PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY BEFORE USING OUR SERVICES.
YOU WILL FIND FOUR SECTIONS PERTAINING TO T’S & C’S ON THE FOLLOWING; “BOOKING CONDITIONS,” “CLASSES & WORKSHOPS,” “SIGNATURE RETREATS & SPA DAYS,” “HOT TUB & WILD SWIMMING”
Bookings & Services - Terms & Conditions
Introduction and references
thequaives.com and campquaives.co.uk (“the Websites”) are websites owned and operated by The Rodea Ryan & Ryan Partnership Llp who shall be referred to as “we”, “us” or “our” in these terms and conditions.
The Quaives and Camp Quaives offers a number of services and these Terms and Conditions cover all eventualities from holiday bookings to whole site hire.
To make it easier to read these terms and conditions there are a number of further definitions which we use:
● “Services” means the provision of accommodation and all other facilities, services and items offered by us;
● “Deposit” means a deposit of 1/3rd of the total booking cost (which includes any “extras” selected at the time of booking);
● “Holidaymaker” means you and each person going on holiday with you on your booking at one of our holiday cottages or bell tents;
● “The Hirer” means you and each person making the booking for the hire of our accommodation, facilities and use of the grounds either part-site non-exclusive hire or whole-site exclusive hire. Where an organisation is named in the contract that organisation shall also be considered The Hirer and shall be jointly liable with the person who signed the contract.
● “The period of hire” means the date(s) and time(s) for hire referred to in the booking confirmation and other correspondence.
● “Signature Retreat Guest" means you and each person that has booked onto one of our own Signature Retreats hosted by Us
● “The Premises” means the buildings, parts of the buildings and grounds booked and referred to on the Websites;
● “The Authorised Officer” means the Directors of The Rodea Ryan & Ryan Partnership LLP (RR&RP), Daniel Rodea Ryan, Clare Rodea Ryan and Juliana Ryan or any person or persons nominated by them; and
● “You” means the lead person making a booking through us.
When you make a booking through us you are confirming that you agree and accept these terms and conditions. Please read them carefully.
1. Contract and Booking
The guest making the booking agrees that they are authorised to make this booking on behalf of all persons who shall be renting the accommodation and agrees to take full responsibility for this and the payment of any rental fees and/or damages. Bookings cannot be accepted from persons under 18 years of age.
The Properties are meant to be used for the purposes of a holiday, retreat and certain group bookings, including for special occasions such as birthdays and weddings, stag parties and hen does may not be allowed unless special arrangements (including the possible requirement for a safety deposit) are made with the Us.
No bookings are valid until confirmed by us in writing (including by email) and either a 30% deposit or full payment has been received.
2. Rates, Payment Terms and Holiday Insurance
We make details of rates including, where applicable, promotional rates and other special offers available on our brochures, email correspondence, newsletters, social media campaigns and in person.
When you request a reservation and we quote any rate(s), the rate(s) will apply only to the provision of the specific accommodation or facilities mentioned within the quote unless we specifically state otherwise.
Additional charges may apply for other Services including, but not limited to, hot tub hire, catering, kitchen hire, massages, massage room hire, wellness classes or entertainment facilities or activities, use of any other rooms, or any other equipment, services or facilities. We will inform you of rates payable for such additional Services on request by email.
Up until the point at which a confirmation of booking has been received and payment of a 30% deposit has been made rates for our services are subject to change without notice.
We reserve the right at any time to modify or discontinue our services and offers without notice at any time. We shall not be liable to you or to any third-party for any modification, rate change, suspension or discontinuance of the services.
For Holidaymakers and Signature Retreat Guests we require 30% deposit to reserve the dates for your selected accommodation type and/or your place on a signature retreat, with the final 70% paid in full, no less than 1 month prior to the arrival date. If the booking is within 1 month of your stay / the retreat start date 100% of the costs are to paid upfront to secure the booking.
For Hirers we require 30% deposit for venue hire and catering paid upfront to reserve the dates, with the final 70% paid in full, no less than 3 months prior to the arrival date. If the booking is within 3 months of the event start date 100% of the costs are to paid upfront to secure the booking.
The Authorised Officer will email all payment requests to the Holidaymaker / Signature Retreat Guest / Hirer to be paid in full on the due date. Failure to respond to these reminders and failure to make payment 5 working days post due date, will result in the dates being released and made available for rebooking, and all deposits paid by the Holidaymaker / Signature Retreat Guest / Hirer to date will be lost.
