Terms and Conditions
Retreat: 30th October – 2nd November 2026 (3 nights).
1. Who we are and what this contract covers
1.1 The organiser is Joanne Turner trading as The Zen Academy, 9 Wellesley Close, Moreton-in-Marsh, Gloucestershire, GL56 0FH. Email: hello@thezenacademy.co.uk Telephone: +44 (0) 7859 731707.
1.2 These Terms and Conditions apply to the RESET retreat taking place from 30 October to 2 November 2026 and set out the terms on which your retreat booking is provided by The Zen Academy. Nothing in these Terms affects your statutory consumer rights.
1.3 A 24-hour emergency contact number for use during the retreat will be provided in your pre-departure information.
1.4 The essential information about your retreat, including dates, accommodation, meals, programme, price and payment schedule, is shown in your booking confirmation, booking summary and/or invoice.
1.5 These Terms supplement the information and terms provided to you at the time you booked. They do not retrospectively replace payment, cancellation or refund terms that formed part of an existing confirmed booking.
1.6 If you booked through a third-party booking platform, the payment, cancellation and refund terms shown to you for that booking will apply where they differ from the equivalent provisions in these Terms. Your statutory consumer rights are not affected.
2. Booking, pricing and payment
2.1 A booking becomes binding when it is confirmed in writing by The Zen Academy or, where applicable, through the booking platform used for your reservation.
2.2 The deposit, total price, instalments and balance-payment dates applicable to your booking are those stated on your booking confirmation, booking summary and/or invoice.
2.3 Where you have agreed a payment plan, each instalment date and amount will be stated on your booking confirmation or invoice.
2.4 For direct bookings and bookings made through WeTravel, you agree to these Terms where they are provided to you before booking and you confirm your acceptance through the applicable checkout process.
2.5 WeTravel bookings. Where you book through WeTravel, WeTravel provides the booking and payment platform and may act as a limited payment collection agent. Payment processing is carried out by the payment providers used by that platform and is subject to their processing and compliance requirements.
2.6 BookRetreats bookings. Where you book through BookRetreats, payments processed through its platform are handled by BookRetreats under its applicable platform terms. The cancellation and payment policy stated in your BookRetreats booking summary applies to those matters, subject always to your statutory rights.
2.7 Late or missed payments for direct or WeTravel bookings. If an amount is unpaid on its due date, we will contact you and normally allow 7 days for payment unless the retreat is due to begin sooner. If payment remains overdue after that period, we may treat the booking as cancelled by you and apply the cancellation provisions in section 6. For BookRetreats bookings, the payment arrangements shown in your BookRetreats booking summary apply.
3. What is included and not included
3.1 Included: accommodation for 3 nights, meals as specified in your booking information, and the guided programme of activities described for the retreat.
3.2 Not included: travel to and from the venue, personal expenses, optional extras, personal travel or cancellation insurance, and anything not expressly stated as included.
4. Health, participation and safety
4.1 Retreat activities, which may include meditation, sound-based practices, breathwork, gentle movement, energy-based practices, cacao and optional Blue Lotus tea, are voluntary. You may choose not to participate in an activity.
4.2 You must provide relevant health information honestly, follow reasonable safety instructions, and tell us if anything changes before or during the retreat that may affect your safe participation.
4.3 You are responsible for bringing any medication you require and for informing us of relevant medical, allergy, accessibility or dietary needs as early as reasonably possible and in any event before attending the retreat. We will take reasonable steps to accommodate requirements that have been communicated to us, but we cannot guarantee that every request can be met.
4.4 The retreat programme is intended for personal development, reflection and wellbeing. It is not medical, psychiatric or psychological treatment and does not replace advice or treatment from an appropriately qualified healthcare professional.
4.5 We may decline or stop participation in a particular activity where we reasonably consider participation to be unsafe for you or for others.
4.6 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.
