By making a retreat booking with SoftGround Retreats, you confirm that you have read and understood these Terms & Conditions and agree to the terms that apply to your reservation.

1. Booking Your Retreat

Enquiries are made directly through our website, and you will be directed to email us to secure your booking.

To secure your place, a non-refundable deposit of £400 is required. Your booking will be confirmed once we have received the required payment and have sent you written confirmation.

By making a booking, you confirm that the information you provide is accurate and complete. Guests are responsible for informing us of any relevant physical or mental health conditions, injuries, allergies, dietary requirements or intolerances before the retreat. We cannot be responsible for issues arising from information that has not been disclosed.

2. Payments & Payment Plans

The full price of your retreat and details of what is included will be provided before you book.

A deposit of £400 is payable at the time of booking, with the remaining balance due 12 weeks before the retreat start date.

Payment plans are available. The payment dates and amounts will be confirmed in writing when the arrangement is made.

If a payment is overdue, we will contact you to discuss the outstanding balance. If payment remains outstanding, we may take further action in accordance with these Terms & Conditions, which may include cancellation of your booking.

Payments should be made using the methods specified in your booking confirmation. Any currency conversion charges or bank fees associated with your payment are your responsibility, we must receive the full amount in GBP.

We may occasionally offer promotional rates or discounts on future retreat bookings closer to the date. This will not entitle guests who have already booked to a refund or price adjustment, if a retreat is advertised at a discounted rate.

3. Changes or Cancellations by The Guest

We understand that circumstances can change and that you may occasionally need to cancel your space on retreat.

If you need to cancel, please contact us in writing as soon as possible. Your cancellation will take effect when we receive your written notification.

Our cancellation policy is as follows:

• More than 12 weeks prior the retreat: refund available (excluding deposit)

• 8-12 weeks prior to retreat: 50% refund (excluding deposit)

• 8 weeks prior to retreat: no refunds possible on the balance or deposit

Under any circumstance, the nonrefundable deposit will not be refunded.

If you are unable to attend, you may contact us to discuss transferring your place to another person. Any transfer will be subject to availability and our agreement. If we are operating a waitlist for your retreat, we will try our best to source a replacement for you.

If you arrive late, leave early or choose not to participate in part of the retreat, refunds will not be available for unused activities, accommodation or meals.

We strongly recommend taking out appropriate travel insurance as soon as you book, including cover for cancellation, illness, travel disruption and any activities you plan to undertake. Any reasons for cancellation may be claimed via your insurance.

4. Changes or Cancellation by Us

We put considerable care into planning each retreat. However, occasionally circumstances may require us to make changes to the programme.

This may include adjustments to class times, instructors, activities, meals, accommodation arrangements or other elements of the retreat. Where a change is necessary, we will aim to minimise disruption and inform you as soon as reasonably possible.

In the exceptional circumstance we have to cancel a retreat altogether, we will contact you immediately and explain the arrangements available, including transferring to another retreat or a full refund.

5. Travel & Insurance

Unless stated in your booking details, travel to and from the retreat is your responsibility and is not included in the retreat price.

Please ensure that your passport, visa and other travel documents are valid and that you allow sufficient time to reach the retreat venue.

If travel delays affect your arrival, please contact us as soon as possible so that we can advise you on the available options.

Travel insurance is strongly recommended. Your policy should provide suitable cover for cancellation, medical expenses, travel disruption, personal belongings and the activities you intend to take part in.

We are not liable for cancellations, delays or changes resulting from circumstances beyond our reasonable control, including but not limited to war, terrorism, civil unrest, industrial action, natural disasters, public health emergencies, airport closures, transport disruptions or unforeseen operational difficulties.

6. Health, Safety & Pilates Participation

Pilates and other physical activities carry inherent risks, and each guest is responsible for participating within their own abilities and limitations.

Before attending, please consider whether the planned activities are appropriate for your current level of fitness and health. If you are unsure, we recommend seeking advice from a suitably qualified medical professional.

Please inform us before the retreat of any injuries, relevant medical conditions, pregnancy-related considerations or physical limitations that could affect your ability to participate safely.

Anyone who is 12+ weeks pregnant must provide a letter from their GP specifying that they can travel and partake in the activities planned. The Pilates classes are not pre-natal specific, so a strong understanding of Pilates and the relevant modifications are needed to attend our retreats.

