When booking a retreat, you will be asked to agree to the following Terms & Conditions.
This agreement is made between the guest and Violeta Flows LTD.
1. Booking
Your booking is not considered confirmed, and no contract shall exist, until:
- we have received the deposit stated on the relevant retreat page; and
- you have agreed to these Terms & Conditions.
Once your deposit has been received, your place on the retreat is secured, subject to availability and the terms outlined below.
2. Payment
2.1 Retreat Pricing
All retreat prices are listed and payable in EUR (€).
The amount due is the exact amount to be received by Violeta Flows LTD.
2.2 Deposits & Non-Refundable Payments
Any payment stated as non-refundable is also non-transferable to another retreat, event, or service unless explicitly agreed otherwise in writing.
We strongly recommend purchasing travel insurance to cover unforeseen cancellations, illness, or travel disruption.
No refunds will be issued under any circumstances for any payment clearly stated as non-refundable.
2.3 Balance Payment
The remaining balance must be paid by the deadline stated on the relevant retreat page or booking confirmation.
If the balance is not paid by the due date, we reserve the right to cancel your booking and retain any payments already made, including your deposit.
2.4 Payment Plans
Payment plans may be offered at our discretion in order to provide a more flexible payment structure.
Failure to complete payments under an agreed payment plan may result in loss of your place on the retreat and forfeiture of payments already made.
3. Travel
3.1 Travel Insurance
Travel insurance is strongly recommended for all guests.
If you choose to purchase insurance, we recommend that your policy covers, where relevant:
- retreat activities
- unexpected cancellation
- illness or injury
- personal losses
- travel disruption
- emergency medical support
You are responsible for ensuring your policy is suitable for your personal circumstances and planned participation.
3.2 Travel Arrangements
All travel arrangements are your own responsibility and at your own cost, unless otherwise stated on the retreat page.
This includes, but is not limited to:
- flights
- airport transfers
- local transport
- visas
- passports
- travel documentation
Violeta Flows LTD shall not be held liable for delays, cancellations, missed connections, denied boarding, documentation issues, or any consequences arising from third-party travel providers.
4. Health & Participation
4.1 Personal Responsibility
By joining a retreat, you acknowledge that you are voluntarily participating in all activities at your own risk.
It is your responsibility to:
- inform the host of any injuries, medical conditions, or relevant health concerns before booking;
- listen to your body and act within your own limits;
- immediately stop any activity that causes pain, discomfort, dizziness, or distress; and
- inform the host promptly if any issue arises during the retreat.
4.2 Fitness to Participate
It is your responsibility to ensure that you are physically and mentally fit to take part in retreat activities.
These activities may include, but are not limited to:
- yoga
- mobility / movement classes
- workouts
- dance
- hiking
- swimming
- surfing
- excursions or other optional physical activities
If you are unsure whether participation is appropriate for you, we strongly recommend that you consult a qualified medical professional before booking.
4.3 Medical & Mental Health Disclosure
You must inform us before booking if you have any mental or physical health condition, injury, medical diagnosis, or other circumstance that may affect your participation or safety during the retreat.
We reserve the right to decline a booking or, where necessary, ask a guest not to participate in part or all of the retreat if we believe participation may pose a risk to their wellbeing or the wellbeing of others.
4.4 Natural Environment & Terrain
Some retreats may take place in natural, rural, coastal, or uneven environments.
By booking, you acknowledge that such environments may include:
- uneven ground
- steps or rocky surfaces
- insects
- reptiles
- outdoor conditions
- heat / humidity / weather exposure
While reasonable care is taken to maintain a safe environment, Violeta Flows LTD shall not be held responsible for injuries, discomfort, or incidents arising from the natural characteristics of the location.
4.5 Pregnancy
Guests who are pregnant must notify us before booking.
If you are between 12 and 28 weeks pregnant, we may request written approval from your healthcare provider confirming that you are fit to travel and able to participate in the retreat activities.
Please note that we do not provide specialist prenatal or postnatal yoga classes unless explicitly stated. If you choose to participate while pregnant, you do so at your own discretion and responsibility.
5. Dietary Requirements & Food
5.1 Retreat Menu
Menus vary depending on the retreat and location.
Please refer to the specific retreat page for information regarding the food offering.
Meals may include a mix of vegetarian, fish, and/or meat dishes unless otherwise stated.
5.2 Dietary Allergies & Intolerances
All dietary allergies, intolerances, and relevant food restrictions must be disclosed at the time of booking.
