Booking Terms & Conditions
Wild Haven Coaching and Wellbeing: Booking Terms & Conditions
We want your time with Wild Haven to be enjoyable, relaxed and restorative. These terms set out the practical details of booking, cancellation and taking part in our retreats, wellbeing days, workshops and activities.
By making a booking with Wild Haven Coaching and Wellbeing, you agree to these terms.
1. Booking and payment
a) events & retreats
Your place is confirmed once we have received the required payment or deposit and confirmed your booking.
If paying in instalments, unless otherwise stated, the balance is due 12 weeks before the event/retreat. We will remind you when payment is due. If the balance remains unpaid after the due date, we will contact you and allow 48 hours for payment. If payment is still not received, we reserve the right to cancel your booking and make the place available for rebooking, with the deposit retained.
Where appropriate, we may agree a payment plan by prior arrangement.
b)coaching
Full payment is required prior to the coaching session as per the package selected.
2. Cancellation by you
We understand that plans can change. If you need to cancel, you must notify us in writing as soon as possible.
Cancellation terms are as follows
-
Deposits are non-refundable.
-
Balance is due 12 weeks before the event/retreat. After this time, no refunds are permitted.
-
If paying by instalments, any amount paid over the deposit is refundable until 12 weeks prior to the event/retreat, after which time the balance is due and no refunds are permitted.
We may, at our discretion, allow your place to be transferred to another person or another Wild Haven event, subject to availability and any additional costs. Please get in touch to discuss individual requirements.
We strongly recommend taking out appropriate cancellation and travel insurance.
Coaching sessions are non refundable but can be rescheduled with 24 hours notice. Within 24 hours notice, no refunds or changes are permitted.
3. Cancellation by Wild Haven
Occasionally, circumstances may mean that we need to cancel or significantly change a retreat or event.
If this happens, we will let you know as soon as possible and, where practical, offer an alternative date or experience. Where an appropriate alternative cannot be offered, we will provide a refund subject to the circumstances and any non-recoverable costs that have already been committed.
The specific arrangements will depend on the reason for cancellation and the nature of the booking.
We do not accept responsibility for any costs incurred by the customer for example relating to transport and travel that is not arranged by us.
4. Weather and changes to the programme
We carefully plan our retreats and events, but activities, accommodation, facilitators, speakers, menus and itineraries may occasionally need to change.
Wild Haven is about connecting with nature, so some of our activities take place outdoors and are naturally weather-dependent.
We may change the order, timing or location of activities to make the most of the conditions and, most importantly, to keep everyone safe.
If an activity cannot go ahead because of weather or other circumstances, we will do our best to provide an alternative. We cannot guarantee that the programme will remain exactly as originally advertised, and changes to individual activities will not normally result in any refund.
We reserve the right to make reasonable changes to accommodation, activities, facilitators, menus or the itinerary. We will make reasonable efforts to notify you of significant changes.
5. Health, medical conditions and participation
Wild Haven activities may include outdoor exercise and activities such as walking, swimming, kayaking, creative activities, meditation, breathwork and other wellbeing practices.
Some activities may involve an inherent degree of risk.
You are responsible for assessing whether an activity is appropriate for you and for informing us in advance of any medical conditions, injuries, allergies, dietary requirements or other circumstances that may affect your participation.
If you have an injury, illness or medical condition that may be affected by physical activity, you should seek appropriate medical advice before participating.
You must follow all reasonable health and safety instructions given by Wild Haven and any third-party activity providers.
We will take reasonable steps to accommodate disclosed medical, dietary and accessibility requirements, but we cannot guarantee that every requirement can be met in every circumstance.
Our coaching and wellbeing activities are not medical treatment or a substitute for professional medical or psychological care.
6. Outdoor and water activities
Some Wild Haven retreats and events may involve outdoor or water-based activities.
You acknowledge that outdoor activities can involve risks, including but not limited to:
-
slips, trips and falls;
-
changing weather conditions;
-
cold or cold-water exposure;
-
uneven or difficult terrain;
-
water-related hazards;
-
equipment-related risks; and
-
injury arising from participation in physical activities.
Where an activity is delivered by a third-party provider, that provider may have its own terms, safety requirements and insurance arrangements, which you must comply with.
We reserve the right to refuse or modify participation in an activity where we reasonably consider this necessary for your safety or the safety of others.
7. Food and allergies
You must provide accurate information about dietary requirements, allergies and relevant health information when booking.
We will take reasonable care to accommodate dietary requirements and allergies and will pass relevant information to caterers and venues where appropriate.
However, although reasonable precautions will be taken, we cannot guarantee that food preparation environments will be completely free from allergens or that cross-contamination will never occur.
If you have a severe or potentially life-threatening allergy, please contact us before booking to discuss whether we can safely accommodate your needs.
8. Accommodation
Please read the accommodation description carefully before booking and ensure that the accommodation arrangements are suitable for you.
Some retreats may involve shared accommodation or shared facilities, and you may be required to share accommodation with another participant.
By booking, you acknowledge and accept the accommodation arrangements described on the booking page.
If you have specific accommodation requirements, please contact us before booking so that we can discuss whether we can accommodate them.
If you choose to upgrade or change your accommodation after booking, any additional cost will be payable by you. A reduction in accommodation cost after payment will not necessarily result in a refund.
You are responsible for keeping accommodation, fixtures, fittings, furniture and equipment in reasonable condition.
If you cause significant damage to property or unusual cleaning costs through your actions, we reserve the right to recover the reasonable cost of repair, replacement or additional cleaning from you.