During classes, please listen to your body, follow the instructor's guidance and work at a pace that feels appropriate for you. You should stop an activity if you experience pain, dizziness, unusual shortness of breath or other concerning symptoms, and notify the instructor where appropriate.

Our instructors may suggest modifications or ask you to stop participating in a particular activity if they reasonably believe this is necessary for your safety or the safety of others.

Pilates instruction is not medical treatment and is not intended to replace professional medical advice, diagnosis or care.

We are not liable for any injuries that may incur on retreat, or any medical conditions that may develop during or after retreat.

7. Medical Information & Accessibility

To help us prepare for your arrival, we may ask you to provide relevant health, accessibility and emergency contact information.

Please be honest and thorough when sharing information that could affect your participation or wellbeing. If your circumstances change between booking and the retreat, please let us know as soon as possible.

Where we have a reasonable concern about whether an activity is suitable for you, we may discuss alternative arrangements or recommend that you do not participate in that activity.

If we believe we cannot safely accommodate a particular need, we will discuss the situation with you and consider any reasonable adjustments before making a decision about your participation or booking.

We will handle health and other personal information carefully and in accordance with our Privacy Policy.

8. Accommodation, Meals & Dietary Requirements

Room allocations, facilities and amenities may vary depending on the accommodation selected. Any room preferences should be communicated at the time of booking and will be accommodated where possible.

Please inform us of any dietary requirements, allergies or intolerances when making your booking. If these change before the retreat, please update us as soon as possible.

We will ensure to communicate dietary requirements to relevant venues and food providers. However, we may not be able to guarantee that all requirements can be met or that food will be completely free from traces of allergens or cross-contamination.

If you have a severe allergy or a dietary requirement that may affect your safety, please discuss this with us before confirming your booking so that we can establish whether appropriate arrangements are possible.

Any restrictions on food, drink or other items at a retreat will be communicated to you before booking.

9. Guest Behaviour & Retreat Etiquette

We want our retreats to be welcoming, respectful and enjoyable for everyone.

We ask all guests to treat fellow participants, instructors, staff and venue teams with consideration and respect, and to follow reasonable safety instructions and venue rules.

Harassment, discrimination, threatening behaviour, violence or conduct that seriously disrupts the experience or puts others at risk will not be tolerated.

If a guest's behaviour creates a serious concern, we may take appropriate action, including asking them to stop certain activities or, where necessary, leave the retreat.

Any decision to remove a guest will be made fairly. Refunds and any additional costs will be assessed in light of the circumstances.

We also ask guests to respect the privacy, personal space and wellbeing of others throughout the retreat.

10. Personal Belongings & Property

Please take care of your personal belongings during your stay and ensure that valuables are stored securely.

We are not responsible for lost, stolen or damaged personal belongings.

If you cause damage to the accommodation, equipment or other property through negligent, deliberate or otherwise wrongful behaviour, you may be responsible for the reasonable cost of repair or replacement.

Please report any loss, damage or safety concerns to us as soon as possible.

11. Group Bookings

If you make a booking on behalf of other guests, you confirm that you have their permission to provide the information required for the booking and to make the arrangements on their behalf.

Each guest remains responsible for providing accurate personal information, disclosing relevant health or dietary requirements and understanding the terms that apply to their participation.

The person making the booking is responsible for the payments they have agreed to make. No guest will automatically be responsible for another guest's obligations unless this has been clearly agreed.

Where group members make separate bookings, each booking will be treated according to its own confirmation and payment arrangements.

12. Photography, Filming & Social Media

We may arrange photography or videography during our retreats to capture memories and share the atmosphere of the experience.

You agree to authorise Ellie Gammon, SoftGround Retreats / MoveWellWithEll to use photographs and videos of you on social media and on the website.

13. Privacy Policy

We respect your privacy and are committed to handling your personal information responsibly. Your details will only be used where necessary to manage your booking, provide our services and improve your experience. We will not sell your personal information and will only share it with third parties where necessary to deliver our services.

14. Complaints & Feedback

Your experience matters to us. If an issue arises during your retreat, please tell us or a member of the retreat team as soon as you can. This gives us an opportunity to understand the situation and try to resolve it as quickly as possible.

We cannot be responsible for another guest’s behaviour.

15. Our Responsibilities & Liability

We will take reasonable care when organising your retreat and providing the services described in your booking information.