Terms & Conditions
All retreat participants must make themselves aware of the terms & conditions & accept the risks associated with the course activities, each client must be responsible for taking out the appropriate personal accident, holiday, cancellation & Covid cover insurance policy for the full duration of their chosen retreat, this is a non negotiable condition when booking one of our retreats.
If you do not already have a comprehensive travel policy with Covid cover in place prior to making your retreat / holiday reservation, we strongly advise that you do take out a policy (ASAB) as soon as you book your retreat.
Solaris GbR, Aparo & Eckardt, known & referred to hereafter as SOLARIS accepts bookings subject to the following conditions as laid out below.
DEFINITIONS:
Booking – The booking made by the client with SOLARIS & as set out on the SOLARIS booking form.
Booking form – The booking request produced by SOLARIS to be completed by the client when & upon making a booking with SOLARIS.
Contract – The contract between the client & SOLARIS under which the services are provided by SOLARIS to the client.
Client – The person, business or company who makes the booking with SOLARIS. All individuals to whom the services are provided by SOLARIS must be of a minimum age of 18 years. Under special agreement SOLARIS may consider offering a retreat place to a person between the ages of 16 & 18, however this would only be the case with a written acceptance by SOLARIS & with special terms & conditions attached, the client must agree to comply with any & all special conditions & this will include being accompanied by an appropriate adult who assumes full responsibility for the minor.
Fee – The amount payable to SOLARIS under the contract. The client has the possibility to pay the fee in one or two instalments.
Deposit –If the client decides to pay in two instalments, a deposit payment of 30% of the respective total price per person will be required to reserve each place at the retreat.
Force Majeure / Special Circumstances – Any act, event, omission or accident beyond SOLARIS’s reasonable control including but in no way limited to Act of God, war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, pandemic, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, adverse weather, default of suppliers or subcontractors, strikes, lock-out’s, or other industrial disputes, failure of a utility service or transport network.
Major Change – A change in the date or over 80% of the content of the service. The exception being under “special circumstances”.
Offer - The description of services included in the retreat booking as described in the one-pager sent to the Client per email, together with the booking form.
Recordings – Photographs, videos, or any other audio visual recordings taken of the clients during the provision of the services.
Wording importing the singular meaning shall include the plural meaning & vice versa. All wording within the booking conditions is generalised & any reference to any gender includes the other genders. The headings in these conditions are for convenience only & shall not affect their interpretation.
ACCEPTANCE:
A contract for the services is made between SOLARIS & the client upon the issue of a formal written confirmation (e-mail) of booking by SOLARIS.
The contract is subject to these booking conditions which the client has been deemed to have read & fully understood. These booking conditions can only be varied by written agreement between SOLARIS & the client.
SERVICES:
The activities & services provided by SOLARIS to the client under the terms of the contract & service as described in the offer sent via email.
BOOKING:
To place a booking with SOLARIS, SOLARIS requires a completed booking form together with the payment of a minimum deposit of 30% of the total of the selected experience package by the client, or the full amount, if the client decides for this option. If a booking is made by telephone, the client shall be deemed to have read & fully understood these conditions & signed the declaration on the booking form. All bookings are provisional & are only confirmed when the deposit payment has arrived at SOLARIS’s bank account & a formal email confirmation has been sent to the client.
After a reservation has been made by the client, the client should not book their flights until the reservation has been confirmed by SOLARIS in the form of a formal confirmation sent via email which will include: formal confirmation of the retreat date & venue, the masters and further information regarding the steps to complete by the client prior to the retreat (including two calls with the SOLARIS coach and SOLARIS nutritionist) and the final invoice.
SOLARIS reserves the right to decline any booking at their discretion.
FEE & PAYMENT TERMS:
The client is free to pay the retreat in one or two instalments. The deposit or, if the client decides to pay one instalment only, must be paid within 14 days of receipt of our invoice at the latest.
If the client decides to pay in two instalments, the second instalment (or the full retreat fee) is due & should arrive on SOLARIS bank account in full no later than 60 days before the retreat start date, unless agreed otherwise in writing / via email prior to / upon confirmation of booking.
In the event that the full amount is not paid in the specified time frame (60 days before retreat start), SOLARIS will have the discretion to treat the booking as canceled by the client & to re-sell the course place. In this case no refund of the deposit payment will be due.
SOLARIS will charge a late payment fee to those clients who do not pay in full, within the time frame specified in the payment terms & conditions (60 days before retreat start), the late payment fee will be charged at EUR 100.00 per person.
MEDICAL & HEALTH:
All clients using SOLARIS services should be aware that when participating in any exercise or exercise program, there is the possibility of physical injury. In making a reservation / booking with SOLARIS, you agree to assume such risk & agree to release & discharge SOLARIS from any & all claims for liability, injury, loss & or damage arising from your participation in our services.
If you have any medical condition/s that may make you unsuitable to participate & or may impact on your participation in SOLARIS services, you are required to notify us of them in full prior to making your reservation / booking.
