Terms and Conditions
TERMS AND CONDITIONS
Your contract is with FITNESS 12 RETREATS LTD. Registered office: 26A Mansfield Road London NW3 2HP Company registration number 07390364. You will be referred to as “you” or the “client”. Fitness 12 Retreats will be referred to as “Fitness 12 Retreats” or “F12R”.
Fitness 12 Retreats holiday package/fitness retreat is classed as containing 3 out of 4 elements:
1. Transport from the airport to the destination (only applicable outside of the UK)
2. Accommodation in the destination/resort
3. All food and non-alcoholic beverages
4. FITNESS 12 RETREATS DO NOT PROVIDE FLIGHTS TO ANY DESTINATION
NOTE: PLEASE CHECK YOUR ITINERARY TO SEE WHAT IS INCLUDED WITHIN YOUR ACTUAL RETREAT ARRANGEMENTS, AS THESE VARY FROM TRIP TO TRIP AND WILL BE CLEARLY DEFINED IN THE ITINERARY.
ITEMS NOT INCLUDED IN YOUR HOLIDAY UNLESS STATED (not exhaustive):
- Any race/event entry. This is specified in the individual tour itinerary
-Travel insurance. It is strongly recommended that you take out some form of insurance with all our UK and foreign inclusive tours
-Insurance cover for any of your possessions, including, without limitation, sports equipment and bicycles
-Any other items listed as optional extras e.g. excursions
-Any additional expenses incurred such as unforeseen travel or medical expenses which are not anticipated in the itinerary
-Cost of visas and passports (where required)
-Cots and food for infants (i.e. under 2 years of age)
-Please state at the time of booking whether extra assistance is required for disability or if there are any special requests (Please note special requests, such as low floor, sea views, etc cannot be guaranteed unless you have been able to book the actual rooms in question)
1.1 When you make a booking you guarantee that you have the authority to accept and do accept on behalf of yourself/party or company the terms of these booking conditions. A contract will exist as soon as Fitness 12 Retreats issue a confirmation invoice. This contract is made on the terms of these booking conditions, which are governed by English Law, and the jurisdiction of the English Courts.
1.2 If you had not seen the terms and conditions when you made your booking and you are not happy to proceed with the booking now that you have seen them please return all documentation to Fitness 12 Retreats, within 7 days of the invoice date. Your booking will be cancelled and your monies will be returned in full, provided you have not commenced your travel. This clause does not apply if your booking was made within 12 weeks of travel.
2. Financial Protection
2.1 If you book via Credit Card you will be fully covered by your card provider. Some banks provide similar cover when paying via debit card and bank transfer.
3.1 Fitness 12 Retreats reserve the right to alter the prices of any of the holidays shown in the brochure or website. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed.
3.2 When you make your booking you must pay a deposit of at least 50% of the total retreat price.
3.3 If you miss flights or other transport methods for any reason, Fitness 12 Retreats will give you the length of your booked retreat to attend. You may not re book or transfer the retreat to another date.
4. Booking Changes and Cancellations
4.1 If, after Fitness 12 Retreats issue a confirmation invoice, you wish to change your travel arrangements in any way, including your chosen departure date or accommodation, F12R will do their utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking or your travel agent. You will be asked to pay an administration charge of £50 per booking, and any further cost F12R incur in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact F12R as soon as possible. A cancellation charge as detailed in clause 4.8 will be made for any persons cancelling and the booking invoice amended accordingly.
4.2 In certain cases with trips to La Manga Club, F12R may be able to change the date of your apartment booking to another date, but this will incur charges, both in terms of amendments fees and any difference in the price of the apartment between the initial booking and the date of the rebook. Departure date changes to existing La Manga Club bookings can only be made once in any calendar year and cannot be changed to a date more than 12 months after the initial date of travel which was booked.