It is your responsibility to organise suitable UK holiday insurance to cover your stay and any activities with us as well as unexpected cancellation, sickness, losses and all the usual risks. You acknowledge that We are not to be held liable if your failure to arrange suitable insurance coverage leaves you exposed, medically, financially or otherwise.
3. Reservations
All reservations shall be governed by these Conditions. You may book to make a reservation for a room or other Services in advance through the Websites, by email (enquiries@thequaives.com) or telephone (+44(0)01227 200529).
When you request us to make a reservation, you must provide us with your identification information including, but not limited to, your name, address, contact telephone number and email address.
A reservation, once confirmed in writing, renders the person booking liable for the full payment of the quoted price.
These reservations are non-transferrable.
4. Force Majeure and Booking Protection
For the purposes of this Agreement, a Force Majeure Event means an event beyond our reasonable control including but not limited to: strikes, lock-outs or other industrial disputes, government lockdowns or forced closures, failure of a utility service or transport network, act of God, sickness, pandemics, nuclear radiation, biological circumstances, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or other adverse weather conditions or default of third parties.
We shall not be liable to you as a result of any delay or failure to perform our obligations under the booking as a result of a Force Majeure Event.
In the event of a Force Majeure Event and if the booking cannot go ahead on the date planned then we will offer a number of alternative dates from which you, the Hirer, may select and if you, the Hirer, fail to select any of these dates then no refund will be payable.
These dates may be in other times of year and at any point in the week. Even if there is a difference in published fees between the original date and the offered alternative dates, the difference will not be refunded to the Hirer, who will still be liable for the full original cost.
We reserve the right to charge more if the alternative date is valued at a greater cost than the original date.
In the event of a Force Majeure Event, we may in our absolute discretion cancel your Event, in which case any money paid to Us by you, shall be fully refunded.
For an extra fee Holidaymakers and Hirers may be able to apply for Booking Protect which is a protection company that provides a complete refund protection product to Us. The Booking Protect product is a Refund Guarantee that We offer to our customers for a fee through bookings made on SuperControl calendar only. This cover enables the customer to receive a refund in specified unforeseen circumstances. We do not guarantee that the product will be available at all times and for all clients. If available what does the booking protect prices look like for you the Holidaymaker / Hirer?
The Holidaymaker / Hirer will be presented the option to purchase enhanced refund terms branded Refund Protection during the booking process
The fee is automatically calculated as a % of the booking value
Holidaymaker / Hirer makes an informed decision on whether they’d like to purchase protection or not
If yes, the Holidaymaker / Hirer continues through the booking journey per usual and pays the Refund Protection fee directly to Us
The Holidaymaker / Hirer is then immediately provided Refund Protection.
Booking Protect can only be added before the balance is paid and not afterwards.
The cover is only available on up to £1500 per person e.g. you would not be able to add Booking Protect if you had a booking for two that exceeded £3000.
If the dates are moved the cover doesn't move automatically. You will need to contact Booking Protect directly for them to make the required changes.
refund requests are handled completely by Booking Protect
The full booking value is covered
Fast refund turn-around time as all refund requests are reviewed within 48 working hours
Along with the above, Booking Protect are one of the only providers to cover pre-existing medical conditions. They also cover cancellations due to guests or their family members falling ill with Covid-19. Read more about our coronavirus guidance.
For more details please see Booking Protects full Terms and Conditions or email us if you have any questions enquiries@thehquaives.com
5. Holidaymakers’, Signature Retreat Guests & Hirers responsibilities
You will ensure that you and all Holidaymakers, Signature Retreat Guests and Hirers will:
● Not use the premises, or permit the premises to be used for any other purpose other than for the purpose or purposes specified in the booking. The hirer will be responsible for the conduct and behaviour of all people attending the holiday or event.
● Take good care of, and shall not cause any damage or permit any damage to be done to the Premises, or any part of the Premises or the fixtures, fittings and equipment on the Premises or to any part of the building of which the premises form part or any other building or structure within the curtilage of the building, and any damage caused or permitted by the Holidaymaker(s), Signature Retreat Guest(s) and Hirers, his/her servants, agents, contractors or any other person resorting to the premises by reason of his/her hire of them shall be made good by Us at the cost to the Holidaymaker(s), Signature Retreat Guest(s) and Hirers and the Holidaymaker(s), Signature Retreat Guest(s) and Hirers shall inform the The Authorised Officer of any such damage as soon as practical and the Holidaymaker(s), Signature Retreat Guest(s) and Hirers shall confirm it in writing within 24 hours of its discovery. The cost of such damage shall be certified by the The Authorised Officer whose decision shall be final.
