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Terms and Conditions

Somerset Swim Retreats

Section 1: Acknowledgment of Terms and Conditions, Risk Acceptance, and Insurance Requirements

1.1 All retreat participants must familiarize themselves with the terms and conditions stated below and accept the risks associated with the course activities. Each guest is responsible for obtaining appropriate personal accident, holiday, cancellation, and Covid cover insurance policies for the entire duration of their chosen retreat. This requirement is mandatory when booking any of our luxury retreats.

1.2 Somerset Swim Retreats, hereafter referred to as SSR, accepts bookings under the following conditions as outlined below.

Section 2: Interpretation & Definition

2.1 In this agreement, unless otherwise specified, the following expressions refer to the following meanings.

Booking – The reservation made by the client with Somerset Swim Retreats (SSR) and as outlined on the SSR booking form.

Booking Form – The form provided by SSR, which the client must complete when making a booking with SSR.

Contract – The agreement between the client and SSR, governing the provision of services by SSR to the client.

Client – The individual, business, or company making a booking with SSR. All individuals receiving SSR services must be at least 18 years old. Under special circumstances, SSR may consider offering a retreat place to a person between the ages of 16 and 18, subject to a written acceptance by SSR and with special terms and conditions attached. The guest must agree to comply with all special conditions, including being accompanied by an appropriate adult who assumes full responsibility for the minor.

Payment – The full fee is due for payment upon booking your ticket.

Fee – The amount payable to SSR under the contract.

Force Majeure / Special Circumstances – Any act, event, omission, or accident beyond SSR's reasonable control, including but not limited to acts of God, war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, pandemic, regulation, or direction, accident, breakdown of equipment, fire, flood, storm, adverse weather conditions, default of suppliers or subcontractors, strikes, lock-outs, or other industrial disputes, failure of utilities or transportation networks.

Major Change – A change in the date or more than 80% of the content of the service, except under "special circumstances."

Recordings – Any photographs, videos, or audiovisual recordings taken of the clients during the provision of services.

2.2 Words importing the singular meaning shall include the plural meaning and vice versa.

2.3 All wording within the booking conditions is general, and any reference to any gender includes all other genders.

2.4 The headings in these conditions are provided for convenience only and shall not affect their interpretation.

Section 3: Acceptance

3.1 A contract for the services is established between Somerset Swim Retreats (SSR) and the client upon the issuance of a formal written confirmation (via email) of the booking by SSR.

3.2 The contract is subject to these booking conditions, which the client is deemed to have read and fully understood. These booking conditions can only be amended through written agreement between SSR and the client.

3.3 Bespoke retreat packages are considered accepted by the client as detailed in the final formal proposal previously sent to the client upon receipt of payment.

Section 4: Services

4.1 The activities and services provided by Somerset Swim Retreats to the client under the terms of the contract shall be interpreted accordingly.

Section 5: Booking

5.1 To make a booking with Somerset Swim Retreats, the client must submit a completed booking form along with ticket payment. In the case of bookings made via telephone, email, or facsimile, the client is deemed to have read and fully understood these conditions and signed the declaration on the booking form. All bookings are provisional and become confirmed only when the payment has been cleared in SSR's bank account, and a formal confirmation email has been sent to the client, including details of their reservation, the retreat date and program chosen, retreat reservation notes and information, which include details of the retreat's complimentary airport transfer service, and a guest questionnaire.

5.2 After making a reservation, the client should refrain from booking their preferred train tickets or flights until receiving a formal confirmation from SSR via email. The confirmation email will include the formal confirmation of the retreat date and program chosen, retreat reservation notes and information, which include details of the retreat's complimentary airport transfer service, and a guest questionnaire.

5.3 Somerset Swim Retreats reserves the right to decline any booking at their discretion.

Section 6: Fee and Payment Terms

6.1 The fee payable at the time of booking includes the planning, organizing, and delivery of the proposed services.

6.2 Once the client has successfully paid the retreat fee, a contract is formed for the agreed program to be delivered. If the client wishes to make any alterations to the program, additional reasonable costs may be imposed by SSR at their discretion.

Section 7: Responsibilities of the Client

7.1 The fee does not include travel to and from the retreat location where the services will be provided, and it is the sole responsibility of the client unless otherwise agreed upon in writing with Somerset Swim Retreats (SSR).

7.2 The client is responsible for their own personal medical needs/requirements, clothing, and footwear for the duration of the services, unless otherwise agreed upon in writing with SSR.

