Booking Terms

01  Definitions

Evolve Escapes is a trading name of Danny Robinson, sole trader, operating in the United Kingdom. Contact: support@evolve-escapes.com.

These Booking Terms govern all retreat bookings made via our website or directly with us. Headings are for convenience only and do not affect interpretation.

02  Policies

Minimum age: 18

You must be at least 18 years old to make a booking and to participate in a Retreat. We may request proof of age. Bookings for under-18s cannot be accepted.

Cooling-off, Reg 28(1)(g)

As our Retreats are for accommodation for a specific date or period, the usual 14-day cooling-off period for distance contracts does not apply, under The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, Reg 28(1)(g). Your right to cancel is as set out in Section 05 below.

03  Your Health & Responsibilities

Your health

You confirm you are in good physical condition and able to participate in fitness activities, which may include strength training, cardiovascular exercise, HIIT, swimming, running, yoga, stretching, hiking and adventure activities. These can be strenuous.

We do not provide medical advice. You should consult your doctor if you have any medical conditions, injuries or concerns before booking or participating. You must complete our health questionnaire honestly, disclose injuries, allergies, conditions and medications, and update us if your health changes before the Retreat.

Acknowledgement of risks

Participation involves inherent risks, including personal injury, illness, slips and falls, adverse weather, sea conditions, road travel, remote locations and physical exertion. You voluntarily assume these risks.

Insurance: a condition of booking

You must arrange adequate travel and health insurance covering cancellation, curtailment, medical expenses, personal accident, baggage and activities for the entire period, including travel to and from the Retreat. This is a condition of your booking. You must provide proof if requested.

Your personal data

We collect your name, contact details, payment information, travel documents, and health and dietary information. Health and dietary data is special category data under UK GDPR and will only be processed with your explicit consent, to ensure your safety and to provide the Retreat.

All personal data is processed in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and our Privacy Policy.

Meeting responsibilities and paying

You must ensure your payment method can be charged and remains valid until at least 1 month after the End Date. You are responsible for any bank fees, charges or currency conversion fees. If payment fails, we may suspend your booking or treat it as cancelled in accordance with Section 04.

04  Payment Policy

Direct Debit: GoCardless disclosure

We collect payments via Direct Debit through GoCardless. Deposits are non-refundable. The remaining balance is collected in fixed instalments on the dates shown at checkout.

• Mandate setup at checkout authorises future instalments.
• Instalments are typically collected on the 1st of each month, or on the dates shown at checkout.
• GoCardless emails you 3 days before each collection.
• GoCardless is FCA regulated in the UK. Your bank’s Direct Debit Guarantee applies, and retry logic runs if a payment fails.

Deposit

Deposits are £500 to £750 depending on the retreat and are non-refundable. The exact amount is displayed clearly before you pay. Your deposit secures your place instantly.

Balance and due dates

• Balance and Payment Due Date: Balance is Total Price less Deposit. The full Balance must be paid by the Payment Due Date, 90 days before the Start Date unless otherwise shown at checkout.
• If not paid: if the Balance is not paid by the Payment Due Date, the full Total Price becomes immediately due and payable. We may continue to attempt payment or treat your booking as cancelled in accordance with these Terms.
• 100% non-refundable after the due date: after the Payment Due Date, your booking is 100% non-refundable.
• Reasonable efforts to notify: we will make reasonable efforts to notify you if payment is outstanding.
• Payment plans: if you have agreed a payment plan, the schedule is set out at the time you agree it and is charged automatically via GoCardless Direct Debit. If an instalment fails, we will notify you and GoCardless may automatically retry after a few days. You must ensure a valid payment method and sufficient funds. If unpaid 7 days after the due date, we may treat the booking as cancelled.
• A plan does not change the price: a payment plan does not change the Total Price or the cancellation terms below.
• Trip extras and add-ons: any extras or add-ons (for example room upgrades, 1:1 sessions or excursions) are charged at prices communicated at the time of booking or add-on, and are non-refundable once delivered or where supplier costs are incurred.
• Prices: all prices are listed in GBP. Payments are collected via Stripe (card) and GoCardless (Direct Debit).