● Ensure no animals are brought on to the premises or into the building. We have a strict no pets allowed policy.
● Agree to not bring, buy or consume any drugs on these premises.
● Not bring or permit to be brought onto the premises any weapons, explosives, inflammable material, fireworks or other pyrotechnics.
● Make no alterations or additions to the premises, the fixtures, fittings, scenery and/or equipment or the decorations at the premises shall be carried out.
● Make sure no nails, or fixing or any kind shall be driven or put into any wall, floor, partition, pillar, ceiling, fitting or furniture of any kind.
● Not move or remove any furniture or fittings or equipment
● Not assign or sub-let any interest in the premises or any part of it and shall not use the premises for any other purpose than that set out in the booking.
● The Hirer, shall, during the period of hire be responsible for:
a) the efficient supervision of the premises, including the orderly and safe admission and departure of persons to and from the premises and assisting the Authorised Officer in The orderly and safe clearance of the premises in case of emergency.
b) keeping the premises safe and ensuring good order and decency is maintained.
c) keeping the conditions imposed from time to time by the Fire Officer and ensuring that all doors giving exit from the premises shall be kept unlocked and unobstructed, and immediately available for exit during the whole time the premises are in use and no obstruction shall be place or allowed to remain in any corridor giving access to the premises.
d) and wholly liable for any loss or damage to the premises or any part of it or its fixtures or fittings or to any of our equipment used by him/her or by persons permitted on the premises by reason of his/her hire.
If you fail, in the opinion of The Authorised Officer, to comply with the above he/she shall be permitted to suspend or terminate the function for which the immediate clearance of the premises may be required. We will not be liable for any damages arising from the termination or suspension unless arising directly from Our negligence.
It is the responsibility of the Hirer(s) to ensure that they have suitable T’s and C’s in place with their guests, especially in relation to a Force Majeure and any unforeseeable acts of God.
We do not accept any responsibility for guest cancellations or a low uptake.
6. Our responsibilities
We will ensure that:
● the Premises is cleaned and ready for the Holidaymaker(s) / Signature Retreat Guest / Hirer(s) by the stated arrival date and time; suitable arrangements are made for you to access the Premises;
● We treat all Holidaymaker(s) / Signature Retreat Guest / Hirer(s) and their guests with respect and not act in a way which is abusive, violent, destructive, menacing, or harassing towards any Holidaymaker(s) / Signature Retreat Guest / Hirer(s) and their guests on our Premises;
● We can be easily contacted (at reasonable times) or will provide you with an alternative first point of contact should you have any concerns or queries during your stay;
● We, and the Premises, comply with all applicable laws and regulations (including health and safety regulations);
● We have adequate liability insurance in place in respect of the Holidaymaker(s)/ Signature Retreat Guest(s) / Hirer(s) and their guests stay; and
● All Holidaymaker(s)/ Signature Retreat Guest(s) / Hirer(s) will have exclusive access to the parts of the Premises that they have booked for the duration of their stay (although all Holidaymaker(s)/ Signature Retreat Guest(s) / Hirer(s) will allow the Us or any representative, including The Authorised Officer access to those parts of the Premises if reasonably required. However, we will not be responsible, nor liable to you (or any Holidaymakers or Guests) for any events outside our reasonable control, such as the breakdown of domestic appliances, plumbing, heating, wiring, temporary invasion of pests, building works at adjacent properties, damage resulting from exceptional weather conditions or other unforeseeable circumstances.
7. Literature and descriptions/amenities
We have compiled the information in our brochures and on our Websites as accurately as possible. However facilities may be altered at our discretion.
We make every effort to ensure that the Premises details supplied to Us are accurately produced. Mistakes may occur from time to time, and we reserve the right to rectify errors (including any pricing errors) within 5 business days of you making your booking.
Where Wi-Fi is an advertised facility, please note that its provision is subject to availability and network conditions. It may not be available 24 hours a day and is provided for leisure, not business, purposes.
Electric vehicles are becoming increasingly common and we want to ensure they can be catered for wherever possible. It is recommended you check prior to booking to see if we have availability for use of our charger point, of which we only have one. If you are keeping an electric vehicle at the Premises, you must use the designated charging point (when available) and manufacturer approved cables for charging any vehicles at the Premises. We reserve the right to refuse to allow electric vehicles to be charged if we do not believe, in our reasonable opinion, that it is suitable or safe to do so.
