# Terms and Conditions
## Heartful Retreats - Yewfield Spring Retreat
**Last Updated: January 21, 2026**
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## 1. Booking and Payment
### 1.1 Deposit
- A non-refundable deposit of £150 is required at the time of booking to secure your place on the retreat
- Your booking is not confirmed until the deposit has been received
- The deposit is non-refundable under all circumstances
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### 1.2 Balance Payment
- The full balance of your retreat cost is due two months before the retreat start date
- Failure to pay the balance by the due date may result in cancellation of your booking and forfeiture of your deposit
- Payment can be made via bank transfer, credit/debit card, or other methods as agreed with Heartful Retreats
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### 1.3 Payment Plans
- Flexible payment plans may be available upon request
- Please contact us at heartfulretreatsuk@gmail.com to discuss payment options
- All payment plans must be completed two months before the retreat start date
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## 2. Cancellation Policy
### 2.1 Cancellations by Guest
**More than 5 months before retreat start date:**
- Full refund minus the £150 deposit
**Between 3-5 months before retreat start date:**
- 25% refund of total cost minus the £150 deposit
**Less than 3 months before retreat start date:**
- No refund available
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### 2.2 Cancellations by Heartful Retreats
- In the unlikely event that we need to cancel the retreat, you will receive a full refund, including your deposit
- Alternatively, you may transfer your booking to another available retreat date
- Heartful Retreats is not liable for any additional costs incurred (such as travel expenses)
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### 2.3 Transferring Your Booking
- You may transfer your booking to another person up to 1 month before the retreat start date
- A £25 administrative fee applies to booking transfers
- The new attendee must accept these terms and conditions
- Please contact us in writing to arrange a transfer
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## 3. What's Included
Your retreat fee includes:
- Accommodation for the duration of the retreat
- All yoga and meditation sessions
- Guided walking excursions
- Workshops
- All meals: breakfast, lunch, and dinner (vegetarian)
- Tea, coffee, and refreshments throughout the day
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## 4. What's NOT Included
The following are not included in your retreat fee:
- Travel to and from the venue
- Travel insurance
- Massage treatments (available to book separately)
- Personal expenses
- Alcoholic beverages
- Any activities not listed in the retreat schedule
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## 5. Dietary Requirements
- All meals provided are vegetarian
- We can accommodate most dietary requirements, including vegan, gluten-free, and common allergies
- Please inform us of any dietary requirements or allergies at the time of booking
- We cannot guarantee a 100% allergen-free environment
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## 6. Health and Medical Conditions
### 6.1 Your Responsibility
- You must inform us of any medical conditions, injuries, or physical limitations that may affect your participation
- You should consult your doctor before attending if you have any concerns about your ability to participate
- All yoga sessions are suitable for beginners, but you participate at your own risk
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### 6.2 Pregnancy
- If you are pregnant, please inform us at the time of booking
- Pregnant guests should consult their doctor before participating in yoga and physical activities
- Certain yoga poses and activities may need to be modified or avoided
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### 6.3 Mental Health
- This retreat is designed for wellbeing and relaxation, but is not a substitute for medical or psychological treatment
- If you are currently experiencing acute mental health difficulties, please consult your healthcare provider before booking
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### 6.4 Insurance
- We strongly recommend that you take out appropriate travel and medical insurance
- Heartful Retreats does not provide insurance coverage for guests
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## 7. Conduct and Behaviour
### 7.1 Expected Conduct
- We ask all guests to be respectful, considerate, and mindful of others
- Disruptive behavior, harassment, or discrimination of any kind will not be tolerated
- We reserve the right to ask guests to leave if their behavior is deemed inappropriate, with no refund
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### 7.2 Alcohol and Substances
- Yewfield is a mindful, wellness-focused environment
- Alcohol may be available for purchase, but excessive consumption is discouraged
- Illegal drugs or substances are strictly prohibited
- Smoking is only permitted in designated outdoor areas
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## 8. Photography and Social Media
- Photos and videos may be taken during the retreat for marketing purposes
- By attending, you consent to being photographed unless you inform us otherwise
- If you do not wish to be photographed, please inform the retreat leaders at the start
- We encourage you to share your experience on social media, but please be respectful of other guests' privacy
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## 9. Personal Belongings
- Heartful Retreats and our venues are not responsible for loss, theft, or damage to personal belongings
- Please take care of your valuables and keep them secure
- We recommend leaving expensive jewelry and items at home
- Please ensure you have appropriate insurance for your belongings
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## 10. Yoga Equipment
- Please bring your own yoga mat and props (blocks, straps, blankets)
- Some equipment is available upon request, but supply is limited
- Please request equipment needs at the time of booking
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## 11. Weather and Outdoor Activities
- Outdoor activities such as walks and wild swimming are weather-dependent
- In the event of severe weather, alternative indoor activities will be provided
- Wild swimming is entirely optional and undertaken at your own risk
- We recommend bringing appropriate clothing for all weather conditions (March in the Lake District can be unpredictable!)