4.3 Certain arrangements (e.g. golf green fees) may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.
4.4 It is unlikely that F12R will have to make any changes to the retreat booked. Occasionally, F12R may have to make changes and reserve the right to do so at any time. Most of these changes will be minor and the client will be advised at the earliest possible date. Occasionally some facilities at a hotel or venue may become unavailable at very short notice – F12R will try and advise the client as soon as possible. It is hoped that the hotel in question will have or make alternative provisions for you to continue to enjoy your trip.
4.5 F12R also reserve the right in any circumstances to cancel your retreat, for example, if the minimum number of clients required for a particular retreat is not reached by the balance due date. However, F12R will not cancel your travel arrangements less than 4 weeks before your departure date, except for reasons of force majeure or failure by you to pay the final balance. If F12R are unable to provide the booked travel arrangements, you can either have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable standard from F12R, if available (F12R will refund any price difference if the alternative is of a lower value). If it is necessary to cancel your travel arrangements, F12R will pay to you compensation as set out in clause 4.6.
IF WE MAKE A MAJOR CHANGE TO YOUR HOLIDAY
You will receive:
Less than 15 days before departure - £25
15 - 84 days before departure - £10
More than 84 days before departure - £0
IF WE CANCEL YOUR HOLIDAY
You will receive:
Less than 15 days before departure - £25 + monies paid
15 - 84 days before departure - £10 + monies paid
More than 84 days before departure - Deposit only
IF YOU CANCEL YOUR HOLIDAY
The cancellation charge will be:
Less than 15 days before departure - 100% of retreat cost 15 - 28 days before departure - 90% of holiday cost and any non-refundable costs
29 - 56 days - 70% of holiday cost and any non-refundable costs
57 - 84 days before departure - 50% of holiday cost and any non-refundable costs
More than 84 days before departure - Deposit and any non-refundable costs
4.7 Force Majeure means that F12R will not pay you compensation if F12R has to cancel or change a clients retreats in any way because of unusual or unforeseeable circumstances beyond F12R’s control. These can include, for example, war, riot, industrial dispute (for example, the disruption or closure of airports or other transport systems), terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions. In the unlikely event of the cancellation/postponement of the retreats for whatsoever force majeure reason, Fitness 12 Retreats cannot be held responsible in any way for any monetary loss, inconvenience or any other circumstances, including non-refundable fees.
5.1 If you have a problem during your holiday, please inform the relevant supplier (e.g. your hotelier) and a Fitness 12 Retreats representative immediately who will endeavor to put things right. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to the Customer Services Department at Fitness 12 Retreats, 23 Oppidans Road, London, NW3 3AG, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist F12R to quickly identify your concerns and speed up the response. It is strongly recommended that you communicate any complaint to the supplier of the services in question as well as to a F12R representative without delay and complete a report form during the retreat. If you fail to follow this procedure investigations could be subject to delay and this may affect your rights under this contract.
6.1 If the contract F12R has with you is not performed or is improperly performed by F12R, F12R will pay you appropriate compensation, up to a maximum of twice the cost of the retreat package per person you have booked with F12R, if this has affected the enjoyment of your travel arrangements. However F12R will not be liable where any failure in the performance of the contract is due to: you; or a third party unconnected with the provision of the fitness retreat and where the failure is unforeseeable or unavoidable; or unusual and unforeseeable circumstances beyond F12R’s control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which F12R or suppliers, even with all due care, could not foresee or forestall. Fitness 12 Retreats will have no liability in respect of the death or personal injury of a client in so far as that death or personal injury was not caused by Fitness 12 Retreat’s negligence or that of its employees, and it is the client’s responsibility to obtain relevant insurance. Fitness 12 Retreats is insured against death or personal injury caused by its own negligence, act or omission.
6.2 For those who participate in sports, water sports and winter sports whilst travelling with F12R or on holiday that have been organised and arranged completely independently of Fitness 12 Retreats, it should be understood that such participation is at the client’s own risk and Fitness 12 Retreats accepts no liability whatsoever for any loss or damage arising from such participation. It is the client’s responsibility to ensure the sports activity meets applicable health and safety standards. Fitness 12 Retreats is not in a position to give any warranties to that effect.