05  Cancellations: Guest

You are responsible for reading these cancellation terms before booking. We strongly recommend that your travel insurance includes cancellation cover.

• How to cancel: to cancel, you must notify us in writing by email to support@evolve-escapes.com. Cancellation is effective from the date we confirm receipt in writing. We aim to process refunds within 10 business days where applicable.
• Payment gateway fees are non-refundable: Stripe and GoCardless gateway fees are non-refundable and will be deducted from any refund where applicable.
• Charges reflect a genuine pre-estimate of loss: the charges below reflect costs incurred and losses suffered as a genuine pre-estimate.

Late arrivals and early departures: no credit or refund for late arrival, early departure, or non-participation in any part of the Retreat, including training, meals or activities.

06  Transferring Your Booking

• Request in writing: you may request to transfer your booking to another person, or to another Retreat date, by email to support@evolve-escapes.com at least 30 days before the Start Date.
• Replacement conditions: any replacement guest must meet all conditions for the Retreat (age, health questionnaire and so on).
• Joint liability: you and the replacement guest are jointly and severally liable for full payment of the Total Price and any additional costs.
• Admin fee: transfers are subject to an admin fee of up to £75, plus any supplier costs or price difference if transferring to a higher-priced Retreat or date.
• Not unreasonably refused: we will not unreasonably refuse a transfer request made in time, but refusal may be reasonable where Venue or supplier restrictions apply.

07  Cancellations and Changes Made By Us

We reserve the right to cancel a Retreat or change the Start Date, Venue, itinerary, accommodation, trainers or inclusions for operational reasons, safety, availability or Force Majeure, including but not limited to weather, natural disaster, epidemic, political instability, government action, travel restrictions or supplier failure.

If we cancel or change the Start Date for reasons within our control

You may choose either (a) to transfer your booking as a credit to another Retreat within 1 year of the original Start Date, subject to availability and price difference, or (b) a refund of sums paid, less non-refundable payment gateway fees. Refunds will be processed within 14 days to the same payment method where possible.

Where a cancellation or change is due to events outside our reasonable control, we will act reasonably and in accordance with applicable consumer law. Minor changes (for example class timings, meal menus, activity order or an instructor change) will not entitle you to a refund. We will notify you as soon as reasonably practicable by email where a material change is necessary.

07A  Retreats Delivered with Partner Gyms and Coaches: Host Liability

Booking agent model

Some Retreats are delivered in partnership with a third-party gym, coach or brand (the “Host”). For these Retreats, Evolve Escapes handles payment collection via GoCardless and Stripe as booking agent for the Host.

Host Non-Viable Cancellation

If the Host cancels the Retreat, or withdraws, for any reason other than Force Majeure, government restriction, or genuine material safety concerns (a “Non-Viable Cancellation”):

1. The Host, not Evolve Escapes, is liable for all guest refunds due under our cancellation policy: at any time the deposit of £500 to £750 is non-refundable; 60+ days before the retreat, 50% of the total paid excluding deposit is refundable; 30 to 59 days, 25% excluding deposit; less than 30 days, non-refundable.
2. Refunds due under (1) are payable by the Host directly to Guests. Evolve Escapes will not process refunds to Guests from funds held where cancellation is due to a Non-Viable Cancellation by the Host.
3. Evolve Escapes has incurred non-recoverable costs in reliance on the Host’s commitment, including marketing, paid ads, content creation, platform fees, GoCardless and Stripe gateway fees, and admin. Evolve will not transfer funds held to the Host where the Host has cancelled without viable reason, as these sums have been spent in reliance.
4. For the avoidance of doubt, where Evolve Escapes holds guest funds at the date of a Non-Viable Cancellation by the Host, Evolve is entitled to retain such funds to cover its non-recoverable costs under (3) and the non-refundable deposit provisions. Any balance of guest refunds due beyond funds held remains the sole liability of the Host.

