Retreat booking conditions

For Villa booking conditions, please visit our main booking conditions page.

1. These terms

1.1 What these terms cover. These are the terms and conditions which govern your booking of a retreat with us.

1.2 Why you should read these terms. Please read these terms carefully before you submit your booking to us. These terms tell you who we are, how we will provide retreats to you, how you and we may change or end the contract, what to do if there is a problem and other important information. If you think that there is a mistake in these terms, please contact us to discuss.

2. Information about us and how to contact us

2.1 Who we are. We are The Thinking Traveller Limited a company registered in England and Wales. Our company registration number is 04421653 and our registered office is at The Old Truman Brewery, 91-95 Brick Lane, London E1 6QL.

2.2 How to contact us. You can contact us by telephoning our team at 0207 377 8518 or by writing to us at info@thethinkingtraveller.com or The Old Truman Brewery, 91-95 Brick Lane, London E1 6QL.

2.3 How we may contact you. If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us in your booking.

2.4 "Writing" includes emails. When we use the words "writing" or "written" in these terms, this includes emails.

3. Your booking

3.1 Your agreement when making a booking. When you make a booking with us, the first named person on the booking (the party leader) agrees on behalf of all persons named on the booking that he/she:

has read these terms and has the authority to and does agree to be bound by them;
consents to our use of personal data in accordance with our Privacy Policy and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);
is over 18 years of age and that all members of their party are at least 15 years of age (or will be 15 years of age on the date the chosen retreat is due to commence);
accepts financial responsibility for payment of the booking on behalf of all persons named on the booking.

3.2 How to make a booking. You can initiate a booking by telephoning us, sending an enquiry online on/via our website, by email or via your travel agent. We will then register your options on our booking system and send you an e-mail with login details for your Secure Client Area. You will have the chance to confirm your option(s) on your personal page by making the appropriate payment (see clause 5.5).

3.3 You must ensure that your chosen retreat is right for you. It is your responsibility to ensure that you have carefully read all information we have provided to you regarding the retreat, including the property and local area description and that you have selected the most appropriate retreat for your requirements. If you, or any of your group, have any specific requirements or requests you must contact us before making your booking.

3.4 Age restrictions. We regret that children under the age of 15 are not permitted on any of our retreats. You must therefore ensure that all persons in your party will be at least 15 years of age, on the date that your chosen retreat is due to commence.

3.5 You must tell us who is in your party. Prior to departure, it is essential that you provide us with the details of all persons in your party. The use of the property at which the retreat is taking place, its grounds and amenities are strictly reserved for those people named on the booking. Inviting other people (friends or external suppliers) into the property during your stay, even if they are not sleeping at the property, is only possible with our prior written consent.

4. Our contract with you

4.1 How we will accept your booking. Our acceptance of your booking will take place when we send you a confirmation invoice that will confirm the details of your booking, at which point a contract will come into existence between you and us, governed by these terms. The confirmation invoice will be sent to the e-mail address registered on your Secure Client Area.

4.2 Your responsibility to check your documents. It is your responsibility to check the confirmation invoice, and any other documents we send you carefully as soon as you receive them. Contact us immediately if any information which appears on the confirmation invoice or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. Please ensure that the names on the confirmation invoice exactly match the names as spelt in the relevant individual’s passport (including all middle names).

4.3 If we cannot accept your booking. If we are unable to accept your booking, we will inform you of this in writing and will not charge you. If you have already made payment, we will refund this to you. This might be because your chosen retreat is no longer available or because we have identified an error in the price or description of the retreat.

4.4 Your booking reference. We will assign a reference number to your booking and tell you what it is when we confirm your booking. It will help us if you can tell us the booking reference whenever you contact us about your booking.

5. Price of and payment for your Retreat

5.1 Where to find the price for your chosen retreat. Prices on our website are quoted in Euros, Sterling and US Dollars. You may confirm your booking in Euros, Sterling or Dollars. For more information about our pricing and exchange rates please click on this link. The total price of your chosen retreat (which includes VAT) will be the price indicated to you during the booking process and confirmed on your Secure Client Area. This price will be calculated using the exchange rate indicated on our website at that time and will be set when the booking is confirmed by us. All payments (deposit and balance) must be paid in the same currency as that confirmed at the time of booking. We take all reasonable care to ensure that the price of the retreat advised to you is correct. However please see clause 5.2 for what happens if we discover an error in the price of your booking.

