Terms & Conditions
Please read these Terms and Conditions carefully before making a booking. By paying a deposit or making any payment towards a retreat, you confirm that you have read, understood, and agreed to these Terms and Conditions. This constitutes a binding agreement between you and Alma Sol (Toyah Dimmack, sole trader).
1. Booking and Agreement
Your booking is not confirmed until the required non-refundable deposit of £200 has been received by Alma Sol.
As retreat bookings relate to leisure services provided on specific dates, the statutory 14-day cooling-off period under the Consumer Contracts Regulations does not apply.
Alma Sol reserves the right to refuse or cancel a booking where, acting reasonably, we believe a participant's behaviour, conduct, or previous interactions present a risk to the safety, wellbeing, or enjoyment of other guests or to the smooth running of the retreat.
2. Deposits and Payments
Deposit
A non-refundable deposit of £200 is required to secure your place on a retreat. This deposit contributes towards accommodation commitments, supplier contracts, planning, and administrative costs incurred in advance of the retreat.
The deposit is non-refundable in the case of voluntary cancellation by the guest.
Payment Schedule
The remaining balance is payable in equal monthly instalments, with all payments completed in full no later than 8 weeks (56 days) before the retreat start date, unless otherwise agreed in writing. Your instalment schedule will be confirmed at the time of booking.
Failure to complete payment by the specified deadlines may result in cancellation of your booking, with no refund of monies paid.
All payments are processed via stripe and charged in British Pounds Sterling (GBP).
3. Cancellation and Refund Policy
Cancellation by You
All cancellation requests must be submitted in writing (email is acceptable) to hello@almasol.co.uk . Cancellation charges are calculated from the date written notice is received:
Notice Period
90 days or more before the retreat: Full refund minus £200 deposit
30–89 days before the retreat: 50% of total retreat cost
29 days or fewer before the retreat: No refund
These cancellation provisions apply to voluntary cancellations only and do not override your statutory rights where unavoidable and extraordinary circumstances significantly affect the retreat or travel to the destination (see Section 6).
No refund is available once a guest has attended, stayed at, or taken part in any portion of the retreat. Refunds (where applicable) will be processed within 14 days of written cancellation.
Alma Sol is not responsible for cancelled, delayed, or missed travel. Guests are strongly advised to obtain comprehensive travel insurance covering cancellation.
Cancellation by Alma Sol
Alma Sol reserves the right to cancel a retreat due to insufficient participant numbers, force majeure events, supplier or venue issues, or unforeseen personal circumstances. Where possible, at least 20 days' notice will be given for retreats over 6 days; 7 days for retreats of 2–6 days; 48 hours for shorter retreats.
If Alma Sol cancels a retreat, you will receive a full refund of all payments made, or the option to transfer your payment to a future retreat subject to availability.
Significant Changes by Alma Sol
If Alma Sol proposes a significant change to your retreat (such as a change of venue, dates, or main characteristics, or a price increase of more than 8%), you will be notified promptly and given a reasonable period to accept the change or receive a full refund.
4. Transferring Your Booking
You may transfer your booking to another person, provided you give at least 7 days' written notice before the retreat start date. The new guest must meet any requirements for the retreat and agree to these Terms and Conditions. Both you and the new guest are jointly responsible for any transfer costs incurred. Deposits are non-transferable to another retreat date or event; a new deposit will be required for a new booking.
5. Shared Room Bookings
Where you book a shared room, both guests are jointly responsible for the full cost of that room. If one guest is unable to attend, the remaining guest may find a suitable replacement (subject to Alma Sol's approval) or upgrade to sole occupancy by paying the applicable rate difference. Failure to do either may result in the booking being treated under the standard cancellation policy.
6. Unavoidable and Extraordinary Circumstances
Neither party shall be liable for failure to perform their obligations where that failure is caused by unavoidable and extraordinary circumstances beyond their reasonable control. This includes but is not limited to: natural disasters, acts of terrorism, war or armed conflict, serious public health emergencies, government-imposed travel restrictions, or venue or supplier unavailability caused by such events.
