All retreat participants must make themselves aware of the terms and conditions and accept the risks associated with the course activities, each guest must be responsible for taking out their own personal accident, holiday, cancellation and Covid cover insurance policy for the full duration of their chosen retreat, this is a non negotiable condition when booking one of our retreats.

If you do not already have a comprehensive travel policy with Covid cover in place prior to making your retreat reservation, we strongly advise that you do take out a comprehensive policy as soon as you book your retreat.

Trevor James, LLC known and referred to hereafter as TJ accepts bookings subject to the following conditions as laid out below.

Interpretation and Definitions:

In the agreement unless otherwise specified the following expressions refer to the following meanings.

Booking – The booking made by the client with TJ and as set out on the TJ booking form.

Booking Form – The booking form produced by TJ to be completed by the client when and upon making a booking with TJ.

Contract – The contract between the client and TJ under which the services are provided by TJ to the client.

Client – The person, business or company who makes the booking with TJ. All individuals to whom the services are provided by TJ must be of a minimum age of 18 years.

Payment – The total fee will be due for payment strictly 6 full weeks in advance of the retreat / course commencement date. 

Fee – The amount payable to TJ under the contract.

Deposit – A deposit payment of $500.00 per person will be required to reserve each place at the retreat.

Force Majeure / Special Circumstances – Any act, event, omission or accident beyond TJ’s reasonable control including but in no way limited to Act of God, war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, pandemic, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, adverse weather, default of suppliers or subcontractors, strikes, lock-out’s, or other industrial disputes, failure of a utility service or transport network.

Major Change – A change in the date or over 80% of the content of the service. The exception being under “special circumstances”.

TJ – Trevor James, LLC

Recordings – Photographs, videos, or any other audio visual recordings taken of the clients during the provision of the services.

Wording importing the singular meaning shall include the plural meaning and vice versa.

All wording within the booking conditions is generalized and any reference to any gender includes the other genders.

The headings in these conditions are for convenience only and shall not affect their interpretation.

Acceptance:

A contract for the services is made between TJ and the client upon the issue of a formal written confirmation (e-mail) of booking by TJ, 

The contract is subject to these booking conditions which the client has been deemed to have read and fully understood. These booking conditions can only be varied by written agreement between TJ and the client.

Services:

The activities and services provided by TJ to the client under the terms of the contract and service shall be construed accordingly.

Booking:

To place a booking, TJ requires a completed booking form together with the payment of a deposit fee in the sum of $500.00 per person. If a booking is made by telephone, e-mail or facsimile, the client shall be deemed to have read and fully understood these conditions and signed the declaration on the booking form. All bookings are provisional and are only confirmed when the deposit payment has cleared TJ’s bank account and a formal email confirmation has been sent to the client detailing their formal reservation confirmation, the retreat date and program chosen, retreat reservation notes and information which include details of the retreats complimentary airport transfer service, plus guest questionnaire.

After a reservation has been made by the client, the client should not book their preferred flights until the reservation has been confirmed by TJ in the form of a formal confirmation sent via email which will include: formal confirmation of the retreat date and program chosen, retreat reservation notes and information which include details of the retreats complimentary airport transfer service, plus guest questionnaire.

TJ reserves the right to decline any booking at their discretion.

Fees and Payment Terms:

The fee payable at the time of booking shall include the planning, organizing and delivery of the proposed services.

Upon the successful payment of the retreat fee by the client a contract is formed for the agreed program to be delivered, If the client wishes to alter any aspect of the program additional reasonable costs may be levied by TJ at their discretion.

The full retreat fee is due three months before the commencement of the retreat and should be paid in full no later than 2 months before the commencement of the course unless agreed otherwise in writing / via email prior to / upon confirmation of booking.

In the event that the balance is not paid in the specified time frame TJ will have the discretion to treat the booking as cancelled by the client and to re-sell the retreat place, the fee paid by the client will be retained by TJ.

TJ will charge a late payment fee to those guests who do not pay in full within the time frame specified in the payment terms and conditions, the late payment fee will be charged at $50.00 per person.

Should a guest not pay in full within 60 full days in advance of a retreat start date then TJ will have the right to cancel the reservation without notice or compensation, in this case no refund will be due.