If SOLARIS or any member of the SOLARIS team believes that your health or safety is at risk or if you have failed to disclose to SOLARIS in writing any illness, injury or any previous or current medical or health condition / reason that could potentially impact on your ability to participate in SOLARIS services, this could result in SOLARIS’s refusal to allow you to participate in all / part of the services. In such a situation, your contract may be terminated by SOLARIS at the sole discretion of SOLARIS without refund or compensation.
Unless notified in writing prior to the reservation by the client to SOLARIS, assumes that the client is of good mental & physical health and therefore able to participate in all of the SOLARIS’s services as described in the offer. Clients suffering from any contagious diseases such as COVID (positive COVID test on the day of travel to the retreat) are not admitted at the retreat, unless agreed otherwise in writing with SOLARIS.
VARIATIONS & AMENDMENTS:
SOLARIS reserves the right to change any price or other particulars of the services before the contract becomes binding.
If there is a major change SOLARIS shall notify the client forthwith, SOLARIS shall seek to offer the client arrangements as close to the original as it is reasonably possible in the circumstances. If there is any other change other than a major change SOLARIS is not obliged to inform the client in advance or obliged to pay any compensation. If changes are made by the venue SOLARIS cannot be held responsible for any such changes which are out of their control.
CANCELLATION BY THE CLIENT:
If the client wishes to cancel the reservation / contract they must advise SOLARIS in writing / via confirmed email as soon as reasonably possible. Any cancellation of the contract will be subject to the following cancellation charges. For the avoidance of doubt the cancellation charges are based on the number of days before the first date of the service.
Date of cancellation – Cancellation charge
Less than 30 days – 100% of the cost of the retreat will be claimed or retained by SOLARIS
Less than 90 days – 75% of the cost of the retreat will be claimed or retained by SOLARIS
Less than 120 days – 50% of the cost of the retreat will be claimed or retained by SOLARIS
More than 120 days – 30% of the cost of the retreat will be claimed or retained by SOLARIS
Refunds are made minus any applicable / relevant bank charges or card payment fees, plus an administration fee of EUR 100.00 per client. Bank transfer refunds are made in Euros. Refunds are made minus any third party commissions where applicable.
COVID 19 SPECIAL CONDITIONS
Cancellations due to Covid-19
If the retreat has to be canceled due to a new lock-down in the retreat location, the clients will be able to either move their reservation to another retreat happening within the next two years or ask for a full refund.
In the case that the client has to cancel the retreat due to new travel restrictions imposed in the country or origin, and is banned for traveling or forced to do a quarantine on arrival, the client will have the option to change the reservation for another retreat happening within the next two years or get a full refund (minus the deposit).
In the case that the client test positive in covid-19 just before traveling to the destination of the retreat, the client will be reimbursed with the last payment done (50% minus the deposit)
We highly recommend our clients to purchase travel insurance to be covered in unexpected situations.
To guarantee the health, security and confidence of our clients, depending on the covid-19 situation at the moment of the retreat, SOLARIS may ask the clients to do a PCR/Antigen test on arrival.
CLIENT REQUEST TO CHANGE A RETREAT RESERVATION TO A NEW DATE:
Should a client request to move their retreat date to a new / alternative date, then any deposit / full payment previously received by SOLARIS will be deemed as non refundable. If SOLARIS accepts a request by a client to move their reservation (this is at the discretion of SOLARIS) to a new / alternative date then an administration fee of EUR 100.00 per person will be applied.
If the request is within 30 days of the retreats start date SOLARIS will require professional medical proof (in English, French or German) if the change is due to a medical condition or injury.
If the request is made later than 14 full working days prior to the retreat start date then no move or change of date will be accepted. It is the responsibility of each individual client to ensure that they have comprehensive travel & health insurance in place prior to or immediately upon making a reservation.
CANCELLATION BY SOLARIS:
SOLARIS reserves the right to cancel any retreat for any reason, but will not cancel a retreat less than 30 days before the retreat start date except for unusual or unforeseen circumstances outside SOLARIS control. When a retreat is canceled by SOLARIS before the agreed date of departure for any reason other than the fault of the Client, the Client can either:
Transfer their deposit to another retreat taking place within two calendar years, or receive a full refund of all monies paid under the contract as soon as possible.
SOLARIS is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc. If the Client is offered a refund but requests an alternate retreat of a higher value than that originally booked, then the Client must pay the difference in price.
Force Majeure
SOLARIS shall not be responsible for not fulfilling its contractual obligations to the extent that the failure to fulfil is due to events outside its control, that is, force majeure events such as a pandemic, acts of God, fire, flood, cancellation of flights or/and prohibition of sailing due to adverse weather conditions, war, acts of terrorism, riot, civil commotion, governmental actions (excluding regulatory change), labor disputes, and any similar events. In such force majeure events, no refund shall be granted and all payments will be credited in the form of a voucher valid for two years from the start date of the canceled retreat. SOLARIS does not reimburse for potential cancellation fees of the clients (flights, insurances or other).
CONTRACT ASSIGNMENT:
The client may assign the contract (including these terms & conditions) to another person at all times upon prior written notice and consent by SOLARIS.
