Terms and Conditions

Last updated 12/04/2024

By booking your retreat with us, you are agreeing to the following Terms and Conditions – which may be amended from time to time – and all applicable laws and regulations.  You hereby certify that you are fully aware that there is a release of liability included, you accept all Terms and Conditions, and you agree of your own free will to all Terms and Conditions and applicable policies below. Your registration to any organized Retreat which is incorporated into one of our organized retreats is equivalent to an annex to the contract of terms of participation legally binding for both parties and acceptance is equivalent to signing them.

Please note that these Conditions of Participation contain general information and the rights and obligations of the two parties to the organized retreat, while the specific and particular information (destinations, prices, departure and return dates and times, means of transport, accommodation, visits, etc.) relating to each individual organized retreat should be obtained from the itinerary of each trip and the relevant price list. It is your responsibility to thoroughly review and comprehend our cancellation policy before making a reservation.

By agreeing to these terms and conditions, you affirm that:

1. You have authorized us to use the Debit/Credit card and/or PayPal account provided.
2. You will not initiate chargebacks, disputes, or reversals of any payments.
3. We retain the right to ban any account or individual without prior notice for any reason.
4. You have thoroughly read and agreed to the Terms & Conditions.
5. You consent to abide by the Terms and Conditions as well as all provisions outlined above and below. No refunds for deposits will be provided.

 

About Gaia Exclusive Retreats

Gaia Exclusive Retreats are provided by a sole proprietorship with limited liability under the company name “Gaia Essence LTD” (company no 207660452) established and existing under the laws of Bulgaria. Its principal place of business is Sofia, Bulgaria.

 

Passports, Visas and Documents

It is the responsibility of each participant to obtain a valid passport, visa(s) and necessary certificates for any country to be visited in connection with a Gaia Exclusive Retreats.

To participate in Gaia Exclusive Retreats, you must possess a valid passport and have the capability to travel to our destinations independently.

 

Travel Insurance

Guests must have adequate travel insurance to cover the retreat activities.

Please note, even if you have private health insurance in Greece or your respective Country of residence, it is unlikely that this insurance will cover overseas trips such as the retreats offered by Gaia Exclusive Retreats.

It is your responsibility to organize suitable travel and health insurance. Although we strongly encourage you to do so, you acknowledge that Gaia Exclusive Retreats is not in the business of providing insurance products and cannot be held liable if your failure to arrange suitable insurance coverage leaves you exposed, medically, financially or otherwise.

 

Payment Policy

To reserve a spot on a Gaia Exclusive Retreats, a non-refundable fee of 800€ is required to secure your booking with us. Due to the exclusivity and limited availability, deposits are non-refundable. No refunds for deposits will be provided under any circumstances at any time, except for cancelation within 24 hours from receiving the confirmation of your booked, as mentioned below.

The full payment (due amount) must be paid at once. All retreat payments are due 45 days prior to the start date of the booked retreat unless otherwise specified. Failure to complete all payments by the due date will result in forfeiture of entry to Gaia Exclusive Retreats, with no refunds issued.

The retreat prices are charged per person and DO NOT include flights.

 

Cancellation Policy

If you need to cancel your retreat with Gaia Exclusive Retreats, cancellation fees will be applicable. All cancellations must be submitted in writing. Any promotional inclusions (such as offered products) will be deducted from any applicable refund.

If, for any reason, you need to cancel your retreat after booking with us, the following refund policy will apply:

Within 24 hours of booking: Once you receive confirmation of your booking, you have an additional 24 hours to cancel and receive a full refund, including the deposit/booking fee.

After this period, the following conditions will apply:

– Between 120 – 91 days: A 50% refund will be provided for cancellations made between 120-91 days prior to booked retreat start date. This excludes the non-refundable 800€ per person booking fee.

– Less than 90 days: No refund will be provided for cancellations made between 89-0 days prior to booked retreat start date. Cancellations less than 90 days before the start date are non-refundable and will result in a 100% loss of revenue.

No refund will be provided for early departure from the retreat or failure to attend the retreat for any reason.

No refund will be provided for any room downgrades after the 24-hour period from the time of booking has elapsed.

If paying via instalments, the above conditions will apply based on the total price of your booking, not just on any instalments paid. Additionally, due to administration, an additional 5% will be charged on all stage payments.

All retreat payments are due 45 days prior to the start date of the booked retreat unless otherwise specified. Clients whose balances are not received by the 45-day deadline risk forfeiting their retreat booking.

If the retreat has to close for any reason, we will inform you as soon as possible. Gaia Exclusive Retreats will provide full refunds if this occurs. Gaia Exclusive Retreats will refund the retreat cost if applicable but will not cover any losses incurred with flights or any other costs.

 

Changing weeks

It is feasible to change your booking week more than 90 days prior to booked retreat start date. However, this adjustment may result in a 50€ administrative fee per booking, in addition to any variance in the rate of the newly booked retreat (if applicable). Subject to availability.

 

Flights and Transfers

Flights should be booked independently after confirming your retreat stay with one of our booking managers. If booking online, please wait for confirmation from Gaia Exclusive Retreats team before booking any flights.

Transfers from the airport to the retreat and back, outside our scheduled transfers included in our packages, are available at an additional cost from our trusted 3rd party specialist Travel Agent, with whom we have been working for years. Please note that if you choose to book transfers through the 3rd party, your flight details will be needed by the week before your departure at the latest. This is to ensure that your transfers can be arranged with our transfer company. Failure to do so may result in extended waiting times for the next available group transfer or the need to organize any-time transfers at an extra cost through the 3rd party. Guests are free to organize their own transportation, such as a taxi, instead of arranging transfers with our 3rd party specialist. However, please be aware that taxi costs may vary for the one-way journey. Clients who arrange transfers independently will be responsible for their transfers. Clients are advised to participate in our scheduled transfers for their own convenience.

