Booking & Payment Summary

Deposit

1. Agreement & Booking

1. By submitting a booking (via online form, email, or other accepted method) and paying a deposit or full payment, you (“Participant”) agree to these Terms & Conditions, which form a legally binding contract between you and Yoga Mountain Run (“Organiser”).

2. If booking for others, you confirm you have authority to accept these Terms & Conditions on their behalf.

3. Minimum Numbers / Trip Confirmation:

   • Trips require a minimum number of participants to operate (as specified for each trip).

   • Until the minimum is reached, your deposit is fully refundable, and participation cannot be assumed.

   • Once the minimum is met, your booking is confirmed under standard payment and cancellation terms.

4. A contract is formed upon issuance of a booking confirmation and receipt of your deposit (or full payment, if applicable).

5. By submitting your booking, you acknowledge that you have read, understood, and accepted these Terms & Conditions in full.

6. The Organiser reserves the right to refuse or cancel bookings where necessary information is incomplete, inaccurate, or fraudulent.

2. Payments

1. The deposit for each retreat booking is €500.

2. The balance of the total retreat cost is due 90 days before the retreat start date.

3. Accepted payment methods include credit card or bank transfer. Participants are responsible for any transaction fees or currency conversion charges.

4. Booking confirmation is only valid once the Organiser receives the deposit. The contract is formed at that point.

5. Failure to pay the balance by the due date may result in cancellation of your booking, with the deposit forfeited in accordance with the cancellation terms (see Section 3).

6. The Organiser reserves the right to refuse participation if payments are not completed in full.

3. Cancellations by Participant

1. All cancellations must be submitted in writing via email or letter to Yoga Mountain Run.

2. Refund schedule (after trip confirmation and full payment made):

   • More than 90 days before start: 100% refund minus €500 deposit

   • 60–90 days before start: 100% refund minus €750

   • Less than 60 days: No refund payable

3. Before trip confirmation, deposits are fully refundable.

4. Travel / cancellation insurance is mandatory, and proof must be provided at least 30 days before the retreat. Failure to provide valid insurance may result in denial of participation, with no refund of any payments made.

5. Refunds are limited to amounts recoverable by the Organiser and may exclude any non-recoverable costs already paid to suppliers, transport providers, or accommodation.

4. Cancellations or Changes by Organiser

1. If minimum numbers are not met, Yoga Mountain Run may cancel the trip and issue a full refund of all payments received.

2. Cancellation due to force majeure, safety concerns, or extraordinary events (including but not limited to extreme weather, government restrictions, transport strikes, or pandemics) may result in a refund minus non-recoverable costs already incurred by the Organiser.

3. In the event of a cancellation, participants may:

   1. Accept an alternative trip date offered by the Organiser, or

   2. Request a full refund or credit for future retreats.

4. The Organiser will use reasonable efforts to notify participants promptly of any cancellations or changes and provide options in a timely manner.

5. Insurance

1. Participants must maintain comprehensive travel insurance that includes coverage for:

   • Trip cancellation or interruption

   • Medical treatment and hospitalisation

   • Emergency evacuation and repatriation

   • Activity-specific risks, including high-altitude or mountain activities up to 5,000 metres AMSL

   • Personal liability

   Participants must provide proof of insurance to the Organiser at least 30 days before the retreat.

   Failure to provide valid insurance may result in denial of participation, and participants will assume full financial responsibility for any costs, including medical treatment, evacuation, or other emergencies.

   The Organiser may retain a copy of your insurance certificate for administrative and safety purposes.

6. Health, Fitness & Participation

1. Participants must disclose all relevant medical, psychological, or physical conditions at the time of booking, including but not limited to: chronic illnesses, injuries, allergies, medications, or conditions that may affect participation or require special assistance.

2. Participants are responsible for assessing their own fitness and readiness for all retreat activities.

3. Yoga Mountain Run reserves the right to refuse participation or remove participants during the retreat if they are deemed unfit, pose a safety risk to themselves or others, or fail to comply with safety instructions.

4. Participants must abide by all safety instructions and bring required equipment, clothing, or medications as specified by the Organiser.

5. Failure to disclose relevant conditions or comply with safety instructions may result in removal from the retreat without refund and may affect liability coverage.

7. Risk, Liability & Release

1. Participation involves inherent risks, including but not limited to: terrain, weather, physical exertion, altitude, transport, wildlife, and actions or inactions of other participants, guides, or third parties. Participants acknowledge that accidents, injury, or death may occur.

2. A signed waiver/release of liability is required before participation.

3. Participants must follow all safety instructions and bring appropriate gear and equipment as specified by the Organiser.

4. Participants indemnify and hold harmless Yoga Mountain Run and its associates from any claims, damages, or costs arising from participation, including indirect or consequential losses.

5. In emergencies, participants authorise the Organiser to obtain medical treatment and accept responsibility for related costs.

6. Participants release Yoga Mountain Run, its directors, staff, guides, contractors, and volunteers (collectively “Released Parties”) from claims, demands, or causes of action for injury, loss, or damage arising from participation.

7. This release includes claims arising from negligence but excludes gross negligence, wilful misconduct, or liabilities that cannot be waived under EU law.

8. Participants understand that the risks of participation may result in serious injury, permanent disability, or death, and accept full responsibility.

