APT Retreats Ltd

Standard Terms & Conditions

• 1. Definitions

  • Booking: The contract for services between you and APT Retreats Ltd.

  • Booking Date/Period/Details: The agreed retreat dates and information set out in your booking form.

  • Guests: Persons named on the booking form (must be 18+).

  • Charges: Fees payable for services, including programme content, accommodation, catering, and other charges agreed in advance.

  • Venue: The premises where services are provided.

  • We/Us/Our: APT Retreats Ltd (Company No. 16656587).

  • You/Your: The person making the booking.

  2. Contact

  Full details are available on our website: www.aptretreats.com.

  3. Booking Process

  • A booking is only confirmed when:

    • You have completed the Booking Form in full.

    • Payment of the required charges (including any deposit) has been received in full.

    • We have sent you a confirmation email with your booking details.

  • Payment methods accepted include online payment or bank transfer via a team member.

  • Once confirmed, the booking forms a legally binding contract between you and us under the Booking Form and these terms and conditions.

  • You should carefully check the confirmation email to ensure all booking details are correct.

  • Until the booking is confirmed (i.e., before payment and confirmation email), no provisional booking or reservation is legally binding on either party.

  • We cannot guarantee availability of your desired booking date until your booking is fully confirmed.

  • You are responsible for the behaviour and conduct of all your guests during the booking.

  4. Health & Safety

  Participation in our retreats may involve physical, emotional, and energetic practices that can be intense or challenging. It is your responsibility to ensure that these services are suitable for you.

  You will be required to complete a retreat consultation form honestly and thoroughly before attending. This allows us to assess suitability, ensure your safety, and make any reasonable adjustments where possible. We may also request a letter from your GP or a qualified medical professional confirming your fitness to attend. If requested, this must be provided promptly.

  Failure to disclose any relevant medical conditions, including serious illness, injury, pregnancy, mental health concerns, or required medications, may result in immediate cancellation without refund and we cannot be held liable for any injury or issue arising from withheld information.

  We recommend you seek medical advice prior to booking to ensure it is safe for you to participate.

  • You agree that during your stay you will:

    • Follow all health & safety guidance and any policies we provide.

    • Respect the venue, the retreat team, and fellow guests.

    • Refrain from causing nuisance, disruption, or damage.

    • Not bring any guests.

    • Not attend under the influence of alcohol or any intoxicating substances. Anyone found intoxicated will be asked to leave immediately.

    • All guests must be 18 years or older. Proof of age may be requested. If you are unable to provide valid ID, we may refuse entry and deduct reasonable costs from any refund.

  5. Damage & Lost Property

  • You are responsible for any damage caused by you or your guests to the venue, its contents, or facilities.

  • Please treat the space, furnishings, and equipment with care and respect at all times.

  • If any damage occurs, or items are broken or go missing, you may be required to pay for:

    • The cost of repair or replacement

    • Any reasonable administrative fees associated with this

  • We are not liable for any personal belongings that are:

    • Lost

    • Stolen

    • Damaged

    • This includes items left in rooms, communal areas, or designated storage spaces.

  • If you leave something behind:

    • We will make reasonable efforts to secure the item and contact you.

    • We may charge a small administration fee for storage or organising collection.

    • Items not obviously valuable (under £100) may be disposed of if unclaimed after a reasonable period.

  6. Food & Catering

  • This section applies if you have selected to receive food from us as part of your Booking.

  • You must provide full and accurate information about any dietary requirements or food allergies for yourself and all your guests at least 3 days before the Booking Date.

  • We or our subcontractors will supply the Food and Catering Services based on the information you provide, to ensure safety for everyone.

  • We are not responsible for any injury, loss, or damage resulting from your failure to disclose dietary requirements or allergies accurately and timely (except in cases of our negligence).

  • We guarantee the Food will:

    • Substantially match the description provided to you.

    • Be of satisfactory quality and fit for consumption.

    • Comply with any agreed dietary requirements expressly set out on the Booking Form or otherwise clearly communicated by you.

    • Be prepared, manufactured, stored, and supplied in accordance with relevant food hygiene laws, regulations, and best practices.

    • Comply with statutory and regulatory requirements related to manufacture, labeling, packaging, storage, handling, and delivery.

  • Food will be served in amounts and at times as specified in the Booking Form or as otherwise agreed.

  • Catering Services will be provided with reasonable care and skill.

  • Ownership of the Food transfers to you when it is served during the Booking Period.

  7. Changes by You

  • All requests to change your booking must be made in writing.

  • You may request to:

    • Change details of your booking (e.g., dates, services, number of guests)

    • Add or modify catering arrangements (if applicable)

  • We are not obligated to accept changes. Any adjustments are at our sole discretion.

