The Body Toolkit Terms & Conditions
Cancellation/Refund Policy
Travel insurance (holiday insurance) is essential for all guests and should be purchased immediately following your booking with us. This must be bought independently as it is not included in the retreat price. If for whatever reason you need to cancel your retreat place after you have booked with us, the following refund policy will apply:
- All cancellations must be received in writing.
- Any promotional inclusions (such as products offered in the package) will be deducted from any refund if applicable.
Once you have received written confirmation of your booking you have a further 24 hour period to cancel and obtain a full refund (we must be notified via email during this time).
After this period the following conditions will apply:
- A full refund less a 5% admin charge will be provided for all cancellations up to 90 days prior to start day of the booked retreat.
- A 50% refund will be provided on cancellations between 60-89 days prior to the start date of the booked retreat.
- A 30% refund will be provided on cancellations between 30-59 days prior to the start date of the booked retreat.
- No refund will be provided on cancellations between 29-0 days prior to the start date of the booked retreat.
- No refund will be provided for premature leaving of the retreat or failure to arrive at the retreat for any reason.
- No refund will be provided for only part of a booking, for example if a room is booked for two guests who are sharing and one guest is unable to attend, the booking would need to be cancelled as a whole for the above refund policy to apply.
For this reason, we always advise strongly that all guests take adequate travel/holiday insurance to cover themselves in case of any eventuality.
- If paying via instalments, the above conditions will apply based on the entire price of your booking and not just on any instalments paid.
- If paying via instalments, due to administration an additional 2.5% will be charged on all stage payments.
All final retreat payments are due two-months prior to the start date of the booked retreat, unless otherwise specified. Please note that any late payments may incur additional fees. Clients whose balances are not received by the two-month deadline, risk forfeiting their retreat booking. We will try contacting you by email and telephone, but if we have not received any written communication from you and the balance payment has still not been received by this stage, your booking will be cancelled and any deposits paid will not be refunded.
Cancellation by The Body Toolkit
The Body Toolkit reserves the right to cancel your booking and you may be charged up to 50% of the final booking amount if you fail to fulfil the following:
- Failure to provide us with written confirmation that there is no reason why you should not be attending the retreat by no later than six weeks before the commencement of your booking.
- Failure to pay the balance owing in full no later than six weeks before the commencement of your booking.
- Failure to provide us where requested, with a letter from your GP/Specialist stating that they are aware that you are undertaking a detox and are happy for you to do so.
If The Retreat Has to Close for Any Reason
If the retreat has to close for any reason we will inform you as soon as possible, and we will hold all funds paid as a credit to be redeemed against a future retreat booking with us within 12 months of the retreat closure. The Body Toolkit will not pay for any loss regarding flights, or other costs associated with travel to the retreat that may be lost as a result of the retreat closing. Only one alternative date will be offered, once this is booked, the normal terms and conditions will apply.
Changing Retreat Weeks
If you would like to change your retreat booking week more than 59 days before the start date of your booked retreat, this is possible, however this will incur a £50 administration charge per booking plus any difference in the rate of the booking (if applicable). If you are looking to change retreats less than 60 days before the start date of your booked retreat, the above cancellation policy will apply.
Late Bookings
If booking within eight weeks of the arrival date the full amount is due, please book via the website or email The Body Toolkit to arrange payment.
Payments
At the time of booking, guests will be sent an invoice with confirmation of the retreat dates, agreed price and booking terms. Payment will be requested in full by BACs bank transfer to guarantee the booking.
Payment of Optional Extras
Additional massage treatments are subject to availability and should be booked by email, prior to your stay. Treatments can be paid for either in Pound Sterling cash or by BACs bank transfer, during the retreat (on the day of the appointment). Please email The Body Toolkit for details on massage treatments available for your chosen retreat week.
Payments at the Retreat
Please note that payment for any additional items at the retreat; such as books, or supplements will be charged at full price and can only be paid for by BACs bank transfer or Pound Sterling cash.
Travel (Flights, Trains or Hire Cars)
All transport to and from the retreat must be booked independently, although The Body Toolkit can advise in choosing the travel option that would suit you best.
Please be aware that if your chosen mode of transport requires a private taxi transfer to the retreat, this should be arranged at least three weeks before your arrival. The retreats are located in remote parts of the Scottish Highlands, and there are no regular taxi services available. The Body Toolkit can share details of third party taxi companies who can assist with a transfer from your chosen train station.