No Evolve refund obligation

For a Non-Viable Cancellation, Evolve Escapes does not refund guests. The refund obligation sits with the Host. Evolve collected as booking agent for the Host.

Force Majeure carve-out

A Non-Viable Cancellation does not include Force Majeure, government restriction, or genuine material safety concerns evidenced by the Host. In those cases, Section 07 applies.

08  Passports, Visas & Documents

It is your responsibility to ensure you have a valid passport, visas, travel insurance, health certificates and any other documents required for travel to Bali, Marbella, Ibiza or another retreat location, including transit countries. You must check entry requirements well in advance. We are not liable for any loss or expense arising from your failure to obtain or carry correct documents.

09  Third Parties & Transport

We may use third-party suppliers for accommodation, catering, transport, excursions and other services. We will exercise reasonable care and skill in selecting suppliers.

You are responsible for arranging and paying for your own travel to and from the Retreat Venue, including flights and transfers, unless expressly included in your booking. We are not liable for any travel delays, cancellations or missed connections.

10  Liability, Indemnity & Waiver

Important legal notice: what we cannot exclude

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability which cannot be limited or excluded by applicable law.

Assumption of inherent risks

You acknowledge that fitness retreats involve inherent risks and you voluntarily assume all such risks associated with participation.

Release and waiver

To the maximum extent permitted by law, you waive and release us from claims arising from (a) failure to follow instructions or safety guidance, (b) your own acts or omissions, (c) pre-existing medical conditions, and (d) ordinary inherent risks of activities.

Liability cap

Our total liability to you for any claim arising from your booking, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the Total Price paid for the relevant Retreat.

What we are not liable for

We are not liable for any indirect, consequential, incidental, special or punitive damages, or loss of enjoyment, profit, revenue or data, except where such liability cannot be excluded by law.

Guest indemnity

You agree to indemnify us against all liabilities, costs, expenses, damages and losses (including legal fees) arising from your breach of these Terms, your negligent or wilful acts or omissions, or your misconduct, including any third-party claims brought against us as a result. This indemnity does not apply to the extent caused by our negligence or wilful misconduct.

11  Photo and Video Release

We often take photos and videos during Retreats for operational and marketing purposes.

By participating, you grant us permission to use such photos and videos, which may include your likeness, for community updates, our website, social media channels, emails, marketing, advertising and internal training.

If you do not wish to be photographed or filmed, you must notify us in writing before or at the start of the Retreat, and we will take reasonable steps to avoid including you in future material and remove existing material where practicable. This will not affect already published material where removal is not practicable or where you are not prominently featured.

No payment is due for such use and you waive any right to inspect or approve the finished material.

12  Complaints

Step 1: on-site

Raise any issue at the earliest opportunity with our on-site team during the Retreat so we can attempt to resolve it promptly.

Step 2: in writing

If unresolved, email support@evolve-escapes.com within 14 days of the End Date with full details, booking reference, dates and location.

Response times

We will acknowledge within 5 working days and aim to provide a full response within 28 days. Complaints after 14 days are considered at our discretion.

13  General

By making a booking with us, whether via the website, email, phone or other means, you agree to be bound by these Booking Terms. These Terms, together with your booking confirmation and any additional terms communicated at checkout, constitute the entire agreement between you and us in relation to your Retreat.

If any provision of these Terms is held invalid or unenforceable, the remaining provisions will continue in full force and effect.

These Terms are governed by English law and subject to the jurisdiction of the courts of England and Wales, although you may also bring proceedings in your local jurisdiction if you are a consumer based elsewhere in the UK or EEA.

14  Contact

Evolve Escapes is a trading name of Danny Robinson, sole trader, operating in the United Kingdom. No postal address is collected or required. Email is the primary contact method.

Email: support@evolve-escapes.com

What to include

• Full name and booking email
• Retreat location and Start Date
• Booking reference, if you have one
• For cancellations, use the subject line “Cancellation, date, name”

We aim to reply within 48 hours, Monday to Friday. Complaints are acknowledged within 5 working days, with a full response within 28 days.