5.2 What happens if we got the price wrong. It is always possible that, despite our best efforts, some of the retreats we sell may be incorrectly priced. We will normally check prices before accepting your booking so that, where the correct price of the retreat at your booking date is less than our stated price at your booking date, we will charge the lower amount. If the correct price of the retreat at your booking date is higher than the price stated to you, we will contact you for your instructions before we accept your booking. If we accept and process your booking where a pricing error is obvious and unmistakeable and could reasonably have been recognised by you as a mispricing, we may cancel the booking and refund you any sums you have paid.

5.3 Will the price change after you have booked. Once the price of your retreat has been confirmed at the time of booking, it is guaranteed and will not be increased (unless there has been a pricing error (see clause 5.2) or you decide to make any changes to your booking, including by adding people to your booking (see clause 5.4)).

5.4 Occupancy of your property and adding to your party. The maximum occupancy of the properties that form part of our retreats (which includes adults and children) is clearly stated on the webpage for each retreat. The price that you pay will be calculated based on your group size and travel dates at the time of confirmation. The maximum possible size of your group and the numbers of bedrooms at your disposal will be clearly stated on your confirmation invoice and in your Secure Client Area. Should you wish to increase the size of your party and/or add additional bedrooms please contact your Villa Specialist. If the property can accommodate more people and/or has additional bedrooms then it may be possible to add these upon payment of a supplement where applicable. Please refer to clause 6.3 for further information.

5.5 How you can make payments to us. We accept and encourage payments by bank transfer. We also accept payment via the following types of debit card (a debit card being defined as a card that deducts money directly from your current or checking account): MasterCard Debit, Visa Electron, Visa Debit. For deposit payments only, you are also able to make payment using the following types of credit card (but we are unable to accept payment via credit card for balance payments): Visa, MasterCard and American Express. Please note that payment via any corporate card will be subject to a non-refundable 3% surcharge, to reflect the cost incurred by us in processing this type of payment.

5.6 When you must pay. When you must pay depends on when you booked and the type of retreat you have booked:

In order to make a booking with us, you must pay a 30% deposit at the time of booking. For some retreats, a higher deposit will be payable or it may be necessary to make full payment at the time of booking. We will inform you before you make a booking whether a deposit (and, if so, the value of the deposit) or full payment is required.
If you have paid a deposit, the balance of the cost of your retreat is payable not less than 9 weeks before the start of your booking, unless you are informed otherwise at the time of booking. This date will be shown on the confirmation invoice and in your Secure Client Area on our website and a reminder will be sent to your registered email address. Balance payment can be made via bank transfer or debit card. If you fail to pay the balance by the due date, we are entitled to assume that you wish to cancel your booking and we shall retain the deposit paid as the applicable cancellation charge in accordance with clause 7.2.

5.7 Currency in which payments must be made. The currency of the invoice and the full fixed price of the booking in your chosen currency is set when the booking is confirmed. The deposit and balance payments must both be paid in the same currency.

6. Your rights to make changes to your confirmed retreat

6.1 How to request a change. If, after we have issued you with a booking confirmation, you wish to make a change to the retreat you have booked, you must notify us in writing as soon as possible. We will let you know if the change is possible. If it is possible, we will let you know about any changes to the price of the retreat or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to go ahead with the change. If we cannot make the change or the consequences of making the change (such as an increased price) are unacceptable to you, you may want to cancel your booking (see clause 7).

6.2 Our amendment fee. Where your requested change can be met, you must pay all costs and charges incurred or imposed by any of our suppliers together with an amendment fee of £100 per change per booking before the change can be made.

6.3 Changing your party size. Changes to your party size can be made as follows:

Reducing your party size. Reductions to the size of your party can be made at any time prior to departure. They will not entitle you to any reduction in the total price of your booking nor any refund on monies already paid (deposit or balance).
Increasing your party size. If you wish to increase your party size above the maximum occupancy of your booking, this will only be possible if the property at which your chosen retreat is taking place can accommodate the additional person(s). Where this is possible, a supplement will be due. This will either be in addition to the booking cost for the retreat or in the form of a payment to increase your occupancy of the property, where the original booking was based on a reduced occupancy rate.

6.4 Your right to transfer your retreat to another person. You have the right to transfer your place on your retreat to another person (introduced by you), subject to compliance with the following conditions:

the person to whom you are transferring your place satisfies all conditions applicable to the retreat;
requests for a transfer must be made to us in writing at least 7 days before the start of your retreat and must be accompanied by the name and other applicable details of the person who will replace you;
in the event that the balance of the cost of your retreat is due but has not been paid when the transfer request is made, this must be paid before the transfer can be made. Any additional payment amount that our suppliers require to effect the change (if the transfer can be made) will be payable; and
the transferee agrees to these terms.

