Retreat Policies & Terms and Conditions
These Terms and Conditions apply to services offered by Maria Wehring,
trading as Maria Leona Retreats,
Camino de la Oscuridad 10, 11160 Barbate, Spain
(“Maria Leona Retreats”, “we”, “us” or “our”).
Contact: info@marialeonaretreats.com
+49 172 7396432 or +34 664 249 374
These Terms distinguish between:
· Retreat Participants, who book a place in a retreat organised by Maria Leona Retreats; and
· Retreat Hosts, who book and use the retreat venue to organise and sell their own retreat.
The General Terms in Part A apply to everyone.
Part B applies only to Retreat Participants.
Part C applies only to Retreat Hosts.
Part D contains provisions that apply to both groups where relevant.
By making a booking, signing a booking or host agreement, or using our services, you confirm that you have read and accepted the provisions applicable to you. If an individual booking confirmation, participation agreement or signed Host Agreement contains different terms, the individually agreed terms take precedence to the extent of the inconsistency.
Part A General Terms
1 Accuracy of Website Information
The website and its content are provided for general information. We make reasonable efforts to keep all information accurate and up to date, but retreat programmes, teachers, services, availability, prices and other details may change. The binding scope of a booking is set out in the relevant booking confirmation, booking summary, participation agreement or Host Agreement.
2 Intellectual Property
Unless otherwise stated, all branding, logos, text, images, graphics, designs and other materials displayed on this website belong to Maria Leona Retreats or are used with permission and are protected by applicable intellectual property laws. They may not be copied, reproduced, distributed, published, modified or used commercially without prior written permission.
3 Payments
All payments must be made in euros and by the applicable due date. Any bank or transfer charges must be paid by the person making the payment so that Maria Leona Retreats receives the full invoiced amount.
If a payment is overdue, we may issue a reminder and set a reasonable additional deadline. If payment is still not received, we may cancel the booking, refuse participation or withhold use of the venue, while retaining any payment claims and cancellation rights permitted by the applicable agreement and law. Reasonable recovery costs and statutory interest may be charged where legally permitted.
4 Communications and Written Form
Cancellation notices and other legally relevant communications must be made in text form, including by email, and must be sent to the contact address stated in the relevant agreement. A notice becomes effective when it is received. Amendments and additions should also be recorded in text form. Individual agreements remain unaffected.
5 Changes to These Terms
We may update these Terms from time to time. The version applicable to a confirmed booking is generally the version accepted when the booking was made, unless a later change is required by law or is expressly agreed with the customer. Updated website terms take effect for future bookings when published.
6 Privacy
Personal data is processed to prepare, administer and perform bookings, provide services, communicate with customers and comply with legal obligations. Health information voluntarily provided by a participant is used only to the extent necessary for organisation, catering or safety. Each Retreat Host is independently responsible for the lawful processing of participant data collected for the Host’s own retreat, including obtaining any required consents. Applicable data protection notices and statutory rights remain unaffected.
Part B Terms for Retreat Participants
7 Booking and Contract Formation
A participant booking becomes binding when Maria Leona Retreats confirms it in text form and the first payment has been received. The retreat title, venue, dates, accommodation category, included services, total price and any special arrangements are specified in the booking confirmation or participation agreement.
8 Participant Payment Schedule
A deposit of 50% of the total retreat price is due upon booking confirmation.
The remaining 50% must be paid no later than 12 weeks before the retreat begins.
If a booking is made within 12 weeks of the retreat start date, the full retreat price is due immediately.
Participants may choose to pay the full retreat price at the time of booking.
The participant may pay the full price when booking. Failure to pay after a reasonable additional deadline may result in cancellation under the participant cancellation terms below.
9 Cancellation by a Participant
Cancellations must be submitted by email to info@marialeonaretreats.com or in another verifiable text form. The cancellation fee is calculated as a percentage of the total retreat price.
If the cancellation is received more than 12 weeks before the retreat begins, the cancellation fee is 50% of the total retreat price. If the full price has already been paid, 50% will be refunded.
If the cancellation is received between 8 and 12 weeks before the retreat begins, including both the 8-week and 12-week deadlines, the cancellation fee is 75% of the total retreat price. If the full price has already been paid, 25% will be refunded.
If the cancellation is received less than 8 weeks before the retreat begins, the cancellation fee is 100% of the total retreat price and no refund will be provided.
Payments already made are credited against the cancellation fee. Any amount paid in excess of the fee will be refunded. Where required by applicable law, the participant may show that no loss or a substantially lower loss was incurred.
Personal circumstances, illness, missed or cancelled transport and other individual travel problems do not normally create an additional right to a refund. Participants are strongly advised to obtain suitable travel cancellation insurance.
10 Rebooking and Substitute Participants
Rebooking to another retreat date is possible only with our written agreement and subject to availability. A rebooking fee of up to 10% of the total retreat price may apply.
After consultation with us, the participant may nominate a suitable substitute participant. The original booking party remains responsible for any proven additional costs caused by the substitution, subject to applicable law.
11 Changes or Cancellation by Maria Leona Retreats
We may make reasonable changes to schedules, teachers, activities or room allocation for objective operational, safety or organisational reasons. We will communicate material changes without undue delay.