5. Changes and cancellation by us
5.1 Insignificant changes. We may make minor changes to the timetable, order of activities, venue arrangements or practitioner line-up where this does not materially change the overall character of the retreat. If a practitioner becomes unavailable, we may use a suitably qualified replacement and provide a comparable session.
5.2 Significant changes before the retreat. If we need to make a significant change to your retreat before it begins, we will let you know as soon as reasonably possible. Depending on the nature of the change, you may choose to accept the proposed change or cancel your booking and receive a refund of the amounts you have paid to us. Where appropriate, we may also offer you an alternative retreat or date. If you choose an alternative of lower value, we will refund the difference.
5.3 If you cancel your booking because of a significant change made by us, or if we cancel the retreat, any refund due will be made as soon as reasonably possible and normally within 14 days.
5.4 Minimum numbers. This retreat requires a minimum of 5 participants. The stated minimum-number cancellation deadline for this retreat was 7 August 2026. If the minimum number had not been reached by that date, we could have cancelled the retreat and provided a full refund without additional compensation.
5.5 Unavoidable and extraordinary circumstances. If we are prevented from performing the contract because of unavoidable and extraordinary circumstances that could not reasonably have been avoided, we may cancel the retreat. You will be entitled to a full refund of monies paid, but additional compensation is not payable where the law provides that it is excluded.
5.6 Cancellation for other reasons within our control. If we cancel for reasons within our control, you will receive a full refund. In addition, we will pay the following compensation per person unless a greater amount is required by applicable law:
Notice given on or before 7 August 2026: £0
Notice given from 8 August to 30 September 2026: £25
Notice given from 1 October to 29 October 2026: £50
6. Cancellation by you
6.1 You may cancel your booking at any time. How your cancellation is processed depends on how you booked.
6.2 Direct and WeTravel bookings. Unless different cancellation terms were expressly agreed with you in writing at the time of booking, the following cancellation charges apply. The percentages are of the total retreat price per person:
On or before 31 August 2026: loss of deposit only.
1 September to 16 September 2026: 40% of the total price.
17 September to 30 September 2026: 70% of the total price.
1 October to 15 October 2026: 90% of the total price.
16 October 2026 onwards: 100% of the total price.
These charges are intended to reflect the costs and losses we are likely to incur as the retreat approaches. If you ask, we will explain how the applicable cancellation charge has been calculated. If we are able to re-sell your place, we will refund any recovery above the amount of our actual loss and costs, less a reasonable administration cost of £25.
6.3 BookRetreats bookings. If you booked through BookRetreats, the cancellation policy shown in your BookRetreats booking summary applies. BookRetreats also provides a 72-hour cancellation grace period for eligible bookings under its platform terms. Cancellation and refund requests relating to payments processed by BookRetreats should be made through the BookRetreats process. Nothing in the BookRetreats policy removes any statutory right you may have under applicable package-travel or consumer law.
6.4 Exceptional circumstances. Nothing in these cancellation terms affects any statutory right you may have to cancel and receive a refund where exceptional circumstances make it impossible or unsafe for the retreat to go ahead or materially affect the services you have booked.
6.5 Transfers instead of cancellation. You may ask to transfer your booking to another person who meets the participation requirements. Please give us as much notice as reasonably possible and ideally at least 7 days before the retreat. You will be responsible only for any reasonable additional costs directly incurred in making the transfer. If you booked through a third-party platform, any transfer requirements of that platform must also be followed.
6.6 If you ask us to help re-sell a direct or WeTravel place, we will take reasonable steps to do so but cannot guarantee that another guest will book it.
6.7 Refund route. Refunds will normally be returned through the same payment route used for the original payment. Where a payment was processed through BookRetreats or another payment platform, the platform’s refund process may need to be followed. Any statutory refund deadline continues to apply.
7. Your responsibilities during the stay
7.1 Please treat the venue, accommodation, grounds and contents with reasonable care. You are responsible for the reasonable cost of repairing damage that you deliberately or negligently cause, excluding ordinary wear and tear.