6.3 For those who participate in sports, water sports or winter sports, whilst on holiday, that have been organised and arranged independently of Fitness 12 Retreats, it should be understood that such participation is entirely at the client’s own risk, and Fitness 12 Retreats accepts no liability whatsoever for any loss or damage arising from such participation.
6.4 It is the client’s responsibility to obtain adequate insurance for whatever sports they intend to participate in whilst on holiday.
6.5 In the event that Fitness 12 Retreats strongly advises the client not to participate in a particular activity and the client then proceeds to participate in such activity contrary to the Fitness 12 Retreat’s advice, the client does so entirely at the client’s own risk and Fitness 12 Retreats shall have no liability to the client in respect of any personal injury, loss or damage that the client may suffer as a result of participating in such activity.
6.6 Fitness 12 Retreats is not qualified to express an opinion confirming whether or not the client is fit to participate in sports activities and the client will be responsible for ensuring that they have the level of fitness required to participate in such activities. The client shall not participate in sports activities if they are suffering from any serious medical condition, are pregnant, or have recently undergone surgery unless the client has a certificate confirming their fitness to participate in sports activities. The client must not participate in sports activities of any kind if they are under the influence of alcohol or drugs.
6.7 Whilst Fitness 12 Retreat’s employees will try and answer client queries in a helpful manner, should the client have a query that does not fall within that employee’s area of expertise in the opinion of a reasonable bystander, the client should not rely on the advice of the Fitness 12 Retreat’s employee, and should employ an appropriate specialist to provide them with the advice that they seek. F12R’s liability, except in cases involving death, injury or illness, shall be limited to a maximum of twice the cost of the retreat price per person.
6.8 Health and Safety standards applicable to the elements of the holiday booked with F12R should meet the local regulations of your destination, however please note that these may not be the same as in the UK and may vary from destination to destination.All retreat descriptions are advised by F12R in good faith and every care is taken to ensure their accuracy. However, since F12R include so much detail and since the retreats are prepared up to 12 months in advance, there may be occasions when an advertised facility or entertainment is not available during a retreat. Certain facilities e.g. swimming pools, require maintenance and sometimes have to be temporarily withdrawn from use for such work to be done. Outdoor activities, beach services and water sports for example may not operate for reasons such as unstable weather conditions or lack of support, or golf courses, bowling greens etc may be closed for maintenance or private competitions. Similarly there may be occasions, especially during the low season, where certain advertised schedules, entertainment or amenities are changed, cancelled or curtailed. Further, the operation of certain amenities and facilities may be subject to local licensing laws or religious holiday. Government or local authority restrictions may also dictate that a hotel or apartment limits certain facilities e.g. air-conditioning or water supply, in the cause of conservation. Should any of these examples occur (or any other incidents of a similar nature), Fitness 12 Retreats will not be liable for any loss or damages occurring as a result.
7.1 If this contract is not performed or is improperly performed as a result of failures attributable to a third party unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond F12R control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which F12R or suppliers, even with all due care, could not foresee or forestall, and you suffer an injury or other material loss, F12R will offer prompt assistance as is reasonable in the circumstances.
8. Passport, Visa and Immigration Requirements
8.1 Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. F12R do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
9. Excursions or Tours
9.1 Excursions or other tours that you may choose to book or pay for whilst you are on on the fitness retreat are not part of your retreat provided by F12R. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with F12R. Fitness 12 Retreats are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
10. Data Protection
10.1 To ensure that the retreat runs smoothly, F12R need to supply your key information to specific suppliers involved in the organisation of your holiday. F12R may occasionally contact you to inform you of products and services from Fitness 12 Retreats or associated companies. Should you wish not to be kept up to date with this information, please contact Fitness 12 Retreats. You have the right to see any information Fitness 12 Retreats may hold relating to yourself.
