Terms and Conditions
Booking & Agreement
By paying a deposit or making any payment towards a retreat, you confirm that you have read, understood, and agreed to these Terms & Conditions. This forms a binding agreement between you and Travel Minded Ltd.
Your booking is only confirmed once the required non-refundable deposit has been received or, where applicable, a Klarna payment has been successfully completed.
As this booking relates to leisure services provided on specific dates, the statutory 14-day cooling-off period under the Consumer Contracts Regulations does not apply.
Travel Minded Ltd reserves the right to refuse or cancel a booking where, acting reasonably, we believe a participant’s behaviour, conduct, or previous interactions may pose a risk to the safety, wellbeing, or enjoyment of others, or to the smooth running of the retreat, in line with our Code of Conduct.
Deposit
A non-refundable deposit is required to secure your place on a retreat. The deposit amount is retreat-specific and will be clearly stated at the time of booking.
Deposits contribute towards accommodation commitments, supplier contracts, planning, and administrative costs. They represent a genuine pre-estimate of costs and losses incurred by Travel Minded Ltd and are therefore non-refundable under any circumstances.
Payment Schedule
The remaining balance must be paid in full no later than 60 days before the retreat start date, unless otherwise agreed in writing.
Failure to complete payment by the specified deadline may result in cancellation of your booking, with no refund of any amounts paid.
All payments are processed via Stripe and charged in British Pounds Sterling (GBP). Payments made in other currencies may be subject to currency conversion fees.
Payment Plans
For selected retreats, Travel Minded Ltd may offer staged payment plans. Where available, details will be clearly outlined at the time of booking.
Any payment plan offered by Travel Minded Ltd:
Is a staged payment arrangement for a future service
Does not constitute a credit agreement, loan, or regulated financial product
Must be completed in full by the final balance due date
Failure to complete payments may result in cancellation of your booking, with no refund of amounts paid, to cover incurred losses and administrative costs.
Klarna Payments
Klarna may be available on selected retreats, allowing guests to split payments at checkout.
When choosing Klarna:
Your booking is confirmed once the Klarna transaction is successfully completed
No separate deposit payment to Travel Minded Ltd is required
Any Klarna payment plan is a separate agreement between you and Klarna
Travel Minded Ltd is not responsible for Klarna’s terms, fees, interest, or administration. Any missed payments or disputes must be resolved directly with Klarna.
In the event of cancellation, the applicable non-refundable deposit amount will be retained from the total amount paid, regardless of payment method.
Cancellation & Refund Policy
Cancellations by You
More than 60 days before the retreat start date:
A refund will be issued for any amounts paid above the non-refundable deposit, less any applicable transaction fees. The deposit remains non-refundable in all circumstances, including where the full retreat cost has been paid upfront.
60 days or fewer before the retreat start date:
No refund will be issued, and the full retreat cost will be forfeited.
No refunds are available once a guest has attended, stayed at, or participated in any part of the retreat, including accommodation, activities, or meals.
Any applicable refunds will be processed within 10 working days of written cancellation.
Travel Minded Ltd is not responsible for cancelled, delayed, or missed flights or other travel disruptions. Comprehensive travel insurance is strongly recommended.
Minimum Numbers & Cancellation by Us
All retreats are subject to minimum participation numbers.
Travel Minded Ltd reserves the right to cancel a retreat due to:
Insufficient participant numbers
Force majeure events (as outlined below)
Supplier or venue issues
Staff illness or other unforeseen circumstances
If we cancel a retreat, you may choose:
A full refund of all payments made, or
To transfer your payment to a future retreat, subject to availability
We cannot be held liable for additional expenses such as flights, accommodation outside the retreat, or loss of income. Where possible, we will aim to provide at least 30 days’ notice. Flexible travel arrangements and appropriate insurance are strongly advised.
Deposit Non-Transferability
Deposits are non-transferable and cannot be moved to another retreat, date, or guest. If you wish to attend a different retreat, a new booking and deposit will be required.
Shared Room Booking Policy
When booking a shared room, both guests are jointly responsible for the total cost.
If one guest is unable to attend:
The remaining guest may find a suitable replacement, subject to organiser approval, or
Upgrade to sole occupancy by paying the applicable rate difference
Failure to do either may result in forfeiture of the booking in line with the standard cancellation policy.
Non-Payment & Non-Responsive Bookings
If a participant fails to respond to communications or make payment by the stated deadlines, Travel Minded Ltd reserves the right to cancel the booking and retain all payments made. The space may then be offered to another guest.
Participant Responsibilities & Liability
Participants are responsible for:
Booking and funding their own travel
Booking flexible flights
Holding valid travel insurance
Informing organisers of medical conditions or dietary requirements
Respecting property, staff, and fellow guests
Any damage caused by a participant remains their responsibility.
Participation is at your own risk. Travel Minded Ltd is not liable for injury, illness, loss, or damage except where caused by our negligence.
Participants confirm they are medically and physically fit to take part in retreat activities.
Health & Safety
Participants must comply with all health and safety guidance provided. Failure to do so may result in removal from the retreat without refund.
Changes to Itinerary
Travel Minded Ltd reserves the right to make reasonable changes to the itinerary, activities, or accommodation where necessary. Guests will be informed of any significant changes as soon as reasonably possible.
Photography & Media
By attending a retreat, participants consent to the use of photographs or video footage taken during the retreat for promotional purposes unless they notify us in writing prior to the retreat. Consent may be withdrawn at any time.
Privacy Policy
Participant information is collected solely for the purpose of organising and administering the retreat. We are committed to protecting your privacy and will not share personal information with third parties except where required by law.
Further details are available in our Privacy Policy.