Our property is an older property, remember that much of its character and charm is due to its age. Some of our properties are well over 100 years old and were built long before the days of damp proof courses and cavity walls so some may show signs of damp, particularly in long spells of wet weather. If you have any concerns, please talk to us at the time of making your booking. Also, please remember that should traditional property features (steep stairs or low beams, for example) be a problem for any member of your party, you must consider and mention this prior to booking.
Please remember that properties in the country do attract spiders and therefore cobwebs. It does not mean that the property is dirty or has not been cleaned as cobwebs can be spun almost as quickly as they have been cleaned away. Please be tolerant of the sounds and scents that you may encounter, they are all a part of the countryside experience.
Confirmation should be requested prior to booking if there is any particular detail or facility that is important to you. We do not accept any responsibility for minor differences between text/photographs/illustrations in the brochures and on the Websites and the actual Premises that may arise.
8. Third Parties
We hold no responsibility for the actions or omissions of third parties or independent contractors, including in the event that they modify the nature of a service on a Holiday / Retreat Listing as compared with the advertised nature of the service.
Further, we accept no responsibility for delayed, missed or cancelled flights, buses, ferries, transfers, or any other modes of transportation required by You to get to Your booking with us, or any other activity or event in connection with or relating to Your booking us.
9. Complaints procedure
We are confident that you will not find cause for concern during your stay. If you feel that a complaint is warranted you must raise the issue directly with Us by email to enquiries@thequaives.com. Any retrospective complaint must be made in writing to The Quaives within 14 days of the end of your retreat.
Whilst the above applies to all bookings, you can select and read the following specific Terms and Condition's for Retreat Hosts and Signature Retreat Guests.
For any questions or queries, please email us at enquiries@thequaives.com
This contract is entered into under the laws of the United Kingdom and in agreeing to these terms and conditions you, the Hirer, are consenting taking full responsibility of the booking.
Classes & Workshops - Terms and Conditions
Cancellations:
Please respect our 8 hour cancellation policy. You can early cancel up to 8 hours before a class, anything after is considered a late cancellation or no show and a £6 charge will be made to your account. This helps us to run the classes and business super smoothly to give you the best service and availability to join classes you want to. If you have purchased a drop in or class pass and using that, a no show or late cancel will result in losing that pass.
If you need to cancel your rolling membership, we require 14 x days notice before your next payment date. If you alert us in under 14 x days we can cancel from the following date after this.
Please note, we have the rights to alter our cancellation policy over time to suit the fairness of clients and business. Should you wish to cancel your membership if you find our policies no long suit you, please give us 14 x days notice before your next payment date.
Rolling membership terminations
We require 14 x days notice before your next payment date to cancel your membership. If you notify us in under 14 x days we can only cancel from the following month.
If you are on a 30 Day offer you do not need to do anything, your 30 Days will just end.
----------------------------------------------------------------
INVOLVEMENT IN YOGA CLASSES
1a. By reading this I understand that yoga includes physical movements as well as an opportunity for relaxation, stress re-education and relief of muscular tension. Participation in yoga class includes, but is not limited to, participation in meditation techniques, yogic breathing techniques, and performing various yoga postures.
Yoga postures, or asanas, are designed to exercise every part of the body―stretching and toning the muscles and joints, the spine and the entire skeletal system. They also work on the internal organs, glands and nerves.
Yoga incorporates sustained stretching to strengthen muscles and increase flexibility. Yoga is an individual experience. As is the case with any physical activity, the risk of injury, even serious or disabling, is always present and cannot be entirely eliminated.
By reading this I acknowledge and understand that in any yoga class I will progress at my own pace. If I experience any pain or discomfort, I will listen to my body, adjust the posture and ask for support from the teacher. I will continue to breathe smoothly. If at any point I feel overexertion or fatigue, I will respect my body’s limitations and I will rest before continuing yoga practice.
Yoga is not a substitute for medical attention, examination, diagnosis or treatment. Yoga is not recommended and is not safe under certain medical conditions. By reading this I affirm that I alone am responsible to decide whether to practice yoga. I hereby agree to irrevocably release and waive any claims that I have now or hereafter may have against The Rodea Ryan & Ryan Partnership LLP or any other staff member of The Quaives / Camp Quaives.