Health Restrictions
If you are under medical or psychiatric supervision, you must provide a Doctor’s certificate confirming your fitness to travel and take part in the retreat as well as notifying The Body Toolkit. Unfortunately, The Body Toolkit is not suitable for those with psychiatric or deep emotional issues or those looking for counselling or therapy, as our team are not professionally qualified in these areas. Our team are also not medically trained and do not know your medical history, so cannot offer any specific medical advice whilst at the retreat.
Please note: we offer a small standard juice plan to all guests and do not offer tailored or bespoke juices. We are able to cater for certain allergies/intolerances by omitting certain ingredients from recipes, but kindly be aware that if guests have extensive allergies, juice combinations may be limited as a result and we do need to know this as soon as the booking has been made.
*All health issues, medical conditions, prescribed medications, recent surgeries (in last year), allergies and intolerances must be disclosed at the time of booking*
In some circumstances and if the Retreat Manager feels it is necessary we may require a letter from your GP/Specialist stating that they are happy for you to go ahead with this kind of detox programme. We will automatically expect a GP’s letter if you have any blood sugar issues. If you are taking medication of any kind it is advised that you consult your doctor before arrival.
Our retreat 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.
Failure to notify The Body Toolkit at the time of booking of pre-existing medical conditions will result in you not being able to undertake any treatments that may have possible contra-indications and no alternative treatments will be offered. In some cases where The Body Toolkit feels that un-disclosed health issues before arrival are too severe we reserve the right to ask the client to leave and a 50% refund of the total paid will be refunded.
In the event that a guest fails to inform The Body Toolkit of any pre-existing medical conditions or regular medication you are taking either at the time of booking, or in the Confidential Health Questionnaire upon arrival, The Body Toolkit cannot be held responsible for any health issues/complications that arise from possible contra-indications.
Unfortunately we will not accept pregnant women on any Body Toolkit detox programme.
Smoking, Alcohol and Illegal Substances
The Body Toolkit is a smoke free and alcohol free retreat. Rapid withdrawal from alcohol can be extremely dangerous and in some cases life threatening. The Body Toolkit is not a rehab facility, and we do not have the medical staff on hand to deal with possible withdrawal issues. If you feel you have an alcohol issue please discuss it with us prior to booking.
Anyone found inebriated, or smoking in the property or grounds may be asked to leave the retreat and no refund shall be given. Any alcohol found on the premises will be confiscated and given back on check out. No recreational drugs may be brought to the retreat, any guests found intoxicated or under the influence of recreational drugs will be asked to leave the retreat (no refund shall be given).
If we have reason to believe you are under the influence of alcohol or drugs and or you are abusive verbally or physically in any way to any of our team or representatives, we have the right to refuse you to embark on the transfer to the retreat. You will not be refunded for the transfer or any time missed at the retreat. You will have to find your own alternative accommodation, and then transfer to the retreat the following day when you are no longer under the influence of alcohol or drugs.
You are not permitted to bring or consume alcohol or drugs at the retreat and if you are found to be under the influence of such whilst at the retreat, you will be asked to leave with immediate effect. You will not receive a refund for the remaining of your retreat stay and you will need to arrange and pay for your onward travel and alternative accommodation.
If you are abusive or threatening verbally or physically at any time during your retreat stay, you will be asked to leave the retreat with immediate effect. You will not receive a refund for the remaining of your retreat stay and you will need to arrange and pay for your onward travel and alternative accommodation.
Any guest that appears to be under the influence of alcohol or illegal substances upon arrival, or at any time during their stay, will be asked to leave with immediate effect and no refunds will be offered.
Damages & Losses
In all of our rooms you will find a bathrobe for use during your stay, if this is no longer in your room after you depart from the retreat we will automatically charge you for the retail price of the robe/s.
If you damage your room or any of the property within your room the cost of repairing/replacing/redecorating will automatically be invoiced to you. Hair dye, bleach or tanning products must not be used under any circumstances and any colouring found on Tiling, Carpets, Linens or any other fittings will be charged for. Any spillages that result in staining on carpets, bedding or furnishings will be charged for. Where possible, The Body Toolkit will attempt to get the staining removed, however if this is deemed impossible by our cleaning contractors, the guest will be liable for the costs incurred by The Body Toolkit in replacing the item like for like. Breakages, Damage, Spillages/Stains discovered after check out will be notified in writing and charged to the guest.