7.3 It is the client's responsibility to inform SSR in writing about any past, present, or potential health issues that may make them unsuitable to participate in the agreed services. Failure to disclose such information may result in SSR terminating the contract and withdrawing the client from the services without refund, regardless of cancellation conditions by SSR. If a letter of suitability is required from a guest's medical professional, it must be sent to SSR and received at least fourteen days prior to the retreat's start date.

7.4 The client is solely responsible for purchasing comprehensive and appropriate travel and medical insurance for the entire duration of their retreat, including personal accident, holiday, and cancellation insurance. Please note that purchasing this type of insurance is a condition of booking a retreat with SSR.

Section 8: Medical and Health

8.1 All clients using SSR services should be aware that when participating in any exercise or exercise program, there is a possibility of physical injury. By making a reservation/booking with SSR, you agree to assume such risks and release and discharge SSR from any claims for liability, injury, loss, and/or damage arising from your participation in our services.

8.2 If you have any medical conditions that may make you unsuitable to participate or may impact your participation in SSR services, you are required to notify us in writing before making your reservation/booking.

8.3 If SSR or any member of the SSR team believes that your health or safety is at risk or if you have failed to disclose any illness, injury, or previous/current medical or health condition that could potentially affect your ability to participate in SSR services, SSR may refuse your participation in all or part of the services. In such a situation, SSR may terminate your contract at its sole discretion without refund or compensation.

8.4 Unless notified otherwise in writing by the client to SSR, the client must confirm that they are in good mental and physical health and are not aware of any reason why they may be unable or unsuited to participate in SSR services or may be likely to suffer illness or injury while participating in the services provided by SSR.

8.5 It is always advisable to consult with a doctor before beginning any exercise program or regime.

8.6 We strongly recommend that when choosing comprehensive travel insurance, it includes personal accident, cancellation insurance, full Covid cover for all Covid-related eventualities, and coverage for all of SSR's terms and conditions, including but not limited to amendment or cancellation charges. It is recommended to purchase such insurance immediately upon making your retreat reservation with SSR.

Section 9: Variations & Amendments

9.1 Somerset Swim Retreats (SSR) reserves the right to modify any price or other details of the services before the contract becomes binding. (before payment is made)

9.2 In the event of a major change, SSR will promptly notify the client and endeavor to offer alternative arrangements as close to the original as reasonably possible under the circumstances. For any other changes that are not considered major, SSR is not obligated to inform the client in advance or provide compensation. If changes are made by the venue, SSR cannot be held responsible for such changes beyond their control.

Section 10: Cancellation by the Client

10.1 If the client wishes to cancel the reservation/contract, they must inform SSR in writing or via confirmed email as soon as reasonably possible. Any cancellation of the contract will be subject to the following cancellation charges. For clarity, the cancellation charges are based on the number of days prior to the arrival date of the services.

  • Less than 14 days: 100% of the cost of the retreat will be retained by SSR.

  • Less than 28 days 50% of the cost of the retreat will be retained by SSR.

  • 29 days or more and the customer will be refunded in full.

You may transfer your place to somebody else. This must be confirmed in writing or email.

Section 11: Guest Request to Move/Change a Retreat Reservation to a New Date

11.1 If a guest requests to move their retreat date to a new/alternative date, any payment previously received by Somerset Swim Retreats (SSR) will be considered non-refundable.

11.2 If SSR accepts a guest's request to move their reservation to a new/alternative date (at SSR's discretion), an administration fee of £50.00 per person will be applied. If the request is made within one full month of the retreat's start date and is due to a medical condition or injury, SSR will require medical proof (e.g., a hospital doctor's or GP report).

11.3 If the request is made within 14 days prior to the retreat start date, no move or change can be made at that stage.

11.4 It is the responsibility of each individual guest to ensure that they have comprehensive travel and health insurance in place prior to or immediately upon making a reservation.

 

Section 12: Cancellation by SSR

12.1 Somerset Swim Retreats (SSR) will make every effort to fulfill confirmed bookings, but reserves the right to cancel a scheduled retreat date or an individual booking/reservation. In the event of SSR canceling a booking prior to the commencement of the services, the client will be offered an alternative date, or a full refund of all payments made by the guest up to that point (minus credit card charges and third-party commission where applicable) for the specific reservation. *The exception to this is if the cancellation is due to "special circumstances" beyond the control of SSR.

Section 13: Assignment

13.1 The client may assign the contract to a third party, subject to conditions.

13.2 The client is unable to assign or transfer the contract to a third party without the prior written consent of SSR. If the client wishes to assign their contract, they must provide written notice including the full name, address, and contact details of the third party. SSR will then advise in writing whether it consents to the assignment as soon as reasonably possible. SSR reserves the right to refuse an assignment to a third party at any time and without reason. If a client subsequently has to cancel due to SSR refusing the assignment to a third party, the cancellation charges under "Cancellation by the Client" shall apply.