By reading these Terms & Conditions, I acknowledge that participation in yoga classes exposes me to a possible risk of personal injury. I am fully aware of this risk and hereby release The Rodea Ryan & Ryan Partnership LLP or any other class / workshop teacher from any and all liability, negligence or other claims arising from or in any way connected with my participation in yoga class.
1b. By reading this I further acknowledge that I shall not now or at any time in the future bring any legal action against any teacher at The Rodea Ryan & Ryan Partnership LLP; and that this waiver is binding on me, my heirs, my spouse, my children, my legal representatives, my successors and my assigns. I am physically fit to participate in yoga classes and a licensed medical doctor has verified my physical condition for participation in this type of class. If I am pregnant or become pregnant or am post-natal, my signature verifies that I am participating in yoga classes with my doctor’s full approval. I realise that I am participating in yoga classes at my own risk.
ONLINE CLASSES
2a. The Quaives/ Camp Quaives teacher will guide you through your session via Zoom in the safest way to deliver your session. You may be asked to replace equipment if necessary but we cannot be held responsible if you do wish to take the option, for faulty equipment, injury occurred via your choices of at home / household replacements, or any other yoga or fitness equipment you choose to use. You will be entirely responsible for listening to your body, and asking relevant questions to keep you safe if you feel unsure.
2b. It is a personal choice whether you would like to have your camera on or off during your online sessions, but please do note if your camera is on the entire class can see you, and if you are unmuted the entire class will be also be able to hear you.
STUDIO CLASSES
3a. We keep the studio clean and tidy before, during and after sessions. If other clients decided to leave equipment around during a class, although we will do our best to maintain what we can see, we cannot be held responsible for any injury caused from tripping, falling from equipment.
MEMBERSHIP & BRAND VALUES
4a. In the studio we invite kindness & respect towards other clients, teachers, staff in the space. We welcome people from all walks of life the opportunity to practice yoga should they wish to come to the Actively Alive studio and we always want our space to feel like a second home and a space all of our members and client feel comfortable & uplifted whether they wish to come and be in their own world or come and be social.
We will not tolerate racism, hate, discrimination or abuse of any kind.
Open communication with our team is welcome if you have any concerns or enquiries and we can't wait for you to be a part of our vibe.
LIABILITY
5a. We cannot be responsible for any of your personal belongings should they go missing, lost or damaged.
5b. Our teachers and The Rodea Ryan & Ryan Partnership LLP cannot be held liable or responsible for any injuries or health related issues that happen in the studio, during this contract, or after. It is the contracted client of The Rodea Ryan & Ryan Partnership LLP responsibility to seek professional advice if needed before, during, after joining classes.
5c. Our teachers deliver classes with modifications and responsibly to the level of class stated in the class description. If you have any concerns beforehand please speak with the teacher.
CLASS POLICY
6a. Please try to arrive with 5 x minutes to spare before the class begins to allow a prompt start.
6b. If you turn up to the studio 5mins after the start time the studio door will be locked and entry isn't guaranteed.
CANCELLATIONS
7a. Please respect our 6 hour cancellation policy. You can early cancel up to 5 hours before a class, anything after is considered a late cancellation or no show and a £6 charge will be made to your account. This helps us to run the classes and business super smoothly to give you the best service and availability to join classes you want to.
HEALTH
8a. It's important for us to know if you have any allergies or issues related with Incense or specific scents when burnt or diffused. We use these in our classes for atmospheric purposes & cannot be liable for any health matter relating to the products, scents or products we use.
8b. From time to time you may be gifted teas, coconut water, other foods or beverages after classes, events, workshops etc, it is your responsibility to decide if this is consumable for you should you have allergies, food choices, diets, health concerns or preferences.
CHANGING ROOMS & FACILITIES
9a. Please note that we have only 1 x space to store belongings in the studio & one toilet facility in the diner-lounge meaning we cannot separate by gender. If you feel more comfortable in gendered spaces for toilet facility use, at the back of the studio we have a block of toilets for women only.
9b. We ask that you use the toilet facility if you wish to change please do not store or leave any of your belongings in the toilets.
9c. We do ask that if you hold valuable items, you can place them in the lockers in the dorm / office area above the kitchen to ensure safety of your goods.
ADJUSTMENTS
10a. Please note in some classes teachers may offer adjustments, meaning physical contact to the body. These are in place for students who wish to have assistant in reaching deeper stretches, assistance in furthering progress and safely manoeuvring through various postures. If you do NOT wish to receive any adjustment of any kind, we have cards you can place by your mat to let the teacher know this ISN'T for you. Regardless of the card by your mat, your teacher will always ask permission before a hands on, physical adjustment
COVID 19
11a. Covid-19 is a highly infectious disease. Risk in yoga or fitness cannot be completely eradicated but with caution and care these risks can be reduced.