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## 12. Changes to the Schedule
- While we aim to follow the published schedule, we reserve the right to make changes if necessary
- Changes may be due to weather, instructor availability, or other unforeseen circumstances
- We will always provide suitable alternatives if changes are required
- No refunds will be given for minor schedule adjustments
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## 13. Accommodation
### 13.1 Room Allocation
- Rooms are allocated on a first-come, first-served basis at the time of booking
- If you are booking shared accommodation, you are responsible for finding your roommate
- Single supplements apply for private room occupancy
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### 13.2 Accessibility
- Please inform us of any accessibility requirements at the time of booking
- Yewfield is a historic building and some areas may have limited accessibility
- We will do our best to accommodate your needs
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### 13.3 Pets
- Pets are usually not permitted at the retreat but contact us if you do have a pet you'd like to bring as arrangements could be made to accomodate this
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## 14. Communication
### 15.1 Before the Retreat
- We will send you detailed joining instructions before the retreat
- Please ensure we have your correct email address and phone number
- Check your spam folder if you don't receive communications from us
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### 15. During the Retreat
- Mobile phone use is discouraged during sessions to maintain the peaceful atmosphere
- Please keep phones on silent during yoga, meditation, and mealtimes
- Wifi is available but we encourage digital detox where possible
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## 16. Force Majeure
- Heartful Retreats will not be held liable for failure to perform obligations due to circumstances beyond our control
- This includes (but is not limited to): natural disasters, extreme weather, pandemic, government restrictions, war, terrorism, strikes, or venue closure
- In such circumstances, we will work with you to reschedule or provide alternative arrangements where possible
- No refunds will be given for circumstances beyond our control
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## 17. Limitation of Liability
- Heartful Retreats, its instructors, and the venues are not liable for any injury, illness, loss, or damage incurred during the retreat
- You participate in all activities at your own risk
- Our liability is limited to the value of your retreat booking fee
- Nothing in these terms excludes our liability for death or personal injury caused by our negligence
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## 18. Data Protection and Privacy
- We collect and process your personal data in accordance with UK GDPR and Data Protection Act 2018
- Your data will be used solely for the purposes of administering your retreat booking
- We will not share your data with third parties except where necessary
- You have the right to request access to, correction of, or deletion of your personal data
- For our full Privacy Policy, please contact heartfulretreatsuk@gmail.com
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## 19. Age Requirements
- Participants must be 18 years or older
- Under-18s may only attend if accompanied by a parent or legal guardian and with prior written agreement
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## 20. Complaints
- If you have any concerns during the retreat, please speak to Rosanna or Siôn immediately so we can address them
- If you wish to make a formal complaint after the retreat, please email heartfulretreatsuk@gmail.com within 14 days
- We will acknowledge your complaint within 7 days and aim to resolve it within 28 days
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## 21. Governing Law
- These terms and conditions are governed by the laws of England and Wales
- Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales
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## 22. Acceptance of Terms
- By making a booking, you confirm that you have read, understood, and agree to be bound by these terms and conditions
- You confirm that all information provided is accurate and complete
- These terms constitute the entire agreement between you and Heartful Retreats
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## 23. Contact Information
**Heartful Retreats**
Email: heartfulretreatsuk@gmail.com
Website: www.heartfulretreats.co.uk
For questions about these terms and conditions, please contact us at the email address above.
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**Important:** Please read these terms carefully before booking. If you have any questions, we're happy to clarify anything before you confirm your reservation.
**We look forward to welcoming you on retreat**