You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, you can choose to cancel your booking and the cancellation charges as set out in clause 7.2 will apply. Otherwise, no refunds will be given for guests not travelling or for unused services.

6.5 Changing the date of your booking. If you want to change the date of your booking, please let us know. We will inform you whether the alternative date is available and (if it is) the charges that will need to be paid by you, in order to make the change.

7. If you wish to cancel your confirmed Experiences booking

7.1 Your right to cancel your booking. You may cancel your confirmed booking at any time prior to arrival. Should you wish to do so, the party leader must contact us in writing, using the contact details at clause 2.2. Your notice of cancellation will only be effective when it is received by us. Cancellation charges will apply (as set out at clause 7.2 unless you are otherwise advised at the time of booking), subject to clause 7.3. In calculating the cancellation charges at clause 7.2, we have taken account of expected cost savings and the generation of income from alternative deployment of the arrangements forming part of your retreat, to the extent this is likely to be achievable for your retreat. For some bookings, including those for which full payment is required at the time of booking, 100% cancellation charges apply from confirmation of your booking. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling, excluding any amendment charges which are not refundable.

7.2 Cancellation charges.

Days before departure when notice of cancellation is received by us (cancellation charge % of the total retreat cost)

More than 63 days: 30%
63-43 days: 60%
42-29 days: 80%
28-0 days: 100%

Please note that in the event we have to postpone your retreat due to Events Beyond our Control (as defined in clause 12), your original departure date shall apply for the purposes of calculating any cancellation charges in accordance with this clause 7.2. Please see clause 8.11 for further information.

7.3 Where you choose to cancel your retreat due to unavoidable and extraordinary circumstances. Cancellation charges will not be applicable in the event that unavoidable and extraordinary circumstances occur in the place of destination of your retreat or its immediate vicinity which significantly affect the performance of your retreat or the carriage of passengers to that destination and as a result you notify us in writing prior to departure that you wish to cancel your retreat. In this situation, we will refund all monies you have paid to us within 14 days of the date you notify us in writing of your cancellation but will have no further or other liability to you including in respect of compensation or any costs or expenses you incur or have incurred. Please note that your right to cancel in these circumstances will only apply where government issued travel advice advises against travel to your destination or its immediate vicinity. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.

7.4 No cooling off period. Please note that you do not have a legal right to change your mind and cancel your retreat within 14 days and receive a refund. This right, under the Consumer Contracts Regulations 2013, does not apply to package holidays.

7.5 How we will refund you (if any refund is due to you when you cancel). Where a refund is due to you, we will pay it, less the applicable cancellation charge, by the method you used for payment.

7.6 When your refund will be made. We will make any refunds due to you as soon as possible, but in any event within 14 days of your telling us you wish to cancel your booking.

7.7 If you return home early or make changes after the commencement of your booking. If you are forced to return home early, we cannot refund the cost of any services you have not used. If you cut short your retreat and return home early in circumstances where you have no reasonable cause for complaint about the standard of accommodation and services provided we will not offer you any refund for that part of your booking not completed, or be liable for any associated costs you may incur. If you decide to alter your booking whilst abroad this is your own responsibility and we will not be responsible for any extras or difficulties that may arise with onward travel as a result of such alterations. Depending on the circumstances, your travel insurance may offer cover for curtailment and we suggest that any claim is made directly with them.

8. Our rights to make changes or cancel your confirmed retreat

8.1 Very occasionally, we may have to make a change to your confirmed booking or cancel it altogether and we reserve the right to do so.

8.2 Minor changes to your retreats. Most changes will be minor and we have the right to make these. Where we become aware of a minor change to your retreat before departure, we will try to notify you in writing should there be time to do so. We do not have to pay you any compensation where the change to your retreat is minor. Minor changes are likely to include (but are not limited to):

changes to any itinerary forming part of your retreat which is not a major change;
a reduction in the time that is spent with the host of the retreat on one day of the itinerary, made up with an increase in the time spent with the host on another day of the itinerary;
a change of the overall length of your retreat by less than 12 hours;
change of accommodation to another of the same or higher standard.