Where such circumstances occur at or affecting the retreat destination and significantly affect the performance of the retreat or guests' ability to travel, either party may terminate the contract. Alma Sol will provide a full refund of all monies paid within 14 days in such circumstances.
To rely on this clause, the affected party must demonstrate that the event directly prevented performance, was not reasonably foreseeable at the time of booking, and that reasonable steps were taken to mitigate its effects.
7. Guest Responsibilities
Guests are responsible for booking and funding their own travel to and from the retreat venue.
Guests are responsible for holding valid travel insurance covering cancellation, medical expenses, and personal belongings.
Please inform Alma Sol of any medical conditions, allergies, or dietary requirements at the time of booking.
Guests confirm they are medically and physically fit to participate in retreat activities.
Guests agree to treat the venue, Alma Sol, and fellow guests with respect at all times.
Any damage caused to the venue or property by a guest is their sole financial responsibility.
Alma Sol reserves the right to remove any guest whose behaviour is disruptive, dangerous, or harmful to others, without refund.
Smoking is not permitted indoors at any retreat venue.
8. Alma Sol's Liability
As the package organiser, Alma Sol is responsible for the proper performance of all services included in your retreat, including those delivered by third-party providers. If any element of your retreat does not conform to what was agreed, please notify Alma Sol immediately so that we can remedy the issue. If we are unable to do so within a reasonable time, you may be entitled to a price reduction.
Alma Sol's liability is limited to the total cost of your retreat package, except where required by law. We are not liable for injury, illness, loss, or damage that is attributable to your own actions, caused by an unforeseeable third party unconnected with the retreat, or due to unavoidable and extraordinary circumstances. Nothing in these Terms limits our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation.
9. Changes to Retreat Programme
Alma Sol reserves the right to make reasonable changes to the retreat programme, activities, or schedule due to circumstances beyond our control, weather conditions, or operational requirements. Guests will be informed of any significant changes as soon as possible. Minor changes to timing or programme order do not constitute a significant change and do not give rise to a right to cancel or receive a refund.
10. Photography and Media
By attending a retreat, guests consent to photographs or video footage taken during the retreat being used by Alma Sol for promotional purposes, including on social media and the Alma Sol website, unless they notify us otherwise in writing before the retreat. Guests may withdraw this consent at any time by contacting privacy@almasol.co.uk .
Guests agree to respect the privacy of fellow guests and seek permission before taking or sharing photographs or video of others. Please be mindful of what you share on social media.
11 . Alcohol
Some Retreats include welcome drinks or other opportunities to consume alcohol.
Consumption of alcohol is entirely optional.
Guests remain solely responsible for their own behaviour, decisions and actions whilst consuming alcohol.
Alma Sol reserves the right to refuse alcohol service or remove a Guest from any activity where behaviour becomes unsafe, disruptive or places others at risk.
12. Data Protection and Privacy
Alma Sol will hold and process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Your information is used solely to administer your booking and communicate retreat information. It will not be shared with third parties except where necessary to deliver your retreat (for example, passing dietary requirements to a venue provider). You have the right to access, correct, or request deletion of your personal data at any time by contacting privacy@almasol.co.uk.
13. Complaints and Dispute Resolution
If any problem arises during your retreat, please inform Alma Sol immediately so that we have the opportunity to resolve it at the time. Written complaints must be submitted within 28 days of the retreat end date to complaints@almasol.co.uk.
In the event of a dispute that cannot be resolved informally, both parties agree to attempt resolution through mediation before commencing legal proceedings. Alma Sol is committed to reaching a fair outcome for all parties.
14. Amendments to These Terms
Alma Sol reserves the right to amend these Terms and Conditions from time to time. Any changes will be communicated to guests with existing bookings and published on the Alma Sol website. Continued participation in a retreat following notification of changes constitutes acceptance of the updated terms.
15. Governing Law
These Terms and Conditions are governed by the laws of England and Wales. Any disputes arising from or in connection with these Terms shall be subject to the jurisdiction of the courts of England and Wales.