Any guest found to be smoking in the accommodation, will be liable in terms with current legislation to pay a £200.00 fine, and will be asked to leave with no refund given. On top of this, a charge of £100.00 will be incurred for the cost of deep cleaning the area where the guest was smoking. If a guest is found to have been smoking in any bedroom/cottage the guest will also be charged £100.00 per day for any time that the bedroom is unable to be used.
Inappropriate Behaviour and Conduct
Any guest found to be:
- Smoking anywhere within the building or grounds (please also read Breakages, Damages and Spillage)
- Consuming or concealing food or alcohol in their bedroom
- Taking or smoking illegal substances
- Actively ignoring safety/health guidelines
- Undertaking ‘home-style’ DIY detox supplements or treatments of any kind
- Abusing or Misusing of any property of The Body Toolkit or that of the retreat locations
Will be asked to leave with immediate effect, and no refund on package costs will be offered and all booked additional treatments/bundles will still be charged.
Comments and Complaints
If you feel unwell or are not happy with the retreat for any reason, please inform your Retreat Manager immediately and we will endeavour to take whatever action is required. Please bear in mind that any claims may be rejected if we are not given the opportunity to put matters right during your stay.
Arrival/Departure
If a guest chooses to arrive late or leave before the end of the retreat, The Body Toolkit will not refund any unused nights’ accommodation and treatments cannot be re-arranged or refunded.
House/Cottage Share
If you select a room within a shared house or cottage, or select a room with a shared bathroom, at one of our retreats then The Body Toolkit takes no responsibility for the actions of the person/s with whom you share the accommodation. If for whatever reason you are unhappy including but not limited to: clash of personalities; disagreements; snoring; other annoying habits etc, The Body Toolkit cannot be held responsible. The Body Toolkit retreats are for most of the year sold out, so unfortunately if an altercation arises then there may not be any other rooms/cottages/lodges available to move you.
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. This may not always be possible, for example, if our yoga instructor becomes unwell on day 3 of the retreat, it is likely that it will be too short notice to find another and yoga may well be cancelled. This is extremely rare, but could happen. The same applies to any of the activities, although we will always do our level best to make sure all activities go ahead if possible. We would also like to point out that The Body Toolkit team can change at any time and although we will always endeavour to have a suitable replacement there will be no compensation for the change in team member.
Team Members and Classes
In the event of one of the team members becoming injured, ill or an emergency situation that forces them to leave the retreat, then this may impact on the retreat plan, in terms of the yoga or workshops 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, given the rural location. The retreat will continue to run however adjustments will be made to reflect the situation. There will be no refunds or compensation to reflect the change in team situation.
The Body Toolkit 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.
Please check that your holiday insurance policy covers these and other contingencies.
Your Health and Wellbeing
Many health benefits are associated with regular exercise, juice detoxing and therapy treatments. However a small number of people should not participate in certain activities and should seek medical advice. In case of any doubt please consult a doctor before commencing physical activity/starting a juice detox/or receiving a treatment.
Assumption of Risk
By agreeing to these terms and conditions, I/we state that I/we wish to participate in the juice detox and all the activities, which may include (depending on retreat location) but are not limited to: aerobic & resistance exercise, running, walking, hill walking, cycling, mini trampolining, yoga, sauna, cold water swimming and therapy treatments such as massage and colonic hydrotherapy. I/we realise that my/our participation involves the risk of injury and even the possibility of death. Furthermore, I/we confirm that I/we are voluntarily engaging in an acceptable level of exercise and The Body Toolkit is not responsible for any injuries or losses incurred whilst at the retreat, after the retreat or during the transfers.
If I/we suffer with any health conditions including but not limited to the following, I/we confirm that I/we have either consulted with a doctor before participating in physical activity/a juice detox/receiving treatment or I/we am accepting full responsibility for my/our own health and I/we acknowledge the risk involved.
Bone or joint or back problem/pain; high or low blood pressure; surgery or recent injury; diabetes or any other metabolic disease; raised cholesterol; heart condition; cancer; pain in your chest when you do physical exercise; unusual shortness of breath at rest or with mild exertion; pregnant; spells of severe dizziness or have lost consciousness; epilepsy; angina.
This contract is entered into under the laws of the United Kingdom and in agreeing to these terms and conditions you are doing so on behalf of yourself and any other parties included in your booking.
Thank you for choosing to book a retreat with The Body Toolkit, we look forward to welcoming you and sharing the retreat with you.