Responsibilities of the Client:

The fee does not include travel to and from the retreat location at which the proposed services shall be provided and this shall be the sole responsibility of the client unless otherwise agreed in writing with TJ.

The client is responsible for their own personal medical needs / requirements, clothing and footwear for the duration of the services unless otherwise agreed in writing with TJ.

It is the clients responsibility to inform TJ in writing of any past, present or potential health issues that may make them unsuitable to participate in the services agreed, failure to disclose any such information may result in TJ terminating the contract and withdrawing the client from the services without refund, notwithstanding conditions of cancelation by TJ. If a letter of suitability is required from a guest’s medical professional then this must be sent to and received by TJ a minimum of 14 days prior to a retreats start date. 

It is the sole responsibility of the client to ensure that the balance for the cost of their retreat place is paid in full and on time as per the terms set out by TJ.

It is the clients sole responsibility to ensure that they have purchased comprehensive and appropriate travel and medical insurance for the full duration of their retreat, this should include but not be limited to: personal accident, holiday and cancellation insurance for the full duration of the retreat, please note that purchasing / putting in place this type of insurance is a condition of booking a TJ retreat.

We strongly recommend that when choosing a comprehensive travel insurance that the cover includes personal accident, cancellation insurance plus full Covid cover for all Covid related eventualities and that it also includes cover for all of TJ’s terms and conditions, including but not limited to those regarding amendment or cancellation charges and that such insurance is purchased immediately upon making your retreat reservation with TJ.

The full retreat fee is payable 60 days before the commencement of the retreat / course unless agreed otherwise on confirmation of booking. It is the sole responsibility of the client to ensure that their payment is made on time and by the due date, as per the terms and conditions, TJ does not chase guest payments or send payment reminders.

Medical and Health:

All clients using TJ services should be aware that when participating in any exercise or exercise program, there is the possibility of physical injury. In making a reservation / booking with TJ, you agree to assume such risk and agree to release and discharge TJ from any and all claims for liability, injury, loss and or damage arising from your participation in our services.

If you have any medical condition/s that may make you unsuitable to participate and or may impact on your participation in TJ services, you are required to notify us of them in full prior to making you reservation / booking.

If TJ or any member of the TJ team believe that your health or safety is at risk or if you have failed to disclose to TJ in writing any illness, injury or any previous or current medical or health condition / reason that could potentially impact on your ability to participate in TJ services, this could result in TJ’s refusal to allow you to participate in all / part of the services. In such a situation, your contract may be terminated by TJ at the sole discretion of TJ without refund or compensation.

Subject to prior notification to the contrary in writing by the client to TJ, the client must confirm that he / she is of good mental and physical health and  not aware of any reason why they may not be unable and or unsuited to participate in TJ’s services and or may be likely to suffer illness or injury whilst participating in the services provided by TJ.

It is always advisable to consult with a Doctor prior to beginning any type of exercise program/regime.

Variations and Amendments:

TJ reserves the right to change any price or other particulars of the services before the contract becomes binding.

If there is a major change TJ shall notify the client forthwith, TJ shall seek to offer the client arrangements as close to the original as it is reasonably possible in the circumstances. If there is any other change other than a major change TJ is not obliged to inform the client in advance or obliged to pay any compensation. If changes are made by the venue TJ cannot be held responsible for any such changes which are out of their control.

Complimentary Group Airport Transfer Service:

TJ may, in some cases, offer a complimentary return private group airport transfer service, the service is offered on official arrival and departure days only and only at set times, TJ reserve the right to change the times offered / stated to accommodate the group, For those guests who have requested additional nights at the venue on an accommodation only basis they must arrange a separate transfer at their own cost, if they request TJ to arrange a transfer on their behalf the cost and all liability must be accepted by the guest.

For those guests whose flights suffer a delay which results in not being able to meet / take the group transfer TJ will be happy to assist with organizing an alternative transfer but the cost of the new transfer must be accepted by the guest. If a guest requests a taxi service which is provided by a local taxi company / any other provider other than one company contracted by TJ specifically to provide year round group airport transfers then any issue arising from this service must be accepted by the guest with no recourse or liability to TJ. 