Each person will need to decide when to return to physical classes, based on their own circumstances and the arrangements that have been put in place for a safe return. Please take responsibility and seek medical advice where needed to protect your own self.
All those returning to classes at The Quaives / Camp Quaives must abide by the terms outlined below:
* If you show any of the Covid-19 symptoms, or have been around anybody with them you must stay at home and take all steps advised by NHS / Government in before returning back to the studio.
* Wash your hands regularly and before, during and after a class. We also have hand sanitiser available around the studio
* Where possible maintain social distancing and keep a 1-2meter distance.
* Please be aware that in using the facilities in the studio - equipment area, yoga store, bathroom etc, if you see there are others waiting, please adhere to social distancing.
4b. In reading these T’s & C’s you are aware of the risks of Covid-19 and take all responsibility in choosing to return to the studio. We are taking all of the measures to keep you safe, but we cannot eradicate and eliminate all possibilities of Covid-19 and the effects this can have on your body if you were to be infected.
TERMINATION
12a. If we feel there is a continuous clash in our values as a brand and how we wish our clients and staff to feel and be treated in our space, you would receive an email from us firstly, and could lead to termination if we feel we're perhaps not the best studio fit for you.
By submitting this form you have read the terms and agree to the terms outlined by The Rodea Ryan & Ryan Partnership LLP
Signature Retreat & Spa Days Guests - Terms & Conditions
If you are attending a signature retreat (Inner Glow, Sisterhood Gathering, Be Radiant Retreat) or Spa Day it is your responsibility to let our teachers on the signature retreats / classes know if you have any injuries and to be mindful at all times of your own body’s capability during our retreats. If you experience any injury or discomfort during any activity during the retreat or sp day, then please stop participating immediately.
It is also your responsibility to consult a doctor with an understanding of yoga and fitness to check that you are sufficiently fit and healthy to undertake yoga classes and other physical activities that you may choose to do whilst on the retreat / spa day.
Please advise us of any mental or physical health conditions and dietary requirements before you book. If you have health conditions and dietary requirements that may be affected by the activities offered on our retreats we reserve the right, for your own wellbeing, to advise you to stop participating.
Whilst all measures are taken to ensure a high standard of health and safety, our retreats do take places where the land is uneven and we shall not be responsible for any injuries caused by uneven terrain.
We ask that women who are 12 to 28 weeks pregnant provide a letter from their health practitioner specifying that they are fit to travel and able to engage in the activities that we provide.
Acknowledgement of risks
You warrant that You are aware that all exercise and travel carries risks, and acknowledge you are participating willingly, and in knowledge of these risks.
You recognise that We are not able to provide you with medical advice, and that any information provided should be used as a guideline only. If you have any prior knowledge of health concerns or health risks, you acknowledge that it is your
responsibility to seek clearance from a health care professional prior to attending any of our retreats.
Indemnity
You agree to fully indemnify without limitation any trainer(s), director(s) or contractor(s) against any injury, malpractice, mishap, or accident during any and all interactions with the Company away from, or at the primary place of business for Our Retreat.
Payment Policy
To reserve a spot on The Quaives signature retreats, a non-refundable booking fee of 30% of the full asking price of the retreat per person is required upon booking. Payment of any outstanding sums owed (the balance) must be made before the specified Payment Due Date for the Retreat which you are booking. Prices DO NOT INCLUDE massage, travel or travel insurance.
To book a Spa Day, payment is required in full in advance to book your appointment via our online scheduler or by phone with our operations manager. Prices DO NOT INCLUDE travel or travel insurance and may or may not include massage or other services depending on the type of spa day pass you purchased.
Insurance
It is your responsibility to organise suitable insurance to cover the activity of your retreat with us as well as unexpected cancellation, sickness, losses and all the usual risks. You acknowledge that The Quaives cannot be held liable if your failure to arrange suitable insurance coverage leaves you exposed, medically, financially or otherwise.
Cancellations Policy: Guest Cancellations
If you need to cancel any retreat / spa day with The Quaives, the following cancellation terms will apply.
Please refer to the following for a breakdown of applicable cancellation fees for our signature retreats: There is no cooling-off period when purchasing or booking any of our retreats. Any notice of cancellation must be provided in writing.