8.3 Significant changes to your retreat. Occasionally, we may have to make a significant change to or cancel your confirmed booking. Examples of “significant changes” include the following, when made before departure:

a change to the advertised, guest host of the retreat (e.g. a change to the guest chef advertised as providing a cooking experience as part of the retreat or similar);
a change of accommodation area for the whole or a significant part of your time away;
a change of accommodation to that of a lower standard or classification for the whole or a significant part of your time away;
a change of outward departure time or overall length of your retreat by more than 12 hours.

8.4 If we make a significant change. If we have to make a significant change to your confirmed booking, we will provide you with the following information in writing as soon as possible:

the proposed changes to your retreat (including any change to the date or duration of the retreat) and any impact they have on the price;
in the event that you do not wish to accept the changes, details of any substitute retreat we are able to offer (if any), including the price. Where the substitute retreat is a lower standard or cost, you will be entitled to a refund of the difference in price;
your entitlement to cancel your booking and receive a full refund if you do not want to accept the proposed change or any substitute retreat offered; and
the period within which you must inform us of your decision and what will happen if you don’t do so. If you choose to cancel your booking, we will refund all payments you have made to us within 14 days of the date we receive your written cancellation. If we don’t hear from you with your decision within the specified period (having provided you with the above-mentioned information for a second time), we will cancel your booking and refund all payments made to us within 14 days of our doing so.

8.5 If we have to cancel your booking. We have the right to terminate your confirmed booking in the following circumstances:

we are prevented from performing your contracted arrangements as a result of Events Beyond our Control (as defined in clause 12) and we notify you of this as soon as reasonably possible; or
we have to cancel because the number of persons who have booked the retreat which you are attending is smaller than the minimum number applicable to the retreat as stated in the contract and you are notified of the cancellation within the timescales stipulated at clause 8.8; or
we cancel due to your failure to pay the balance of the cost of your retreat on time.

8.6 If we cancel your booking.

8.7 If we have to cancel your confirmed booking, we will provide you with the following information in writing as soon as possible:

details of any substitute arrangements we are able to offer (if any), including the price. Where the substitute arrangements are a lower standard or cost, you will be entitled to a refund of the difference in price;
whether you are entitled to receive a full refund if you do not want to accept the substitute arrangements offered; and
the period within which you must inform us of your decision and what will happen if you don’t do so. If you choose to a refund, we will refund all payments you have made to us as soon as possible. If we don’t hear from you with your decision within the specified period (having provided you with the above-mentioned information for a second time), we will cancel your booking and refund all payments made to us as soon as possible

8.8 Cancellation due to failure to reach minimum numbers. Where we cancel your confirmed booking due to a failure to reach the minimum numbers required for that particular retreat, we will notify you no later than 63 days prior to the start of the retreat.

8.9 Compensation for the cancellation of retreat bookings. In addition to a full refund of all monies paid by you, we will pay you reasonable compensation in the following circumstances:

If, where we make a significant change, you do not accept the changed arrangements and cancel your booking; or
If we cancel your booking and no substitute retreat is available, or you choose not to accept the substitute offered to you (unless we cancel your booking in the circumstances set out directly below).

The compensation that we offer does not exclude you from claiming more if you are entitled to do so.

We will not pay you compensation in the following circumstances:

where the change to your retreat is minor;
where we make a significant change or cancel your retreat more than 63 days before the start of your retreat;
where we make a significant change and you accept the change, or you accept an offer of a substitute retreat;
where we have to cancel your retreat as a result of your failure to make full payment on time;
where we have to cancel because the number of persons who have booked the retreat which you are attending is smaller than the minimum number applicable to the retreat as stated in the contract and you are notified of the cancellation within the timescales stipulated at clause 8.8;
where the change or cancellation arises out of changes to the confirmed booking requested by you;
where we are forced to cancel or change your retreat due to Events Beyond our Control (as defined in clause 12).

8.10 Changes made during the retreat. If we become unable to provide a significant proportion of the retreat that you have booked after it has started, we will, if possible, make alternative arrangements for you at no extra charge and where those alternative arrangements are of a lower standard, provide you with an appropriate price reduction.

8.11 Postponement of your booking. Please note that where we have to postpone or otherwise cancel your retreat and re-book you on to a later date due to Events Beyond our Control, this will not be a new booking contract with us but an amendment of your existing booking contract with us (unless we expressly say otherwise). As such, all payment, cancellation and other terms remain the same. This means that for the purposes of payment of the balance due date, payment will be required not less than 9 weeks prior to the original scheduled departure date, and cancellation charges will apply based on your original departure date, not the new date.