Airport Transfer Service Cancellation:

If a guest has requested TJ to organize an airport transfer service for their arrival or departure ( private car and driver, taxi, private microbus, shuttle ) but then wishes to cancel this service, a minimum of 48 hours notice is required, notice is required in writing via email and if not given the guest will be liable for the full cost of the requested transfer service.

Cancellation Policy:

If the client wishes to cancel the reservation / contract they must advise TJ in writing / via confirmed email as soon as reasonably possible. Any cancellation of the contract will be subject to the following cancellation charges. For the avoidance of doubt the cancellation charges are based on the number of days before the arrival date of the services.

Date of cancellation – Cancellation charge

Less than 8 weeks – 100% of the cost of the retreat will be retained by TJ
Less than 12 weeks – 75% of the cost of the retreat will be retained by TJ
Less than 16 weeks – 50% of the cost of the retreat will be retained by TJ
More than 16 weeks – 30% of the cost of the retreat will be retained by TJ

If the client has taken advantage of the special “early bird” reservation deposit or has under “special circumstances” elected / requested to move / re-schedule their retreat or has simply requested to move / reschedule their retreat to a future date then this is an exception to the normal terms and conditions and the deposit / any further payment/s made by the client will become non refundable.

Refunds are made minus any applicable / relevant bank charges or card payment fees, plus an administration fee of $50.00 per client, Bank transfer refunds are made in US Dollars. Refunds are made minus any third party commissions where applicable.

Client Request To Change Retreat Reservation Dates

Should a guest request to move their retreat date to a new / alternative date, then any deposit / full payment previously received by TJ will be deemed as non refundable. If TJ accept a request by a guest to move their reservation (this is at the discretion of TJ) to a new / alternative date then an administration fee of $50.00 per person will be applied, If the request is within one full month of the retreats start date TJ will require medical proof if the change is due to a medical condition or injury. ( A hospital Doctors / GP report will be acceptable) If the request is within 14 full working days prior to the retreat start date then no move or change can be made at this stage. It is the responsibility of each individual guest to ensure that they have comprehensive travel and health insurance in place prior to or immediately upon making a reservation.

Cancellation By TJ:

TJ will always endeavor to fulfill confirmed bookings, however, TJ do reserve the right to cancel a scheduled retreat date or an individual booking / reservation. If TJ cancel a booking prior to the commencement of the services the client will be offered an alternative date, or where applicable a full refund of all monies paid by the guest up to that point (minus credit card charges and third party commission where applicable) for the specified reservation. *The exception being that: if the cancellation is due to “special circumstances” which are beyond the control of TJ. 

Assignment:

The contract may be assigned by the client to a third party subject at all times to conditions.

The client is unable to assign or transfer the contract to a third party without the prior written consent of TJ, if the client wishes to assign their contract, he or she must give notice in writing providing the full name, address and contact details of the third party. TJ shall then advise in writing as to if it consents to the assignment as soon as is reasonably possible. TJ reserve the right to refuse an assignment to a third party at any time and without reason, If subsequently a client has to cancel due to TJ refusing the assignment to a third party then the cancellation charges under cancellation by the client shall apply.

TJ may assign or sub contract to any third party the performance of any of its obligations under the contract without consent of the client.

Services:

TJ reserves the right to alter the content of the services at any time without notice to the client due to certain factors, including, but not limited to the weather, staff, and any physical fitness of the clients.

Any information on / about our services published by TJ for its literature and web site is designed for illustrative purposes only.

If the client elects not to participate in any of the services being provided, TJ has no obligation to provide an alternative activity or service and the client will not be entitled to a refund.

If TJ believes that a clients health and safety is at risk, or a client has failed to disclose any relevant health information in accordance with our terms and conditions, TJ may at its absolute discretion make decisions affecting the client and where necessary may terminate the contract immediately.

The client must refrain from any illegal act or any conduct physical or verbal which may give offense or cause danger or damage to any person or property. If TJ or any of its team, venue staff, consultants or agents become aware of any such action then TJ or any of its team, venue staff consultants or agents may at their absolute discretion have the client immediately removed from any property or facility without refund or compensation. TJ will have no liability whatsoever to the client under such circumstances.