If you cancel 90 days or more before the signature retreat Start Date, you will be refunded the full amount paid up to that date for your retreat. This excludes the 30% non-refundable deposit per person
If you cancel between 60 – 90 days before your Start Date, you will be refunded 50% of any sums paid. This excludes the 30% non-refundable deposit per person.
Cancellations less than 60 days before the Start Date of your retreat are non-refundable and will result in a forfeit of any and all sums paid.
Due to booking out our accommodation for your booking and other arrangements in advance, exceptions to our policy cannot be made for any reason.
Spa Day passes our non-refundable. For all cancellations please respect our 24 hour hour cancellation policy. Notify us either by email or by speaking to one of our team. You can early cancel up to 24 hours before a spa day, anything after is considered a late cancellation or no show and full payment will be taken and your passes will not be transferable. If we receive notice before 24 hours please call the office to transfer your spa day passes to another date. This helps us to run the business super smoothly to give you the best service and availability to join spa days when you want to. If you have purchased a spa day package and having booked your dates by our online schedular, email or on the phone, a no show or late cancel will result in losing that pass.
Late Arrivals/Early Departures:
We do not offer credit for departing early or arriving late to our Retreats or Spa days .
Cancellations Policy: Cancellations made by Us
If for any reason we have to cancel or change the Start Date of any Retreat / Spa Day, for any reason whatsoever, you’re entitled to transfer the sums paid to another signature retreat or Spa Day date (either scheduled or at some future time within the next two (2) years) to be used as credit.
Alternatively, you may request a refund of payments made by You to Us, which will be accommodated for insofar as is possible, taking into consideration any non-retrievable costs to which we committed in anticipation of your Retreat.
Third Parties
Our Retreat holds no responsibility for the actions or omissions of third parties or independent contractors, including in the event that they modify the nature of a service on a Retreat as compared with the advertised nature of the service.
Further, The Quaives accepts no responsibility for delayed, missed or cancelled flights, buses, ferries, transfers, or any other modes of transportation required by You to get to Your accommodation, or any other activity or event in connection with or relating to Your retreat.
General Waiver
You agree to sign a waiver with The Quaives before you start your retreat / spa day with Us.
You will also be asked to sign a disclaimer on arrival or at the time of booking.
You acknowledge that during any retreat / spa day with The Quaives you participate voluntarily in any and all activities arranged, and insofar as is legally permissible, you surrender your right to any cause of action against The Quaives, their agents, contractor’s, employee’s and directors, arising from any loss or damage to any person or property that occurs during an The Quaives signature retreat, up to and including death.
All health issues including allergies MUST be disclosed at the time of booking or within two weeks of arrival.
Our retreat / spa day is not suitable for children under the age of 18 years or for people with physical disabilities that cannot take care or responsibility for themselves as we do not have the resources or expertise. There are areas of the retreat that people with mobility issues may not be able to access.
Exclusions
All information provided on the website and any written and verbal form of correspondence is correct at the time of publication. However, due to mechanical faults, weather conditions, or what insurers call ‘Acts of God’, some amenities may be temporarily unavailable. Very occasionally, we may have to vary the advertised programme due to staff sickness or other unforeseen problems, in which case we will always try to provide an equivalent replacement.
Team Members and Classes
In the event of one of the team members becoming injured, ill or any emergency situation that forces them to leave the retreat, then this may impact on the retreat plan, in terms of the yoga or fitness classes or talks being cancelled. We will do whatever we can to adapt to the situation and reduce the impact this may have on your retreat experience; however we may not be able to get a substitute team member out. The retreat will continue to run however things will be adjusted to reflect the team situation. There will be no refunds or compensation to reflect the change in team situation.
The Rodea Ryan & Ryan Partnership will not accept liability for:
Any of the above events, or others beyond our control.
Loss, injury, or damage (to you) or your personal property.
Physical, medical or psychiatric conditions developing during or after your retreat. Check that your holiday insurance policy covers these and other contingencies.
Photo / Video Release – Use of Image
You hereby grant to The Quaives & Camp Quaives has the absolute and irrevocable right, and unrestricted permissions to use photographic portraits/images/videos in which you feature that are taken during the retreat to use/republish/copyright, etc. for commercial use in association with The Quaives & Camp Quaives. You hereby release and discharge The Quaives & Camp Quaives from any and all claims and demands arising out of or in connection with the use of the photographs and video footage, including without limitation any and all claims for libel or invasion of privacy.