9. Your responsibilities

9.1 Travel insurance. You must purchase adequate travel insurance. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs, ensuring it covers all the activities you plan to undertake and protects you against cancellation, medical and repatriation expenses and personal liability claims. If you wish to arrange additional activities while you are away, please check your cover before doing so. Please read your policy details carefully and take them with you. If you choose to travel without adequate insurance cover, we will not be liable for any losses suffered by you in respect of which insurance cover would otherwise have been available.

9.2 Travel advice. For up-to-date travel advice from the UK government, visit www.gov.uk/foreign-travel-advice and https://travelaware.campaign.gov.uk. We recommend that you consult these websites (or the applicable website for your country of residence) before booking in order to make an informed decision about your chosen destination, and again before departure.

9.3 Behaviour. You are expected to conduct yourself in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in our opinion or in the opinion of any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any other customers or any third party, or damage to property, or to cause a delay or diversion to transportation, we reserve the right to terminate your booking immediately with no further liability to you. You and/or your party may also be required to pay for loss and/or damage caused by your actions and you and each member of your party will be jointly and individually liable for any damage or losses caused. Full payment for any such damage or losses must be paid directly to the relevant supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us because of your actions together with all costs we incur in pursuing any claim against you. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.

9.4 Commercial filming / photography. Commercial and/or editorial filming/photography is not permitted at the property at which your retreat takes place, unless prior written permission has been granted. In certain cases, specific conditions may apply.

9.5 Security of the property. Whilst all of our properties are insured, it is your responsibility to ensure that the property at which your retreat takes place is adequately secured at all times. This could include any time that you leave the property, spend time in the garden or pool area and when retiring for the night. Securing the property may include, as relevant: locking doors; closing and securing windows and shutters; securing valuables in a safe and setting security systems. Failure to follow these steps would result in the invalidation of your personal liability insurance and any loss of your or the property's items would be your responsibility.

9.6 Passports & Visas. It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change, and you must check the up to date position in good time before departure. We do not accept any responsibility if you cannot travel or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.

10. If there is a problem during your retreat

10.1 How to tell us if you have a problem. If you have a complaint about your retreat, you must tell the host of the retreat or our local manager straight away, whose number will be provided to you before the start of your stay. Either the host or our local manager will take all reasonable steps to help you. It is only if you do this that we will have the opportunity to put matters right whilst your booking is underway.

10.2 If you are still unhappy after you’ve returned from your retreat. If you have a complaint or claim that you wish to pursue, please write to us promptly after your return. Your complaint or claim will be investigated, and a full reply sent to you as soon as possible. As our investigations often involve obtaining information from overseas, it may take a few weeks.

11. Our responsibilities to you

11.1 We are responsible to you for the proper provision of your retreat. We will accept responsibility for your retreat as an “organiser” under the Package Travel and Linked Travel Arrangements Regulations 2018 as set out in this clause 11. This means that we are responsible for the proper provision of the travel services included in your retreat, as set out in the confirmation invoice. Subject to these terms, if we or any of the suppliers we have engaged to provide the travel services making up your retreat, negligently provide those travel services and we don’t remedy or resolve your complaint within a reasonable period of time, and this affects the enjoyment of your retreat, you may be entitled to an appropriate price reduction or compensation or both. You must inform us without undue delay of any failure to perform or improper performance of the travel services included in your retreat. The level of such compensation will be calculated taking into consideration all relevant factors such as but not limited to: following the complaints procedure as described in these terms and the extent to which ours or our employees’ or the supplier’s negligence affected the overall enjoyment of your retreat. Please note that it is your responsibility to show that we or the suppliers have been negligent if you wish to make a claim against us.

11.2 What we will not be responsible for. We will not be responsible for any injury, illness, death, loss (including loss of possessions or enjoyment), damage, expense, cost or other sum or claim of any nature whatsoever which results from:

the act(s) and/or omission(s) of the person(s) affected.
the act(s) and/or omission(s) of a third party not connected with the provision of your retreat and which were unforeseeable or unavoidable.
Events Beyond our Control (as defined in clause 12).
We cannot accept responsibility for any services that do not form part of our contract. This includes, for example, any additional services or facilities that you purchase or book during your retreat, where the services or facilities are not advertised in our brochure or on our website as forming part of your retreat and we have not agreed to arrange them as part of our contract and any excursion/activities you purchase while away.
We cannot accept any liability for any damage, loss, expense or other sum(s) of any description which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not reasonably have foreseen you would suffer or incur if we breached our contract with you, or which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. Additionally, we cannot accept liability for any expenses or losses that relate to or arise from any business (including without limitation, self-employed loss of earnings), or any indirect or consequential loss of any kind.