7.2 Your personal property remains your responsibility. We are not liable for loss of or damage to personal belongings unless caused by our negligence or breach of contract. Where possible, items left behind can be returned at your cost, including postage and any reasonable administration expense.
7.3 You must follow reasonable venue and safety rules when using facilities such as the swimming pool, sauna or hot tub and follow any instructions given by the venue or retreat team.
8. Practitioners and suppliers
8.1 We use appropriately experienced practitioners and reputable suppliers. If a listed practitioner becomes unavailable, we may substitute a suitably qualified practitioner and provide a comparable session so that the overall character of the retreat is maintained.
8.2 The Zen Academy remains responsible for the retreat services that we have agreed to provide to you. Where we use independent practitioners or suppliers, we take reasonable care in their selection and coordination.
9. Insurance
9.1 We strongly recommend that you arrange personal insurance suitable for your circumstances, including appropriate cover for cancellation due to illness or other personal circumstances, travel disruption, medical needs where relevant, and loss of personal property.
10. If something goes wrong
10.1 We want you to receive the retreat experience that has been described and agreed when you book. If an element of the retreat is not provided as reasonably expected, please tell us as soon as possible so that we have an opportunity to resolve the issue. Where appropriate, we may offer an alternative arrangement, a proportionate refund or another reasonable remedy. Nothing in these Terms affects your statutory consumer rights.
10.2 Please tell a retreat host as soon as possible if something is not right so that we have a reasonable opportunity to put it right during your stay.
10.3 If the issue cannot be resolved during the retreat, please contact hello@thezenacademy.co.uk and we will investigate and respond in writing.
10.4 If you experience a problem or difficulty during the retreat, please speak to a member of the retreat team and we will provide reasonable assistance where we can.
10.5 Nothing in these Terms excludes or limits any right or remedy that cannot lawfully be excluded or limited.
11. Photography and privacy
11.1 We may take photographs or short videos during the retreat for The Zen Academy’s marketing and communications. You may opt out before or at check-in, or tell a team member at any time that you do not wish to be photographed or filmed.
11.2 We are the controller for personal information that we collect directly in connection with the retreat. We use booking platforms and service providers to help administer bookings and payments. We do not store your card details on our own systems.
11.3 Health, allergy, accessibility and dietary information may include special-category personal data. We use this information only as reasonably necessary to manage your booking, safety and participation and in accordance with our Privacy Notice.
11.4 Our Privacy Notice is available at: https://www.thezenacademy.co.uk/privacy-policy/
12. Special requests and accessibility
12.1 Please make any special request as early as possible. If a particular requirement is essential to your decision to attend, please ask us to confirm in writing whether it can be accommodated. Unless expressly confirmed, special requests cannot be guaranteed.
12.2 If you have accessibility needs, please contact us as early as possible so that we can discuss the venue and programme with you and confirm what reasonable arrangements can be made.
13. Pricing accuracy and obvious errors
13.1 We take reasonable care to ensure that prices and booking information are accurate. If we identify an obvious pricing error before confirming a booking, we may correct it and give you the choice of proceeding at the correct price or not completing the booking. Once a contract has been formed, we will only change the price where permitted by the contract and applicable law.
14. Booking-platform availability
14.1 WeTravel, BookRetreats and their payment providers are third-party services. If a platform outage delays a booking confirmation, payment or refund, we will take reasonable steps to complete or support the relevant action as soon as the platform becomes available. This does not reduce your statutory rights or any statutory refund deadline that applies to us.
15. Governing law and jurisdiction
15.1 These Terms are governed by English law. If you are a consumer, nothing in this clause deprives you of any mandatory protections or rights to bring proceedings in a court that has jurisdiction under applicable consumer law.
16. Contact
General enquiries: hello@thezenacademy.co.uk or +44 (0) 7859 731707
Emergency contact during the retreat: provided in your pre-departure information.