By booking any retreat with Us you agree to be bound by and adhere to all policies and rules.
Hot Tub & Wild Swimming - Terms & Conditions
Hot Tub Use
READ BELOW BEFORE YOU MAKE ANY USE OF THE HOT TUB
Children are NOT permitted to use the hot tub at any time.
The use of alcohol, drugs or medication before or during the hot tub may lead to drowning.
People on medication should always consult their doctor before using the tub.
People who have heart conditions, blood pressure problems, are obese, have circulatory problems, skin conditions or diabetes should always consult their doctor before using the tub.
Pregnant women should avoid submerging their stomachs in a hot tub, as the temperature is far too hot for the foetus.
Do not use the tub immediately after strenuous exercise.
Prolonged use of the hot tub can lead to hyperthermia. This is a dangerous condition when the internal body temperature exceeds 37 degrees. Symptoms may include failure to perceive impending hazard, failure to perceive heat, failure to recognise the need to leave the tub, unconsciousness and drowning.
DO NOT TOUCH THE PIPE OR STOVE in the hot tub it is very hot and will cause burns.
NEVER leave one person alone in the tub or let them sleep in it. This could lead to drowning.
Please treat the tub as if it were your own as maintenance is expensive.
Do not drink the water, or allow the water to enter your mouth.
HYGIENE
People with infectious diseases should not use the hot tub.
Guests must shower and scrub with soap to remove dead skin and lotions, and use the toilet before entering the hot tub.
People with fake tan are not allowed in the hot tub.
Do not use any soaps or detergents of any type in the hot tub.
Appropriate swimwear should be worn at all times, clothes, or naked bathing is not permitted.
PROPER USE
The hot tub is quite deep so for caution there should always be a minimum of 2 people in the hot tub in case of an emergency.
Test the water with your hand before entering to make sure it is a comfortable temperature. Guests should never submerge their head in the water.
Hot tub water is not suitable to be in or near your mouth and should never be consumed.
Be aware that surfaces in and around the hot tub may be slippery with water or ice (during winter)
Maximum use of 20 minutes.
We accept no responsibility for any reactions or illness you might experience following the use of this hot tub.
Any direct damage caused to this hot tub by anyone should be reported to the owners immediately and will have to be charged.
Wild Swimming / Cold Water Dips on our land or off site & public rights of way.
ALL GUESTS MUST HAVE READ AND UNDERSTOOD THE FOLLOWING RULES.
Children are NOT permitted to use our onsite wild swimming lake at any time.
Enter at your own risk.
Access to our lake on the land is only by prior consent - as we often have wild life here and it depends if there are any nesting birds or young. If given consent you will find in the middle of the lake a fountain that is kept in place by a rope, this is a natural half way division the first half of the lake on the nearest side to the toilets is for wildlife only, whilst the second half towards the open land will be for swimming. Only use if you a strong swimmer.
Wild Swimming can be physically challenging and carries with it risks that we cannot entirely eliminate. At all times participants must make themselves aware of the inherent risks and act accordingly, whether on our land or off site on public land, they should take advice given on required and recommended kit and follow the guidelines below;
1. You must act responsibly and sensibly at all times;
2. You must not participate if you are pregnant or under the influence of alcohol or non-prescription drugs;
3. You must follow any safety warnings or instructions displayed / given.
4. We are not qualified to express an opinion that you are fit to safely participate and you must obtain professional or specialist advice from your doctor before doing so.
5. Swimmers must prepare when entering the water in cold months. Listen to your body. Keep aware of the time you are in the water. Do not stay in too long, for 20 minutes afterwards your body will enter the ‘after drop’ phase where your core temperature will continue to fall out of the water. The blood rushes to your organs whilst you swim, out the water the blood then rushes to the skin surface this causes your temperature to continue to drop.
6. A minute immersed for every water degree is a guideline only. Consider carefully before you enter any water below 5 degrees. You must be aware of cold-water shock and hypothermia and how to manage this.
In colder months we recommend neoprene gloves and boots, changing robe, several warm layers (base layer, thermals, down jackets), warm hat, hot tea, and a sugary snack. Remember this is the England and the water temperature is rarely above 15 degrees.
You must not go alone.
A minimum of two persons is required and each person must have a mobile phone for emergency calls. In case of emergency please call the The Quaives Reception 01227 200529 or Clare 07702281144 or Elli 07734110673.
Updated 01/02/2023
Thank you for choosing to book with The Quaives, we look forward to welcoming you.