Special Circumstances:

Force Majeure / Special Circumstances – Any act, event, omission or accident beyond TJ’s reasonable control including but in no way limited to Act of God, war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, adverse weather, default of suppliers or subcontractors, strikes, lock-out’s, or other industrial disputes, failure of a utility service or transport network. The closure of borders, a national / global health issue, such as a pandemic, World Health Organisation (WHO), the State Department or Government advice, for example that it is not safe to travel to our location during a time when a retreat is scheduled to take place.

Under Special Circumstances, Providing a minimum of 4 weeks notice is given by the client, TJ will offer to move / re-schedule the clients reservation to an alternative date within the same financial year. If there is a difference in rate due to this change the client will be liable to pay the additional cost or be due a refund of the difference in cost, where an additional cost is due the client must make the additional payment 6 weeks prior to the start date of the new retreats scheduled start date. Under special circumstances TJ will make no administration charges for moving the clients reservation. Under special circumstances where a client is offered the opportunity to, and elects / requests to move their reservation to an alternative date, the reservation / booking deposit will then become non refundable. Maximum number of moves / changes possible are two. If a client cancels or requests to move a reservation within 7 days of a retreats scheduled start date during a period of special circumstances TJ may make reasonable deductions.

Extra Costs: (Costs incurred by guests while at the retreat)

All spa and holistic therapies, private 1-2-1 appointments with any of the retreat team health and wellbeing members, additional meals, snacks etc will be charged as extras to the cost of the retreat.

Failure of a guest to settle their account (extras) in full prior to departure and as set out by the retreat director will result in the guests credit card being charged for the appropriate amount, in addition an administration fee equal to 25% of the total unpaid bill will be added to the charge.

If a guest has a query / feels that there is a discrepancy with any additional charges then they must make this known to the retreat director by 6.00pm / 18.00 at the latest on the last full day of the retreat either in person or via email. The last full day will be deemed to be the last full retreat day prior to the retreats official departure day.

Definition of “Full Board”:

The definition of full board will be 3 x meals per day which will be provided as breakfast, lunch and dinner and on full retreat days only, on arrival day only welcome dinner will be provided and on departure day only breakfast will be provided as part of the retreat cost. This applies ONLY to the retreats official arrival and departure days as specified in the published retreat dates for the appropriate year.

Complaints:

If there is a problem during the retreat / services, the client must report it in the first instance to the retreat facilitator so that all efforts may be made to resolve the problem promptly and effectively. In the unlikely event that the problem can not be resolved and the client wishes to make a complaint then the client must notify TJ in writing within 7 days of the end of the services / retreat. Failure to provide notice of the complaint in accordance with the above will preclude the client from being entitled to take any further action against TJ.

Venue:

Accommodation

If a guest requests additional night/s at the venue, it must be understood that they will be provided strictly on an accommodation only basis, and additional nights will not include any of the services provided during the retreat, this includes access to the Spa and gym, the venue may allow continued access after the retreat has finished but they will make a charge for this, which should be paid directly to the main reception at the venue. Each additional night will be charged at the appropriate rate and must be paid to the main reception at the venue.

The retreat will be deemed to finish at 10.00 am exactly on the retreats official day of departure as specified by TJ.

The venue has a check out policy which requires guests to vacate their rooms on the agreed day of departure by no later than 10.00 am, however wherever possible if a guest has a later departure time they will endeavor to allow the guest to remain in their suite until at the very latest 12.00 noon without charge or cost, but this is not guaranteed and is at the discretion of the venue management. If a guest would like to retain their room until the time of departure ( the latest possible being 9.00 pm / 21.00, then the venue will make a charge for this service, each guest must notify reception in advance of their requirements and pay the cost directly to main reception at the venue.

Additional Nights Requested By Client From The Venue:

If a guest should stay for 2 or more retreats which run sequentially but where there is a night(s) in between each retreat then the night(s) in between should be paid for by the guest directly to the venue as they do not form part of the retreat package offered by TJ, in this case the additional night/s are provided by the venue strictly on an accommodation only basis.