11.3 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; or for fraud or fraudulent misrepresentation.

11.4 Limits to our liability. We limit the amount of compensation we may have to pay you if we are found liable to you, as follows:

loss of and/or damage to any luggage or personal possessions and money: The maximum amount we will have to pay you in respect of these claims is an amount equivalent to the excess on your insurance policy which applies to this type of loss per person in total because you are required to have adequate insurance in place to cover any losses of this kind.
Claims not falling under (a) above and which don’t involve injury, illness or death: The maximum amount we will have to pay you in respect of these claims is up to three times the price paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where everything has gone wrong and you or your party has not received any benefit at all from your booking.

11.5 Where you are unable to return home. Where it is impossible for you to return to your departure point as per the agreed return date of your retreat due to “unavoidable and extraordinary circumstances”, we shall provide you with any necessary accommodation (where possible, of a comparable standard) for a period not exceeding three nights per person. Please note that the 3-night cap does not apply to persons with reduced mobility, pregnant women or unaccompanied minors, nor to persons needing specific medical assistance, provided we have been notified of these particular needs at least 48 hours before the start of your retreat. For the purposes of this clause, “unavoidable and extraordinary circumstances” mean warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely back to your departure point.

11.6 Where you require assistance during your retreat. If, during your retreat, you find yourself in difficulty for any reason, we will offer you such prompt assistance as is appropriate in the circumstances. In particular, we will provide you with appropriate information on health services, local authorities and consular assistance, and assistance with distance communications and finding alternative travel arrangements. Where you require assistance, which is not owing to any failure by us, our employees or sub-contractors we will not be liable for the costs of any alternative travel arrangements or other such assistance you require. Any supplier, airline or other transport supplier may however pay for or provide refreshments and/or appropriate accommodation and you should make a claim directly to them. Furthermore, we reserve the right to charge you a fee for our assistance if the difficulty is caused intentionally by you or a member of your party, or otherwise through your or your party’s negligence.

12. Events Beyond Our Control

12.1 What are Events Beyond Our Control. In these terms, “Events Beyond our Control” means a situation which is beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, flood, epidemics and pandemics (including the ongoing impact of the Covid-19 pandemic), fire, airport, port or airspace closures, restrictions or congestion and flight restrictions imposed by any regulatory authority or other third party, an FCDO advisory against travel to a particular destination and any other government restrictions on travel.

12.2 Our responsibility for Events Beyond Our Control. Except where otherwise stated in these terms, we have no liability including for compensation, costs and expenses where the performance of our obligations under this contract is prevented or affected by, or you otherwise suffer any damage, expense or loss as a result of Events Beyond Our Control.

13. Safety standards

13.1 Safety standards of our retreats. We operate in accordance with our Health and Safety Policy which includes property audits. However, please note, it is the laws and applicable standards of the country in which your retreat is located which apply to the provision of your booking and not those of any other country. As a general rule, these laws and standards may not be the same as those of your home country and may sometimes be lower. For more information please refer to the Health and Safety page

14. Your health and safety

14.1 Swimming pools and Jacuzzis by their very nature carry their own inherent risks. You must ensure that you and all members of your party take great care when using or being near any swimming pool(s) at the property at which your retreat is taking place. You should for example make sure you and all members of your party are aware of the depth(s) (including the location of any change of depth) and layout of the pool (including infinity edges) by physically checking it prior to use. Please note, depth markings are not always accurate. All persons should walk rather than run around or near the pool and read the pool notices and our health and safety recommendations in the House Guide and on our website. You must ensure that no-one dives into the pool at any time or enters it while under the influence of alcohol. You must check the pool every day before use and report any apparent defects. Many pools are not fenced. If you require a fenced pool, you must inform us of that requirement before you make your booking to allow us to locate one for you. Whether fenced or not, children must be supervised at all times by a responsible adult. We and the property owner have no liability for any death or personal injury arising from use of or connected with the swimming pool except to the extent that such liability cannot be excluded by law, please see clause 11 for further information.

14.2 Grounds. Many of the properties at which our retreats take place are located in large, often unfenced, grounds and as such your party must take great care when exploring these. The grounds may contain drops and/or uneven grounds that carry their own inherent risks and therefore children would need to be supervised. Please refer to our general Health and Safety page for more information and also the House Guide which will contain information specific to the property you are staying in.