9. Trip Confirmation Clause: Participants acknowledge that a trip is not confirmed until minimum numbers are reached. Until that point, deposits are fully refundable, and participation cannot be assumed.

8. Behaviour & Conduct

1. Participants must act respectfully and safely toward other participants, guides, suppliers, and local communities at all times.

2. Participants must comply with all applicable laws, local customs, and instructions provided by the Organiser or guides.

3. Examples of unacceptable behaviour include, but are not limited to: harassment, bullying, abusive language, unsafe actions, vandalism, or being under the influence of alcohol or drugs in a way that endangers self or others.

4. The Organiser reserves the right to remove participants immediately from the retreat for disruptive or harmful behaviour. Participants removed for these reasons will not be entitled to any refund and may be held responsible for any resulting damages or costs.

5. Participants acknowledge that enforcement of these rules is at the Organiser’s sole discretion for the safety and wellbeing of all.

9. Photography & Media

1. During the retreat, Yoga Mountain Run may take photographs, videos, and other media of participants for promotional purposes, including but not limited to websites, social media, newsletters, printed materials, and advertising.

2. By booking, participants consent to the use of their images and likeness for these purposes unless they notify the Organiser in writing prior to the retreat.

3. Participants have the right to withdraw consent at any time by contacting the Organiser, and Yoga Mountain Run will make reasonable efforts to remove future use of their media.

4. Media may also be shared with trusted partners or contractors for the purposes of retreat promotion; the Organiser will not sell or otherwise exploit media commercially.

5. Consent for media use is separate from booking; opting out of marketing media does not affect participation in the retreat.

10. Changes by Participant

1. Requests to change bookings (dates, participants, or other details) must be submitted in writing via email or letter to Yoga Mountain Run.

2. An administrative fee of €300 may apply, in addition to any cost differences incurred by the Organiser, including but not limited to accommodation, transport, or activity fees.

3. Changes are subject to availability and may be refused at the Organiser’s discretion if not feasible.

4. Requests made within 30 days of the retreat start may be restricted or declined.

5. Bookings are non-transferable to another person unless expressly approved by the Organiser in writing.

11. Force Majeure

1. Yoga Mountain Run is not liable for any failure or delay in performing its obligations due to events beyond its reasonable control, including but not limited to:

• Natural disasters, extreme weather, floods, earthquakes, acts of God

• Government action, border closures, travel restrictions, or civil unrest

• Strikes, industrial action, or supplier/transport failures

• Pandemics, epidemics, or public health emergencies

  2. In the event of a Force Majeure event, the Organiser may:

• Reschedule the retreat to alternative dates

• Relocate the retreat to a comparable venue

• Offer a refund of non-recoverable costs only

  
  3. Participants must follow Organiser instructions during Force Majeure events and acknowledge that the Organiser is not responsible for any indirect, consequential, or personal losses incurred.

12. Privacy

1. Personal data collected: We collect your name, contact information, emergency contact details, medical/health information, payment information, and photos/videos (if provided).

2. Purpose and legal basis: Your data is used for booking, safety, logistics, and operational needs of the retreat. The legal basis is contract performance and consent for optional marketing and media use.

3. Data sharing: Your data may be shared with guides, accommodation providers, transport suppliers, insurers, and emergency services strictly for the purposes above. We do not sell your data.

4. Participant rights: You have the right to access, correct, erase, restrict, or object to processing of your personal data, and to data portability. To exercise your rights, contact the Organiser at info@yogamountainrun.com.

5. Retention period: We retain your personal data only as long as necessary for retreat administration, legal obligations, or safety purposes.

6. Consent for marketing and media: By booking, you consent to use of your data for retreat logistics. You may opt out of marketing or media use at any time by contacting the Organiser.

7. Complaints: If you believe your rights under GDPR have been violated, you may lodge a complaint with your local Data Protection Authority.

13. Governing Law & Dispute Resolution

1. This agreement is governed by the laws of the EU member state in which the Organiser is registered, in accordance with applicable EU consumer protection, health & safety, and liability regulations.

2. Any disputes arising under or in connection with this agreement shall first be attempted to be resolved by good faith negotiation or mediation between the parties.

3. If unresolved through negotiation or mediation, disputes shall be submitted to the courts competent in the Organiser’s registered country, unless otherwise agreed in writing by both parties.

4. Participants acknowledge that these terms comply with applicable EU consumer protection and package travel regulations, and that nothing in this clause limits statutory rights afforded under EU law.

14. Amendments

1. Yoga Mountain Run may update these Terms & Conditions from time to time.

2. Updates will be published on our website and may also be communicated via email.

3. Updates do not apply retroactively to bookings that are already confirmed.

4. Future bookings will be governed by the most recent version of the Terms & Conditions.

5. By continuing to participate or make bookings, participants acknowledge and accept the updated Terms & Conditions.

6. The “Last Updated” date reflects the current version.

15. Severability

1. If any provision of these Terms & Conditions is found to be invalid, unenforceable, or illegal under applicable law, that provision shall be severed and the remainder of these Terms shall remain fully valid and enforceable.

16. Participant Signature

I / we have read, understood, and voluntarily agree to these Terms & Conditions and Release/Waiver.
Participant Name: ___________________________
Signature: _________________________________
Date: _____________________________________
Parent / Guardian Name (if under 18): ___________________________
Signature: _________________________________
Date: _____________________________________