to credit checking companies and public authorities such as customs and immigration if required by law. Where your travel arrangement is outside the European Economic Area (ELEA), controls on data protection in your destination country may not be as strong as they are in the UK. However, we will not pass your information on to any person who is not responsible for part of your travel arrangements.

We will collect the name and telephone number of an emergency contact for you prior to every yoga retreat. We will use this information and contact this person only for emergency reasons. We may disclose this person’s name and telephone number to third parties such as hotels, or medical professionals (who may be located outside the United Kingdom/EEA) if needed in an emergency. By giving us this information, you consent to this disclosure. We may collect your contact details via the Get in Touch form, Contact Us form, Booking form, and Participant form on our website, as well as from enquiry emails sent to us directly and Newsletter sign-up requests. By giving us your contact details, you agree that from time to time, we may contact you with information about special offers or future yoga retreat packages. If you do not wish to receive such information, please notify us. We will use your mobile number for the WhatsApp group that we will create at the start of the yoga holiday to communicate with everyone in the group. You agree to have your mobile number shared with other participants of the yoga group as well as with the yoga retreat organiser and with the yoga teacher. We may use images and videos taken during the yoga holiday where you may appear, for example in a group yoga class or group photo, for promotional materials on our website, on social media and from time to time on third-party online directory sites. We will not share your contact information with any third-party agencies for marketing solicitation purposes. If we cannot pass your information on to relevant suppliers, such as the hotels where we host our yoga retreats, we cannot provide your booking, therefore in making this booking, you consent to your information being passed on to them. You are entitled to a copy of your information held by us and if you would like to see this, please ask us. It may be necessary to make an administration charge for providing this to you.