Theta Retreats – Terms & Conditions
These terms explain how booking works and what we each agree to, so that everyone can relax and enjoy their time together. By making a booking, you agree to these terms. In these terms, "we", "us" and "Theta" mean Theta Retreats, and "you" means the mother making the booking, who is also responsible for her child or children while on retreat.
1. Booking and payment
1.1 Your booking is confirmed once we have received your completed booking form and deposit, and have sent you a confirmation email. Please check your confirmation carefully and let us know straight away if anything is incorrect.
1.2 A 30% non-refundable and non transferrable deposit secures your place. You can pay the balance in full or in instalments, as set out at the time of booking.
1.3 The full balance is due no later than 6 weeks before the retreat start date. If you book within 6 weeks of the retreat, full payment is due at the time of booking.
1.4 If your balance has not been received by the due date, we will send you a reminder. If payment is still not made within 14 days of that reminder, we may cancel your booking and keep your deposit.
1.5 From time to time we may offer discounts or special offers at our discretion. These do not entitle guests who have already booked at a different price to a refund or price adjustment.
1.6 If you would like to upgrade your room after booking, the current price difference applies, subject to availability. If you choose to downgrade, we are unable to refund the difference.
2. If you need to cancel
2.1 We understand that plans can change, especially with little ones. If you need to cancel, please tell us in writing by email. The date we receive your email is the cancellation date. Refunds are a percentage of the amount you have paid, minus your non-refundable deposit:
When you cancel:
More than 11 weeks before the retreat
100% refund
8 to 11 weeks before the retreat
50% refund
6 to 8 weeks before the retreat
25% refund
Less than 6 weeks before the retreat
No refund
2.2 Refunds are made to the original payment method within 30 working days.
2.3 Transferring your place. If you can't attend, you're welcome to transfer your booking to another mother (and her child or children), as long as you tell us at least 14 days before the retreat and she agrees to these terms. A £250 admin fee may apply. Any change in price for different room or childcare needs will be charged or refunded accordingly.
2.4 Illness before the retreat. If you or your child become unwell before the retreat, including with an infectious illness, the cancellation terms above apply. Please refer to your travel insurance in this instance.
2.5 If you arrive late, leave early or miss any part of the retreat, we are unable to offer a refund for the unused part.
2.6 We strongly recommend that you take out travel insurance that covers cancellation, illness and medical costs for you and your child as soon as you book.
3. Changes or cancellation by Theta
3.1 We plan every retreat with great care, but we may occasionally need to make minor changes, such as to the timetable, a teacher or facilitator, an activity, or room allocation. If we need to make a significant change we will tell you as soon as possible.
3.2 If we have to cancel or postpone a retreat for any reason, including events outside our control (see 3.3), we will offer you a choice of:
A place on the rescheduled retreat or another Theta retreat of equivalent value; or
A credit voucher for the full amount you have paid, valid for 24 months; or
A refund of the money you have paid us.
3.3 Events outside our control include extreme weather, natural disasters, pandemics or epidemics and related government restrictions, war, civil unrest, strikes, venue closure or failure of a third-party supplier, and serious illness or injury of the retreat leader. We are not liable for any delay or failure to perform caused by such events.
3.4 If you choose to cancel because of an event outside our control, but the retreat is still going ahead, the cancellation terms in section 2 apply.
3.5 We are not responsible for any travel costs you have already incurred, such as train tickets or flights, if a retreat is changed, postponed or cancelled. Please book flexible travel where possible and check that your insurance covers this.
4. Children and childcare
4.1 Our retreats welcome children aged 3 months to 10 years. Please check with us before booking for children outside this range.
4.2 Childcare is provided each morning by qualified, DBS-checked childcare professionals, at the ratios set out in the retreat information. In some instances our qualified team may be joined by local mothers who have undergone our interview and screening process.
4.3 Outside of childcare hours, your child is in your care and you are responsible for supervising them at all times. This includes around the ground, around any animals, woodlands, gardens, ponds, pools and any other water.
4.4 When booking, please tell us about any medical conditions, allergies, medication, additional needs or anything else that will help us care for your child. Please let us know if anything changes before the retreat.
4.5 Sickness. To protect everyone, children cannot attend childcare if they are unwell, or within 48 hours of vomiting or diarrhoea. We are unable to refund missed sessions.
4.6 Most children settle happily, but some may find it more difficult. If a child is very distressed, or their behaviour puts themselves or others at risk, our childcare team may ask you to collect them. If a child is not able to stay in childcare, we are unable to offer a refund.
4.7 You are responsible for any damage to the venue or its contents caused by your child, in line with section 6.
5. Health, safety and activities
5.1 Please make sure you are well enough to take part in the retreat activities. If you are pregnant or recently postnatal - please inform the retreat leader. If you are injured or have a medical condition, please speak to your doctor before attending and the retreat leader know.
5.2 In yoga and movement classes, please work within your own limits. Stop and rest if you feel any pain, dizziness or discomfort, and tell the teacher.
5.3 Spa, sauna, cold plunge and swimming. These facilities are optional and used at your own risk. Please check with your doctor first if you have a heart condition, high or low blood pressure or any other health concern. Children must follow the venue's age and supervision rules for these facilities.
5.4 Food and allergies. Please tell us about any dietary requirements or allergies for you and your child when booking. We will pass these on to the venue and chefs and do our best to meet them, but we cannot guarantee that any food is completely free from allergens.
5.5 Please follow any health and safety guidance given by Theta, the venue or the childcare team.
6. At the venue
6.1 Our retreats are held at venues we love and partner with. While you're there, please follow the venue's house rules, including any rules about the farm, animals, spa and grounds.
6.2 Please treat the venue, other guests, children, staff and teachers with kindness and respect. We may ask a guest to leave the retreat, without a refund, if their behaviour is unsafe, abusive or seriously disruptive, or if they seriously break these terms.
6.3 Please look after the rooms, furniture and contents. You will be responsible for the cost of any damage or loss caused by you or your child, beyond normal wear and tear.
6.4 Smoking and vaping are not permitted indoors.
7. Liability and insurance
7.1 You take part in all retreat activities, including yoga, workshops, farm visits, spa facilities and outdoor activities, at your own risk. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited or excluded by law.
7.2 Apart from this, we are not liable for any injury, illness, loss or damage to you or your child unless it is caused by our negligence or our breach of these terms. This includes injury, illness, loss or damage that happens during childcare, while your child is in your care, or while you are travelling to and from the retreat.
7.3 We are not responsible for the loss of, or damage to, personal belongings or valuables.
7.4 We are not responsible for delays or cancellations of trains, flights, buses or any other transport.
7.5 Our total liability to you in connection with a booking will not be more than the total price you paid for that booking, except as set out in 7.1.
7.6 We strongly recommend that you take out travel insurance covering cancellation, medical costs and personal belongings for you and your child for the whole retreat, including travel.
8. General
8.1 Concerns and complaints. If anything isn't right during your retreat, please tell us straight away so we can try to put it right there and then. After the retreat, please email hello@theta-retreats.com.com within 28 days, and we will reply within 7 days.
8.2 Your information. We use your's and your child's personal information only to manage your booking and keep you both safe. No information will be shared with a third party.
8.3 Our content. All text, photographs and other material on our website and social media belong to Theta Retreats and may not be copied or reused without our permission.
8.4 Changes to these terms. We may update these terms from time to time. The version in place when you made your booking will apply to that booking.
8.5 If any part of these terms is found to be invalid or unenforceable, the rest will still apply.
8.6 These terms are governed by the law of England and Wales, and any disputes will be dealt with by the courts of England and Wales.