9. Conduct
We want Wild Haven retreats to be relaxed, welcoming and enjoyable for everyone.
Participants are expected to behave respectfully towards other guests, Wild Haven staff, facilitators, activity providers and venue staff.
We cannot accept behaviour that is threatening, abusive, discriminatory, illegal or that puts others at significant risk.
If someone's behaviour seriously breaches these expectations, we reserve the right to ask them to leave without a refund.
10. Alcohol
Alcohol is not included in our events. Whilst you may bring your own on retreats, it is not encouraged and we ask that it is kept to a minimum. Our experiences are designed to support rest, connection, reflection and wellbeing, and alcohol can interfere with these aims and with participation in activities. For everyone's comfort and safety, we ask guests to drink responsibly and never consume alcohol before taking part in activities such as swimming, kayaking or other outdoor activities. Anyone who’s behaviour is unacceptable due to alcohol or who is deemed to pose a safety concern to themselves or others will be asked to leave the event with no refund offered.
11. Personal belongings
Wild Haven cannot accept responsibility for loss, theft or damage to your personal belongings or valuables. You are responsible for looking after your possessions and should avoid bringing valuable items where they are not necessary.
12. Travel
Unless specifically stated otherwise, getting to and from the retreat or event is your responsibility.
We are not responsible for delays or cancellations affecting travel arrangements that you make independently.
Where appropriate, and with everyone's permission, we may connect guests who are attending the same retreat so that they can explore sharing travel. Any such arrangement remains the responsibility of those involved.
13. Insurance
We recommend that participants obtain appropriate insurance for residential retreats and activities where relevant, including cancellation, curtailment, personal accident, medical and activity cover.
You should check that your policy covers the activities you intend to participate in.
Wild Haven maintains appropriate business insurance for its activities. Details of relevant insurance can be provided on reasonable request.
14. Photography and social media
We may take photographs or video during Wild Haven events for use on our website and social media.
If you would prefer not to appear in promotional photography or video, simply let us know before the event and we will respect your wishes.
15. Environmental responsibility
Wild Haven is rooted in nature and we want to leave the places we visit as we found them.
We ask guests to minimise waste, dispose of rubbish responsibly and respect the environment, local communities and wildlife.
16. Force majeure
A force majeure event means a circumstance beyond our reasonable control which prevents or significantly hinders us from providing a retreat or other experience as planned.
This may include, but is not limited to:
-
severe weather or natural disasters;
-
fire or flooding;
-
pandemics or epidemics;
-
war or threat of war;
-
civil unrest or terrorism;
-
strikes;
-
sudden government action or restrictions;
-
closure of venues or facilities;
-
significant transport disruption; or
-
any other event which makes it impossible, unsafe or unlawful to operate the retreat as planned.
If a force majeure event occurs, we will:
-
inform you as soon as reasonably possible;
-
take reasonable steps to minimise disruption and safeguard participants; and
-
where feasible, offer an alternative date, location or equivalent experience.
Where we are unable to provide the experience because of a force majeure event, we may offer transfer to an alternative date, credit towards a future retreat or, where appropriate, a refund less any unrecoverable costs already committed to suppliers on your behalf.
Where applicable, we will act reasonably and can provide information about relevant unrecoverable costs upon request.
We strongly recommend that you obtain suitable insurance covering cancellation and curtailment arising from circumstances outside your control.
17. Coaching
Wild Haven coaching is designed to give you space to reflect, explore options and make decisions that are right for you.
Coaching is not therapy, medical treatment or a substitute for professional healthcare. You remain responsible for your own choices and decisions.
If something arises that is outside the scope of coaching, we may recommend seeking additional specialist support.
18. Complaints
If you have a concern during or after a retreat or event, you will not discuss with any third party and will inform us as soon as possible. We want to know if something isn't right so that we have the opportunity to address it while you are with us. If you have a complaint after an event, please contact us in writing and we will do our best to resolve it promptly and fairly.
19. Limitation of liability
We will take reasonable care in providing our services and in organising retreats and activities.
However, to the extent permitted by law, Wild Haven will not be responsible for loss, damage, injury or illness arising from participation in activities where this results from circumstances outside our reasonable control or from your own actions or failure to follow reasonable instructions.
Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability which cannot legally be excluded or limited.
Third-party activity providers may have their own terms and conditions and insurance arrangements, and you must comply with these when participating in their activities.
20. Intellectual property
All content produced by Wild Haven, including written material, photographs, branding, logos, programme materials and other original content, remains the property of Wild Haven or the relevant rights holder.
You may not reproduce, modify, distribute or commercially use Wild Haven materials without prior written permission.
21. Privacy
We will handle your personal information in accordance with our Privacy Policy.
Information you provide when booking — including contact details, dietary requirements and relevant health or accessibility information — will be used for purposes connected with organising your experience and keeping you safe.
22. Age
Unless otherwise stated, Wild Haven retreats, events and activities are for adults aged 18 and over.
23. Changes to these terms
We reserve the right to update these Terms & Conditions from time to time.
The Terms & Conditions applicable to your booking will be those in effect at the time you make your booking, unless a change is required by law or is otherwise agreed with you.
24. Governing law
These terms are governed by the laws of England and Wales. Any dispute arising in connection with these Terms & Conditions will be subject to the jurisdiction of the courts of England and Wales, subject to any rights you may have under applicable consumer protection legislation.
25. Contact
If you have any questions about these terms, your booking or whether a particular Wild Haven experience is suitable for you, please get in touch before booking at wildhavencoaching@gmail.com.