13.3 SSR may assign or subcontract the performance of any of its obligations under the contract to any third party without the consent of the client.

Section 14: Services

14.1 SSR reserves the right to alter the content of the services at any time without notice to the client due to various factors, including but not limited to weather conditions, availability of staff, and the physical fitness of the clients.

14.2 Any information published by SSR in its literature and website regarding the services is for illustrative purposes only.

14.3 If the client chooses not to participate in any of the provided services, SSR has no obligation to provide an alternative activity or service, and the client will not be entitled to a refund.

14.4 If SSR believes that a client's health and safety are at risk, or if a client has failed to disclose relevant health information in accordance with the terms and conditions, SSR may, at its absolute discretion, make decisions affecting the client and may terminate the contract immediately.

Section 15: Extra Costs: Costs Incurred by Guests While at the Retreat

15.1 Each specific retreat will have its own services included in the ticket price as well as additional services that can be bought at the retreat.

15.2 Failure of a guest to settle their account (extras) in full prior to departure, as set out by the retreat director, will result in the guest's credit card being charged for the appropriate amount. Additionally, an administration fee equal to 25% of the total unpaid bill will be added to the charge.

15.3 If a guest has a query or believes there is a discrepancy with any additional charges, they must notify the retreat director no later than 6:00 PM (18:00) on the last full day of the retreat, either in person or via email. The last full day is considered to be the day prior to the retreat's official departure day.

Section 16: Definition of Half Board

16.1 Half board includes some meals per day, provided as breakfast and dinner, only on full retreat days. On the arrival day, a welcome dinner will be provided, and on the departure day, only breakfast will be provided as part of the retreat cost. This applies exclusively to the retreat's official arrival and departure days as specified in the published retreat dates for the appropriate year.

 

Section 17: Complaints

17.1 In the event of a problem arising during the retreat/services, the client must first report it to the retreat manager/director. If the issue remains unresolved, it should be immediately reported to the Director of Somerset Swim Retreats (SSR) to allow for prompt and effective resolution. In the unlikely event that the problem cannot be resolved and the client wishes to make a formal complaint, they must notify SSR in writing within 7 days of the end of the services/retreat. Failure to provide notice of the complaint as per the above will prevent the client from taking any further action against SSR.

 

Section 18: Liability

18.1 None of the exclusions and limitations in these conditions are intended to restrict any rights the client may have under applicable statutes or common law that cannot be excluded. They also do not limit liability to the client for personal injury or death resulting from the negligence of Somerset Swim Retreats (SSR), its employees, or agents, or for any liability arising from fraud or fraudulent misrepresentation by SSR.

18.2 The client acknowledges that participating in any activity or service provided by SSR involves inherent risks. These risks include, but are not limited to, physical injury or death. By participating in any activity or service provided by SSR, the client agrees to assume these risks and releases and discharges SSR, its Directors, employees, and agents from any and all claims for liability.

18.3 SSR and its Directors, employees, or agents shall not be liable for any loss or damage to personal property or vehicles belonging to the client during the services.

18.4 It is the sole responsibility of the client to purchase comprehensive and adequate medical, personal injury, and holiday insurance for the entire duration of their stay with SSR.

18.5 All guests must refrain from engaging in any illegal acts, conduct unbecoming of a retreat guest, or any behavior or language that may cause offense or damage to property. If SSR or any of its staff, consultants, or agents become aware of such behavior, SSR and its agents may, at their absolute discretion, ask the client to leave the premises, property, or facility. This will be without refund or compensation to the guest, and SSR will have no further responsibility or liability to the guest in such circumstances.

Section 19: Media

19.1 Somerset Swim Retreats (SSR) reserves the right to capture photographs or recordings of the client during the services, and the client acknowledges that all rights arising from such recordings shall be solely owned by SSR.

19.2 The client accepts and agrees that any photographs or recordings may be used by SSR at its absolute discretion for any purpose, including but not limited to its website, promotional materials, and advertisements.

 

Section 20: Liability

20.1 None of the exclusions and limitations in these conditions are intended to restrict any rights the client may have under applicable statutes or common law that cannot be excluded. They also do not limit liability to the client for personal injury or death resulting from the negligence of Somerset Swim Retreats (SSR), its employees, or agents, or for any liability arising from fraud or fraudulent misrepresentation by SSR.

20.2 The client acknowledges that participating in any activity or service provided by SSR involves inherent risks. These risks include, but are not limited to, physical injury or death. By participating in any activity or service provided by SSR, the client agrees to assume these risks and releases and discharges SSR, its Directors, employees, and agents from any and all claims for liability.