Liability:

None of the exclusions and limitations in these conditions are intended to limit any rights the client may have under statute or California law which may not be excluded, nor in any way to exclude or limit liability to the client for personal injury or death resulting from TJ negligence or that of its employees or agents, or for any liability incurred as a result of fraud or fraudulent misrepresentation by TJ.

The client understands that attending any activity or service provided by TJ involves some level of risk. These risks include but are not limited to physical injury or even death. By attending any activity or service provided by TJ the client agrees to assume these risks and agrees to release and discharge TJ and its Directors, employees and agents from any and all claims for liability.

Neither TJ nor any of its Directors, employees or agents will be liable for any loss or damage to any personal property or vehicle belonging to the client during the services.

It is the sole responsibility of the client to purchase full and adequate medical, personal injury and holiday insurance for the full duration of their stay with TJ.

All guests must refrain from any illegal act or any conduct unbecoming a retreat guest, conduct or language which may give offense to a team member or guest or any act which may cause damage to property.  If TJ or any of its staff, consultants or agents become aware of any such act / conduct then TJ and its agents may, at their absolute discretion, ask the client to leave the premises, property or facility, this will be without refund or compensation to the guest, in these circumstances TJ will have no further responsibility or liability to the guest.

Media:

TJ reserve the right to take any photos / recordings of the client during the services, and the client accepts that all rights whatsoever arising in the recordings shall be solely owned by TJ.

The client accepts and agrees that any photos / recordings may be used by TJ at its absolute discretion in any manner, including but not limited to its web site, promotional material and advertisements.

Copyright:

TJ reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, services or facilities. TJ reserves the right to take such actions as it deems appropriate or necessary to restrain or prevent infringement of such copyright.

Law and Jurisdiction

These terms and conditions shall be governed and construed in accordance with California  law, and the parties shall submit to the non exclusive jurisdiction of the California Courts.

PRIVACY POLICY:

TJ are committed to protecting and respecting your privacy.

Use of Data:

Any personal data that you submit will be retained by TJ for as long as you use the services and systems provided on the web site. Financial data you submit will not be stored or recorded.

Unless we are obliged or permitted by law to do so, and subject to clause, third party web sites and services your data will not be disclosed to third parties.

All personal data is stored securely in accordance with the principles of the Data Protection Act 1998.

Any or all of the above data may be required by us from time to time in order to provide you with the best possible service and experience whilst using our web site, specifically data may be used by us for the following;

• Internal record keeping.

• To help to improve our products and services.

• To transmit via e-mail details of our products and services which may be of interest to you.

• Contact for market research purposes, which can include e-mail, telephone, postal mail.

Third Party Websites and Services:

TJ may, from time to time, employ the services of other parties for dealing with matters that may include, but are not limited to, payment handling, delivery of purchased items, search engine facilities, advertising and marketing. The providers of such services do have access to certain personal data provided by users of this web site.

Your Right To Withhold Information:

You may access certain areas of the web site without providing any data at all, however, to use all services and systems available on the web site you may be required to submit account information or other data.

You may restrict your internet browsers use of cookies.

Cookies:

TJ may set and access cookies on your computer to enable us to; estimate our audience size and pattern, store information about your preferences, speed up your searches, recognize you when you return to our site.

A cookie is a small file which resides on your hard drive, and often contains an anonymous unique identifier and is accessible only by the web site that placed it there, not any other sites.

You may delete cookies, however you may lose any information that enables you to access the web site more quickly.

You can choose to enable or disable cookies on your web browser, by default your browser will accept cookies, however this can be altered. For further details consult the help menu of your browser. Disabling cookies may prevent you from using the full range of services available on the web site.

Changes To This Policy:

TJ reserves the right to change this privacy policy as we deem necessary, or as may be required by law. Any changes will be posted on the web site and you are deemed to have accepted the terms of the policy on your first use of the web site following the changes.

Data Collected:

Without limitation, any of the following data may be collected;

Name, date of birth, gender, job title, profession, contact information such as e-mail addresses and telephone numbers, demographic information such as zip code, preferences and interests. IP address ( automatically collected ) web browser type and version ( automatically collected ) operating system ( automatically collected ) a list of URL’s starting with a referring site, your activity on this site, and the site you exit to ( automatically collected ) and cookie information ( see above ).