14.3 Terraces. Many of the properties at which our retreats take place also have balconies and/or terraces many of which are accessed up steep, narrow, unrailed or uneven staircases and may feature drops and other risks. These may not be suitable for people with limited mobility. Please take extra care when using these and ensure that children are never left unsupervised and must not be allowed to climb on any railings or walls. We and the property owner have no liability for any death or personal injury arising from the use of or connected with the terrace(s) except to the extent that such liability cannot be excluded by law, please see clause 11 for further information.

15. Special requests, medical conditions, disabilities and reduced mobility

15.1 You must notify us of special requests. If you have any special request, you must advise us at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant property owner or manager, we regret we cannot guarantee any request unless it has been specifically confirmed in writing. Failure to meet any special request will not otherwise be a breach of contract on our part. Confirmation that a special request has been noted or passed on to the property owner/manager or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.

15.2 Medical conditions. If you, or any of your party, have any medical condition, disability or reduced mobility which may affect any aspect of your booking (or the booking process), you must inform us before you confirm your booking so that we can advise you as to the suitability of your chosen retreat and otherwise assist with the booking process. In any event, you must give us full details in writing at the time of booking or, if the condition, disability or reduced mobility only develops or deteriorates after you have booked, as soon as you become aware of it.

15.3 If you require medical assistance during the course of your booking. We are not medical experts. Should you require medical attention during your retreat, local medical services can be contacted for emergency treatment. The acceptance and cost of such treatment are your sole responsibility. Please be aware that medical practitioners may only be conversant in their mother tongue. Our local staff will be on hand to offer assistance and translation if required, but we are not liable for any aspect of medical treatment provided to you.

16. Filming and photography

16.1 Please note that we may arrange for filming and/or photography to take place during your retreat. Where this is the case, we will contact you in advance of the retreat to provide you with full details of the nature of the filming and/or photography that is proposed to take place and to ensure that you are happy with this. Please note: if you do not wish to feature in the proposed filming and/or photography it may still take place but steps will be taken to ensure that you are not captured in the filming and/or photography in question.

17. Wildlife, Pets and the surrounding area

17.1 Wildlife. Please note that the majority of our retreats take place in rural areas, where wildlife such as animals and insects are as natural a part of the landscape as the grass and the trees. It would not be particularly unusual to encounter animals, such as rodents, deer, goats or cats (stray or belonging to nearby locals), or insects such as wasps, bees, mosquitoes, flies, ants, scorpions or spiders. Insects and animals can be attracted to swimming pools, nearby streams or ponds, local vegetation and to food left out following an al fresco meal. We would urge you to keep doors and windows closed as far as practicably possible and to clear all remains of food following all (outdoor and indoor) meals. Please do not purposefully feed any local animals – it will encourage them to return and they may not be so welcome to the next guests.

17.2 Allergies. If you suffer from allergies triggered by animals, please let us know before booking, whilst we cannot guarantee animals will not be or have not been present, we can recommend retreats where the possibility is lessened (for example where we know owners have not kept animals).

17.3 Pets. We regret that pets are not permitted on any of our retreats, unless by special arrangement.

17.4 Noise. We ask that you are respectful of other participants, the local situation including any neighbours and do not make undue noise or cause disruptions which might disturb other people or wildlife during your stay Neither we nor our suppliers can be held responsible for noise or disturbance which comes from beyond the boundaries of the property at which your retreat is taking place or which is beyond our or the supplier’s control.

17.5 The surrounding area. Neither we nor any of our suppliers can be held responsible for any changes to the area surrounding the property in which your retreat will take place, nor for the behaviour of any persons who are not employed or contracted directly by us or the supplier in question, which may impact the area surrounding the property. This may include (but is not limited to) changes to the local area arising due to natural causes (such as fire, storms, diseases affecting plants and trees, etc.) or due to the acts of third parties (such as litter, the cutting down of plants and trees, building work, etc.).

18. Website and newsletter accuracy

18.1 Photographs. Please note, the photographs in our brochure/on our website are intended to give a general overall impression of the standard of the retreats we feature. Some aspects of the retreats (and the properties at which they take place) may have changed by the time you come to make your booking, for example, items of furniture may have been removed by the owner or the layout of gardens may have been changed. We cannot accept any liability if this situation should arise.

18.2 Our advertising material. The brochure and website are our sole responsibility. They are not issued on behalf of and do not commit any independent organisation/carriers whose services are featured in them.