11. Health Regulations
11.1 F12R advise all customers to check the latest health requirements for travel to their chosen destination. Please consult your doctor, practice nurse or travel health clinic and/or obtain the relevant health leaflets e.g. the D.O.H. leaflet “Protect your Health Abroad” from your local Post Office or the Department of Health. Also consult the following websites for advice: www.foc.gov.uk. www.dh.gov.uk, www.hpa.org.uk and www.nathnac.org.For Foreign Office advice on traveling to other countries, please refer to www.fco.gov.uk/knowbeforeyougo
12. Medical Information
12.1 Clients are obliged to fill in the appropriate medical form and fitness assessment which Fitness 12 Retreats will send you. This form must be completed and returned at least seven days before date of departure from the UK. Failure to return the medical form within the specified time could result in your booking being cancelled with the loss of all monies paid. Please note that all requested medical information must be supplied otherwise the form may be invalid.
13.1 Please note that changes or cancellation of any green fees may result in 100% green fee cancellation charge, depending on the golf course. F12R cannot be held responsible for the actual playing conditions of the golf courses whether caused by course maintenance, climate conditions etc. F12R do request all maintenance schedules from the golf courses that F12R work with and where are advised this information is passed onto you. Please take note that maintenance schedules are subject to change due to the weather conditions. The large majority of golf courses now require golfers to present an official handicap certificate prior to course entry. Therefore F12R strongly recommend you take a Certificate with you regardless as clubs can charge their regulations. Please note that virtually all airlines now charge for the carriage of golf clubs.
13.2 Whilst Fitness 12 Retreats endeavour to meet your requests for specific courses, days and times, these are subject to availability and F12R cannot guarantee specific course, days or times. Requests are not binding with F12R.
13.3 Please note that the majority of European courses see golf buggy hire as an extra cost and in most cases the courses can not guarantee the supply as they view it is an enquiry and not a must. Due to the inconsistent supply of golf buggies, Fitness 12 Retreats do not pre-book buggies
14. Hotel Check In/Check Out
14.1 The standard international practice is to let rooms from mid afternoon on the day of arrival until mid morning of the day of departure. Occasionally when you arrive at your accommodation, you may have to wait a short while until your room is ready. Similarly, if you are leaving the destination on a flight later in the day, you may be required to check out of your hotel room earlier in the day. In some cases, you may be able to extend you stay in your room or have access to facilities at the accommodation to change and refresh yourself in, but Fitness 12 Retreats cannot guarantee this, and this should be arranged with the accommodation management.
15. Room Sharing
15.1 If you are travelling alone and do not wish to pay the applicable supplement for a single room, F12R will, if you wish and subject to availability, match you up with someone of the same sex on a “twin to share” basis wherever possible. If you select a room sold on this “twin to share” basis you will be sharing with another participant on the tour and not have sole use of the room. In such cases F12R are not allowed to give any details regarding the name, address or phone contact of the parties requesting sharing arrangements. Please note, you must inform F12R in advance of any medical conditions or personal issues that may negatively impact on someone else’s enjoyment of the trip, for example, snoring – if you do not inform F12R, then Fitness 12 Retreats reserve the right to change your booking to a single room and for you to pay the balance.Please note that where a room has been booked for one person only, whether it be a single room or the sole occupancy of a larger room, no other person is permitted to stay in that room, even if there is physically space for that person.
16.1 Whilst F12R aim to deliver the itinerary as specified at the time of booking, sometimes circumstances beyond F12R’s control may prevent this from happening. F12R do not assume liability for any loss of the advertised elements of the itinerary as described in the brochure, website or through social media or any other form of marketing.
17.1 Please note, if your behaviour at any of the hotels or venues that F12R use, leads to damage or costs being levied by suppliers, Fitness 12 Retreats will seek redress, and recoup these costs from you. This could include damage to property.