If the client wishes to assign their contract, he or she must give notice in writing providing the full name, address & contact details of the other person. SOLARIS shall then advise in writing as to if it consents to the assignment as soon as is reasonably possible. SOLARIS reserves the right to refuse an assignment to a third party at any time & without reason.
If subsequently a client has to cancel due to SOLARIS refusing the assignment to a third party then the cancellation charges under “cancellation by the client” shall apply.
SERVICES:
SOLARIS reserves the right to alter the content of the services at any time without notice to the client due to certain factors, including, but not limited to the weather, staff, & any physical fitness of the clients or the masters. No refunds will be made in these cases.
If the client elects not to participate in any of the services being provided, SOLARIS has no obligation to provide an alternative activity or service & the client will not be entitled to a refund.
If SOLARIS believes that a client’s health & safety is at risk, or a client has failed to disclose any relevant health information in accordance with our terms & conditions, SOLARIS may at its absolute discretion make decisions affecting the client & where necessary may terminate the contract immediately.
EXTRA COSTS: costs incurred by clients while at the retreat
All spa & holistic therapies, private 1-2-1 appointments with any of the retreat team health & wellbeing members, additional meals, alcoholic beverages, additional snacks etc. will be charged as extras to the cost of the retreat.
If a client has a query / feels that there is a discrepancy with any additional charges then they must make this known to the retreat director by 6.00pm / 18.00 at the latest on the last full day of the retreat either in person or via email. The last full day will be deemed to be the last full retreat day prior to the retreat’s official departure day.
RESPONSIBILITIES OF THE CLIENT:
The client is responsible for his/her own booking of the hotel room and flights and it is not the responsibility of SOLARIS to ensure the availability of a special room category at the hotel hosting the retreat.
The client is responsible for their own personal medical needs / requirements, clothing & footwear for the duration of the services unless otherwise agreed in writing with SOLARIS.
It is the clients responsibility to inform SOLARIS in writing of any past, present or potential health issues that may make them unsuitable to participate in the services agreed, failure to disclose any such information may result in SOLARIS terminating the contract & withdrawing the client from the services without refund, notwithstanding conditions of cancelation by SOLARIS. If a letter of suitability is required from a clients medical professional then this must be sent to & received by SOLARIS a minimum of 7 days prior to a retreats start date.
It is the clients sole responsibility to ensure that they have purchased comprehensive & appropriate travel & medical insurance for the full duration of their retreat, this should include but not be limited to: personal accident, holiday & cancellation insurance for the full duration of the retreat, please note that purchasing / putting in place this type of insurance is a condition of booking a SOLARIS retreat/s.
The full retreat fee is payable 60 days before the commencement of the retreat / course unless agreed otherwise during the confirmation of the booking. It is the sole responsibility of the client to ensure that their payment is made on time & by the due date, as per the terms & conditions, SOLARIS does not chase client payments or send payment reminders.
LIABILITY:
None of the exclusions & limitations in these conditions are intended to limit any rights the client may have under statute or common law which may not be excluded, nor in any way to exclude or limit liability to the client for personal injury or death resulting from SOLARIS negligence or that of its employees or agents, or for any liability incurred as a result of fraud or fraudulent misrepresentation by SOLARIS.
The client understands that attending any activity or service provided by SOLARIS involves some level of risk. These risks include but are not limited to physical injury or even death. By attending any activity or service provided by SOLARIS the client agrees to assume these risks & agrees to release & discharge SOLARIS & its Directors, employees & agents from any & all claims for liability.
Neither SOLARIS nor any of its Directors, employees or agents will be liable for any loss or damage to any personal property or vehicle belonging to the client during the services.
All clients must refrain from any illegal action or any conduct unbecoming a retreat client, conduct or language which may give offence to a team member, venue staff or client or any act which may cause damage to property. If SOLARIS or any of its staff, consultants or agents become aware of any such act / conduct then SOLARIS & its agents may, at their absolute discretion, ask the client to leave the premises, property or facility, this will be without refund or compensation to the client, in these circumstances SOLARIS will have no further responsibility or liability to the client.
MEDIA:
In the course of participation in a SOLARIS retreat, photos or videos may be taken by participants, teachers, hosts and professional photographers. These images may be used in any SOLARIS promotional materials, website, all social media platforms (i.e. Instagram), etc., unless Clients specifically request to the photographer or in writing to SOLARIS, to not use any material their image is depicted in. Otherwise, permission is granted to SOLARIS to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.
COPYRIGHT:
SOLARIS reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, services or facilities. SOLARIS reserves the right to take such actions as it deems appropriate or necessary to restrain or prevent infringement of such copyright.
GOVERNING LAW:
Any disputes relating to these terms and conditions or the Site are governed by, and will be interpreted in accordance with, the laws of the Federal Republic of Germany, without regard to any conflict of laws provisions. You irrevocably and unconditionally consent to submit to the exclusive jurisdiction of the courts of the Republic of Germany for any litigation or disputes arising out of or relating to the use SOLARIS services or the use of the Site, waive any objection to the venue of any such litigation or disputes in German courts, and agree not to plead or claim in any German court that such litigation brought therein has been brought in an inconvenient forum.