 

Room Damages

If you cause any damages in your room or at the property within it, you will be charged with the cost of repairing/replacing/redecorating needed.

 

Comments and Complaints

If you experience any discomfort or dissatisfaction with the retreat for any reason, kindly notify your Retreat Manager promptly, and we will make every effort to address the situation accordingly. Please be advised that any claims may be declined if we are not afforded the opportunity to rectify the issues during your stay.

 

Health Restrictions

If you are currently pregnant or under medical or psychiatric supervision, you are required to furnish a medical certificate affirming your suitability for travel and participation in the retreat, in addition to notifying Gaia Exclusive Retreats. It is advised that individuals grappling with profound emotional or psychological challenges or seeking therapeutic intervention refrain from attending, as our team lacks professional credentials in these specialized areas.

Furthermore, our team does not possess medical expertise or comprehensive knowledge of individual medical backgrounds, thereby rendering them unable to dispense tailored medical advice during the retreat.

Certain sections of the retreat premises may be inaccessible to individuals with mobility impairments. If uncertain, it is recommended to seek counsel from a medical professional before engaging in physical activities or undergoing treatments.

Minors under the age of 18 are prohibited from booking or attending the retreat without adult supervision.

 

Force Majeure

Gaia Exclusive Retreats shall not be responsible for not fulfilling its contractual obligations to the extent that the failure to fulfill is due to events outside its control, that is, force majeure events such as a pandemic, flood, cancellation of flights or/and prohibition of sailing due to adverse weather conditions, war, acts of terrorism, riot, civil commotion, governmental actions (excluding regulatory change), labour disputes, and any similar events. In such force majeure events, no refund shall be granted, and all payments will be credited in the form of a voucher valid for one (1) year from the start date of the canceled retreat.

 

Reservation of Rights

Gaia Exclusive Retreats reserves the right to make any changes deemed necessary to our retreats.

We hold the right to replace the GAIA retreat team members in case of illness, sickness or any other emergency or force majeure reason and there is no refund in this case.

We hold the right to change the premises (villa – venue) that the retreat takes place due to any emergency circumstances into an equal quality premise.

 

Indemnity

You hereby agree to fully indemnify without limitation any trainer(s), director(s) or contractor(s) against any injury, malpractice, mishap, or accident during any and all interactions with the Company away from, or at the primary place of business for Gaia exclusive Retreats. Additionally, you pledge to defend, indemnify, and exonerate us, including our subsidiaries, affiliates, and all of our respective officers, agents, partners, and employees, from and against any losses, damages, liabilities, claims, or demands, including reasonable legal fees and expenses, brought forth by any third party due to or arising from: (1) use of the Site; (2) violation of these Terms of Use; (3) breach of your stipulated representations and warranties within these Terms of Use; (4) infringement upon the rights of a third party, including but not limited to intellectual property rights; or (5) any overt harmful act toward any other user of the Site with whom you have connected via the Site. Not withstanding the aforementioned, we retain the right, at your expense, to assume exclusive defense and control of any matter for which you are obligated to indemnify us, and you agree to cooperate, at your expense, with our defense of such claims. We will use reasonable endeavors to promptly notify you of any such claims, actions, or proceedings which is subject to falling under this indemnification clause upon our awareness of them.

 

Limitation Of Liability

You acknowledge that during a retreat you participate voluntarily in any and all activities arranged by the retreat hosts, and insofar as legally permissible, forfeit your right to any cause of action against Gaia Exclusive Retreats arising from any loss or damage to person or property that occurs during a retreat.

You hereby agree to be responsible for your own welfare and accept any and all risks of delay, unanticipated events, inconveniences, illnesses, injuries, emotional trauma or death.

You hereby certify that you are physically fit and have not been advised to not participate, by any means or in any manner, in any activity arranged by Gaia Exclusive Retreats hosted by a qualified medical professional.

You hereby certify that there are no health-related reasons or problems which preclude your participation in any and all activities arranged by the retreat hosts.

You hereby waive, release and discharge from and against any and all liability from your participation in the trip and in any and all activities arranged by the retreat hosts, including but not limited to, liability arising from the negligence or fault of Gaia Exclusive Retreats and/or its employees and/or its collaborators and/or its subcontractors, for death, disability, personal injury, property damage, property theft, or actions of any kind which may hereafter occur to you including your trip to and from activities arranged by the retreat hosts. You hereby relinquish the right to pursue legal action against Gaia Exclusive Retreats, their agents, contractors, employees, and directors for any of the above may occur during a retreat.

You agree that this release shall be legally binding upon you personally and all members of your family.

 

Changes to our Terms and Conditions

We keep the present Terms and Conditions under regular review, and we reserve the right to amend or update the present Terms and Conditions at any time. The effective date is displayed hereunder. Thus, we advise you to review this page periodically for any changes. To keep you informed of any changes to the present Terms and Conditions, we will notify you by prominently posting the new Terms and Conditions on this page. These changes are effective immediately after they are posted on our website

 

Disputes and Applicable Law

Gaia Exclusive Retreats and Guests shall make every effort, so that any difference, dispute or disagreement that may arise during the conclusion, interpretation and execution of the present Terms and Conditions, as well as claims related to them, is resolved out of court, with negotiations in a spirit of good faith within reasonable time after the date of the written expression of the disagreement by any of the parties.

If a difference or dispute is not resolved in this way, competent for its judicial resolution shall be the Courts of Sofia, Bulgaria, exclusively, which shall decide on any trials regarding the execution and the Bulgarian law shall apply.