18.3 Retreat itineraries. Please note that the retreat itineraries advertised on our website are provided for indicative purposes only and are subject to change. Where any changes are made to the itinerary prior to booking, we will confirm those changes to you before you place your booking. We also reserve the right to make changes to your itinerary after you have booked your retreat, please see clause 8 for further information.

18.4 Beaches featured in our photographs. Some of the photos on our website and in our brochure show beaches that are near to or accessible from some of the properties at which our retreats take place. Beaches are subject to significant climatic and natural events, including erosion and storms, which may be strong enough to completely wash away the sand from a beach, replacing it with pebbles or rocks or covering it with seaweed. We cannot, therefore, guarantee that the beaches represented on our website and in our brochure will be the same as when they were photographed. We will, where possible, inform you of any significant changes but we cannot be held in any way responsible for such phenomena.

19. How we may use your personal information

19.1 How we may use your personal information. We will only use your personal information as set out in our Privacy Policy.

20. Other important terms

20.1 We may transfer this agreement to someone else. We may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract.

20.2 You need our consent to transfer your rights to someone else (except that you can always transfer your place on the retreat in accordance with clause 6.4). You may only transfer your rights or your obligations under these terms to another person if we agree to this in writing. However, you may transfer your place on the retreat to another person subject to compliance with the conditions stipulated at clause 6.4.

20.3 Nobody else has any rights under this contract (except someone you transfer your retreat place to). This contract is between you and all persons named on the booking, and us. No other person shall have any rights to enforce any of its terms, except as explained in clause 21.2. Neither of us will need to get the agreement of any other person to end the contract or make any changes to these terms.

20.4 Conditions of suppliers. Many of the services which make up your booking are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier’s liability to you. Copies of the relevant parts of these terms and conditions are available on request from ourselves or the property owner/supplier concerned.

20.5 If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

20.6 Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you, we can still require you to make the payment at a later date.

20.7 Which laws apply to this contract and where you may bring legal proceedings. These terms are governed by English law.

Standard Information form on Traveller's key legal rights

PART 1: General

The combination of travel services offered to you is a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations.

Therefore, you will benefit from all EU rights applying to packages. The Thinking Traveller Limited will be fully responsible for the proper performance of the package as a whole.

More information on key rights under the Package Travel and Linked Travel Arrangements Regulations 2018 (to be provided to the traveller in the form of a hyperlink in Part 2).

PART 2: Key rights under the Package Travel and Linked Travel Arrangements Regulations 2018

Travellers will receive all essential information about the package before concluding the package travel contract.
There is always at least one trader who is liable for the proper performance of all the travel services included in the contract.
Travellers are given an emergency number or details of a contact point where they can get in touch with the organiser or travel agent.
Travellers may transfer the package to another person, on reasonable notice and possibly subject to additional costs.
The price of the package may only be increased if specific costs rise (for instance fuel prices), and if expressly provided for in the contract, and in any event not later than 20 days before the start of the package. If the price increase exceeds 8% of the price of the package, the traveller may terminate the contract. If the organiser reserves the right to a price increase, the traveller has a right to a price reduction if there is a decrease in the relevant costs.
Travellers may terminate the contract without paying any termination fee and get a full refund of any payments if any of the essential elements of the package, other than the price, are changed significantly. If before the start of the package the trader responsible for the package cancels the package, travellers are entitled to a refund and compensation where appropriate.
Travellers may terminate the contract without paying any termination fee before the start of the package in the event of exceptional circumstances, for instance if there are serious security problems at the destination which are likely to affect the package.
Additionally, travellers may at any time before the start of the package terminate the contract in return for an appropriate and justifiable termination fee.
If, after the start of the package, significant elements of the package cannot be provided as agreed, suitable alternative arrangements will have to be offered to the traveller at no extra cost. Travellers may terminate the contract without paying any termination fee, where services are not performed in accordance with the contract and this substantially affects the performance of the package and the organiser fails to remedy the problem.
Travellers are also entitled to a price reduction or compensation for damages or both where the travel services are not performed or are improperly performed.
The organiser has to provide assistance if the traveller is in difficulty.
If the organiser becomes insolvent, payments will be refunded. If the organiser becomes insolvent after the start of the package and if transport is included in the package, repatriation of the travellers is secured.

PART 3: The Package Travel and Linked Travel Arrangements Regulations 2018

https://www.legislation.gov.uk/uksi/2018/634/made