  • If your change is accepted:

    • Additional charges may apply, which must be paid in full upon request

    • A revised booking confirmation will be issued and will replace the previous details

  • For catering changes requested 3 days or less before the retreat:

    • If we accept the change, and the revised catering is cheaper, we may refund the difference

    • However, we may deduct reasonable compensation for any non-recoverable costs already incurred

  • No change will take effect unless:

    • Both parties agree to the change in writing

    • A revised booking form or confirmation is issued

  8. Cancellations

  • Under UK law (Consumer Contracts Regulations 2013), you do not have the automatic right to cancel this booking because:

    • It involves services related to leisure or catering

    • It is booked for a specific date or period, and often has limited capacity

  • You can cancel and receive a full refund if:

    • We’ve made an error in the pricing or description of the retreat, and you notify us in writing within 28 days of being informed

    • We make a major change to your booking and you choose not to accept it (again, must notify us within 28 days)

    • We seriously breach these terms and you are legally entitled to cancel

  • If you or any guest are unable to attend due to:

    • Travel disruption

    • Illness

    • Personal circumstances
      You may not be entitled to a refund, as outlined in our Payment & Cancellation Policy

  • We strongly recommend you purchase travel insurance that includes:

    • Event cancellation

    • Travel delays

    • Illness or emergency cover

  9. Changes made by us

  • Sometimes changes are necessary due to events outside our control; such as:

    • Adverse weather

    • Illness of a key team member

    • Venue availability issues

    • Government or health-related restrictions (e.g., COVID-19)

    • Resource shortages or safety concerns

  • In such cases, we may need to:

    • Change the venue (e.g., move activities indoors)

    • Replace certain services with alternatives of equal value and quality

    • Make reasonable adjustments to the schedule, location, or activities

  • We will always:

    • Contact you as soon as possible to explain the change

    • Provide alternative options (where available), such as:

      • Accepting the new arrangements

      • Rescheduling to another date

  • If changes are made at short notice, we may not be able to give advance warning, but we will do our best to communicate clearly and offer suitable alternatives.

  • If a delay is significant (e.g., a full cancellation due to severe external disruption):

    • You can choose to end the contract

    • We will refund any fees paid for services not yet delivered, minus any reasonable costs already incurred

    • We are not responsible for any travel or accommodation costs you have incurred independently

  • We may also make minor changes for reasons such as:

    • Legal compliance

    • Health and safety

    • Updates to improve your experience or ensure your safety (especially in response to health questionnaires)

  • If changes are significant, and you are not happy with the alternatives offered:

    • You can choose to cancel the booking

    • You will receive a full refund for any parts not delivered

  10. Cancellation of Your Booking by Us

  • We reserve the right to cancel your booking with 14 days’ notice.

    • If this happens, we will refund any money paid for the retreat day/break.

  We may also cancel your booking without notice if:

  • You fail to make payment when due, and still do not pay within 14 days of a reminder.

  • You do not provide essential information within a reasonable time when requested (e.g. health forms, dietary needs, etc.).

  • You breach any of our terms, and do not resolve the issue within 21 days of being notified in writing.

  • You deliberately conceal, falsify, or withhold information that would have reasonably impacted our decision to accept your booking (e.g. undisclosed medical conditions or misleading statements).

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  Compensation

  • If we cancel your booking due to any of the reasons above:

    • We will refund any payments for services not yet provided.

    • However, we may deduct reasonable costs incurred due to your breach of these terms.

  11. Charges & Payment

  • Retreat charges are outlined in your Booking Form and Payment & Cancellation Policy.

  • All payments must be made in full and in advance of your retreat, as per the Payment Policy.

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  Changes to Charges

  • If charges increase (e.g. due to booking changes), we’ll issue an invoice and you must pay it within 14 days.

  • If charges decrease, we will:

    • Deduct the difference from any remaining balance owed, or

    • Refund the amount within 14 days of your written request (if fully paid).

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  Late Payments

  • If your payment is late or cannot be processed:

    • We may charge interest at 5% above the Bank of England base rate, accruing daily from the due date until full payment is received.

    • This applies before and after any court judgment, if applicable.

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  Payment Methods

  You can pay via:

  • Online card payment at: www.aptretreats.com

  • Debit/credit card or bank transfer with one of our team (as agreed)

  12. Personal Data & Privacy

  • We handle your personal data in accordance with our Privacy Policy, available at:
    www.aptretreats.com

  • By booking with us, you agree to the use of your personal data as outlined in that policy.

  • You are responsible for obtaining consent from any guests whose personal data you provide to us.

  13. Other Important Terms

  • We may transfer our contract with you to another organisation responsible for providing your service.

    • We will notify you in writing if this happens.

    • The transfer will not affect your rights under the contract.

  • You can only transfer your contract to someone else with our approval.

    • We may refuse if the other person is not eligible under the agreement.

    • Requests to transfer within 14 days of the Booking start may be declined due to the nature of risk assessments and consultations required.

  • This contract is strictly between you and us.

    • No third parties have rights to enforce it.

    • Changes or termination only require agreement between you and us.

  • If any part of this contract is found to be invalid or unlawful by a court or authority, the rest of the contract remains valid and enforceable.

  • We may delay enforcing our rights under the contract without losing the ability to enforce them later.

    • For example, not chasing a late payment immediately doesn’t waive our right to collect it eventually.

    14. Your Rights if There Is Something Wrong with the Services

    • If you believe there is an issue with the Services, contact us first by email at [email protected].

    • Your legal rights under the Consumer Rights Act 2015 include:

      • The right to have a service repeated or fixed if not carried out with reasonable care and skill.

      • The right to a partial refund if the issue cannot be fixed.

      • If no price was agreed beforehand, you should only be charged a reasonable amount.

    • For more detailed information, visit the Citizens Advice website: www.citizensadvice.org.uk.

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    15. Options for Resolving Disputes

    • Please communicate with APT Retreats Ltd directly, and we will do our best to resolve any issues or concerns you have.

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    16. Legal Jurisdiction

    • These terms are governed by English law.

    • You can bring claims against us in English courts regardless of where you live.

    • If you live in Wales, Scotland, Northern Ireland, or the Channel Islands, you may also bring claims against us in your local courts.

    • Similarly, we can bring claims against you in the courts of your country of residence.

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