If your dietary needs change after booking, it is your responsibility to inform us as early as possible.
5.3 Serious Dietary Requirements
If you have a serious allergy, coeliac disease, or other significant dietary requirement, please contact us before paying your deposit so we can confirm whether we are able to accommodate you safely.
5.4 Undisclosed Dietary Needs
Dietary requirements that are not disclosed at the time of booking may not be able to be accommodated.
5.5 Alcohol
We do not provide alcohol as part of our retreats unless explicitly stated otherwise.
If you choose to consume alcohol during your retreat, we ask that you do so responsibly and with consideration for your own wellbeing, your participation in retreat activities, and the experience of others.
6. Cancellation by the Guest
6.1 Guest Cancellations
You may cancel your booking at any time by notifying us in writing via email.
6.2 Non-Refundable Payments
In all cancellation cases, any payment stated as non-refundable will be retained.
6.3 Unused Retreat Time
Bookings are made for the full stated duration of the retreat.
No refunds will be given for any unused portion of the retreat, including late arrival, early departure, missed meals, missed classes, or missed activities.
If the reason for your cancellation is covered under your travel insurance policy, you may be able to make a claim directly with your insurer.
7. Changes to the Retreat
Occasionally, changes may be necessary due to weather, local conditions, guest safety, host availability, or other unforeseen circumstances.
This may include changes to:
- teachers or facilitators
- class times
- excursions
- meals
- activities
- accommodation arrangements
- retreat schedule
We reserve the right to make reasonable amendments at any time where necessary.
8. Cancellation by the Host
In the unlikely event that Violeta Flows LTD cancels a retreat, all payments made directly to us for the retreat will be refunded in full.
We are not responsible for any external costs incurred by guests in relation to the retreat, including but not limited to:
- flights
- travel arrangements
- visas
- insurance
- transport bookings
- third-party accommodation
This is one more reason why travel insurance is strongly recommended.
9. Liability
9.1 Our Responsibility
We accept responsibility for providing the retreat substantially as described and for delivering the services we are contractually obliged to provide to a reasonable standard.
9.2 Events Beyond Our Control
We are not liable for cancellations, delays, changes, or disruption caused by events beyond our reasonable control, including but not limited to:
- natural disasters
- extreme weather
- fire
- flood
- epidemic / pandemic
- airport closures
- transport issues
- industrial action
- government restrictions
- war
- terrorism
- civil unrest
- staff illness or unavailability
- unforeseen local or international events
9.3 Participation at Your Own Risk
All retreat activities are undertaken voluntarily and at your own risk.
To the fullest extent permitted by law, Violeta Flows LTD shall not be held liable for:
- injuries sustained during or after the retreat
- illness or medical issues arising during or after the retreat
- psychiatric or emotional conditions arising during or after the retreat
- loss, theft, or damage to personal belongings
10. Group Bookings
Where one person books on behalf of multiple guests, the person making the booking confirms that they have the authority to accept these Terms & Conditions on behalf of all guests included in the booking.
Each guest shall be bound individually by these Terms & Conditions as though they had made the booking themselves.
11. Personal Belongings
You are solely responsible for your personal belongings at all times during the retreat.
Violeta Flows LTD accepts no liability for any loss, theft, or damage to personal possessions.
12. Complaints
If you experience a problem during your retreat, please inform the host as soon as possible so that we have the opportunity to address it during your stay.
We cannot be held responsible for complaints or dissatisfaction that are only raised after the retreat if no opportunity was given to resolve the issue at the time.
Please also note that we are not responsible for the personal behaviour, preferences, or interpersonal dynamics of other guests.
13. Privacy
Your personal details will not be sold or shared with unrelated third parties for marketing purposes.
Any personal information you provide will be used only for purposes reasonably connected with:
- your booking
- retreat administration
- communication regarding your retreat
- safety / dietary / logistical planning
- internal business administration
By booking, you consent to the collection and use of your information for these purposes.
If you would like, you can later connect this to a fuller Privacy Policy page on your website.
14. Photography & Videography
14.1 Content Capture
During retreats, we may occasionally take photographs and/or video content for promotional and marketing purposes, as well as to document memories from the experience.
14.2 Use of Images
By attending the retreat, you agree that Violeta Flows LTD may use photographs and videos in which you may appear for:
- social media
- marketing materials
- website content
- future retreat promotion
- violetaflows.com
If you do not wish to appear in photos or videos, please notify us in writing before the retreat begins, and we will do our best to respect your preference.