20.3 SSR and its Directors, employees, or agents shall not be liable for any loss or damage to personal property or vehicles belonging to the client during the services.

20.4 It is the sole responsibility of the client to purchase comprehensive and adequate medical, personal injury, and holiday insurance for the entire duration of their stay with SSR.

20.5 All guests must refrain from engaging in any illegal acts, conduct unbecoming of a retreat guest, or any behavior or language that may cause offense or damage to property. If SSR or any of its staff, consultants, or agents become aware of such behavior, SSR and its agents may, at their absolute discretion, ask the client to leave the premises, property, or facility. This will be without refund or compensation to the guest, and SSR will have no further responsibility or liability to the guest in such circumstances.

Section 21: Media

21.1 Somerset Swim Retreats (SSR) reserves the right to capture photographs or recordings of the client during the services, and the client acknowledges that all rights arising from such recordings shall be solely owned by SSR.

21.2 The client accepts and agrees that any photographs or recordings may be used by SSR at its absolute discretion for any purpose, including but not limited to its website, promotional materials, and advertisements.

Section 22: Copyright

22.1 Somerset Swim Retreats (SSR) reserves all copyright that may exist in the products of, or in connection with, the provision of all activities, services, or facilities. SSR reserves the right to take appropriate actions to restrain or prevent infringement of such copyright.

Section 23: Law & Jurisdiction

23.1 These terms and conditions shall be governed and interpreted in accordance with the laws of Great Britain, and the parties shall submit to the non-exclusive jurisdiction of the Great British legal system.

Section 24: Privacy Policy

24.1 Somerset Swim Retreats (SSR) is committed to protecting and respecting your privacy.

24.2 Use of Data:

24.2.1 Any personal data you submit will be retained by SSR for as long as you use the services and systems provided on the website. Financial data you submit will not be stored or recorded.

24.2.2 Unless required or permitted by law, and subject to the clauses regarding third-party websites and services, your data will not be disclosed to third parties.

24.2.3 All personal data is stored securely in accordance with the principles of the applicable data protection laws.

24.3 Use of Data by SSR:

24.3.1 Any or all of the above data may be required by SSR from time to time in order to provide you with the best possible service and experience while using our website. Specifically, the data may be used by SSR for the following purposes:

  • Internal record-keeping.

  • To improve our products and services.

  • To send details of our products and services that may be of interest to you via email.

  • Contact for market research purposes, which may include email, telephone, or postal mail.

Section 25: Third Party Websites & Services

25.1 Somerset Swim Retreats (SSR) may engage the services of other parties for various matters, including but not limited to payment handling, delivery of purchased items, search engine facilities, advertising, and marketing. These service providers may have access to certain personal data provided by users of this website.

Section 26: Your Right to Withhold Information

26.1 You may access certain areas of the website without providing any data. However, to utilize all the services and systems available on the website, you may be required to submit account information or other data.

26.2 You have the option to restrict the use of cookies by your internet browser.

Section 27: Cookies

27.1 Somerset Swim Retreats (SSR) may set and access cookies on your computer to perform various functions, including but not limited to estimating audience size and patterns, storing information about your preferences, speeding up searches, and recognizing you upon your return to our site.

27.2 A cookie is a small file that resides on your hard drive and contains an anonymous unique identifier. It can only be accessed by the website that placed it there and not by any other sites.

27.3 You have the ability to delete cookies, although doing so may result in the loss of certain information that enables you to access the website more quickly.

27.4 You can choose to enable or disable cookies on your web browser. By default, browsers accept cookies, but you can change this setting. Consult the help menu of your browser for further details. Disabling cookies may prevent you from using the full range of services available on the website.

Section 28: Changes to This Policy

28.1 Somerset Swim Retreats (SSR) reserves the right to change this privacy policy as necessary or as required by law. Any changes will be posted on the website, and you are deemed to have accepted the terms of the policy on your first use of the website following the changes.

Section 29: Special Offers / Money Off Offers

29.1 Only one single voucher or one single promotion/discount/offer may be redeemed against one full-price booking. It is not possible to combine offers/vouchers, and there is a maximum value of £100.00 that may be claimed against one full-price booking. This applies only when booking directly with Somerset Swim Retreats (SSR). Unfortunately, we cannot offer vouchers or special offers/money off offers to those making a booking via a third party or to those who have previously been in contact with an agent that we currently have a contract with.

29.2 Somerset Swim Retreats (SSR) reserves the right to cancel any offer or voucher without notice. All offers and vouchers are time-sensitive.

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