If we cancel a retreat and no acceptable alternative is offered, retreat fees paid directly to Maria Leona Retreats will be refunded within 14 days. Independently booked flights, transport, accommodation or other travel services will not be reimbursed unless mandatory law provides otherwise.
12 Health and Participation
Participation is voluntary and must remain within the participant’s physical and psychological capacity. Participants must inform us in good time of relevant illnesses, injuries, pregnancy, allergies, intolerances or limitations that may affect safe participation or catering. A retreat is not a substitute for medical or psychotherapeutic treatment.
Participants with health concerns must seek advice from an appropriately qualified healthcare professional before attending. All safety instructions and venue rules must be followed. A person who endangers others or seriously disrupts the retreat may, where legally permitted, be excluded from individual activities or from the remainder of the stay.
13 Travel and Independent Services
Participants are responsible for valid passports, visas, entry requirements, travel documents and timely arrival at airports, transfer points and the retreat venue.
Optional transfers, excursions, treatments or other services may be arranged directly with independent providers. Unless expressly confirmed otherwise, Maria Leona Retreats is not the contracting party for those services. The independent provider is responsible for its own acts and services, subject to applicable law.
14 Participant Insurance
Participants are strongly advised to obtain comprehensive insurance suitable for the trip, including travel cancellation, medical, accident and personal liability cover, as well as cover for personal belongings. Maria Leona Retreats is not responsible for losses that fall outside its legal responsibility and could have been insured.
15 Complaints and Personal Belongings
Any concern, defect or complaint should be reported immediately during the retreat so that we have a reasonable opportunity to investigate and provide a remedy. A delayed report may limit our ability to address the matter.
Participants remain responsible for their personal belongings. Liability for loss, theft or damage is governed by applicable law.
16 Official Travel Restrictions for Participants
If official government travel restrictions legally and practically prevent the participant from travelling to the retreat, a credit will be offered instead of a cash refund. The credit will equal the eligible payments made directly to Maria Leona Retreats, will be valid for 12 months from the original retreat start date and may be used for a replacement date subject to availability.
Personal travel difficulties, flight cancellations, delays or generally more difficult travel conditions do not automatically constitute official travel restrictions.
17 Force Majeure for Participants
If the retreat cannot take place because of unavoidable and extraordinary circumstances outside the reasonable control of the parties, a credit for eligible payments made directly to Maria Leona Retreats will be offered instead of a cash refund, to the extent permitted by applicable law. The credit will be valid for two years from the original retreat start date, and any replacement booking is subject to availability. Mandatory statutory rights remain unaffected.
18 Participant House Rules
Participants and approved visitors must comply with the following rules:
· Treat other guests, staff and neighbours respectfully. Discriminatory, harassing, aggressive or dangerous behaviour is not permitted. Personal information shared in group sessions must be treated confidentially.
· Obtain consent before taking or publishing photographs, videos or audio recordings of another person.
· Only registered participants and pre-approved guests may use the premises. Sleeping places may not be transferred or sublet, and only approved rooms and outdoor areas may be used.
· Furniture may not be moved between rooms or substantially rearranged without permission.
· Quiet hours are from 23:00 to 07:00. Music and conversations must remain considerate of neighbours at all times.
· Smoking and vaping are prohibited inside all buildings and permitted only in designated outdoor areas.
· Candles, incense, open flames, fireworks and additional cooking or heating devices require express prior permission.
· Moderate alcohol consumption is permitted unless the retreat provides otherwise. Illegal drugs and disruptive or dangerous behaviour under the influence of any substance are prohibited.
· The pool is unsupervised and used at the participant’s own risk. Glass and breakable tableware are prohibited in the pool area. Children and anyone requiring support must be supervised by a responsible adult.
· Pool, irrigation, solar, electrical and other supply equipment must not be operated or altered.
· Yoga and retreat equipment must be used carefully, cleaned as required and returned to its designated place.
· Kitchens may be used only in approved areas. Cooking must never be left unattended. Allergies and intolerances must be reported by the stated deadline. A completely allergen-free environment can be guaranteed only where expressly agreed in writing.
· Keys, access codes and security information must not be shared with outsiders. Losses, damage, accidents and technical problems must be reported immediately. Escape routes and access roads must remain clear.
· Water and energy must be used responsibly. Air conditioning and heating must not be operated with windows or doors open. Lights and electrical equipment must be switched off when leaving a room where appropriate.
· Check-in and check-out times must be observed. Earlier arrival or later departure is possible only with prior confirmation. On departure, participants must remove personal belongings, leave the premises orderly and return all keys.
Part C Terms for Retreat Hosts
19 Role of the Retreat Host
A Retreat Host independently plans, markets, sells and operates their retreat under their own commercial and professional responsibility. The Host contracts directly with their participants and receives participant payments directly. The Host must provide their own participation, payment and cancellation terms to participants.
Maria Leona Retreats provides the venue and only those services listed in the booking details and agreed service schedule. Unless expressly agreed otherwise, Maria Leona Retreats is not the organiser or seller of the Host’s retreat and is not a contracting party to services arranged by the Host or an external provider.
20 Host Booking and Scope of Use
The venue booking is confirmed when the Host Agreement has been signed by both parties and the payment due on signing has been received. The venue may be used only for the agreed retreat, during the agreed period and by the agreed maximum number of participants and team members.
The total price includes regular final cleaning unless the Host Agreement states otherwise. Extraordinary cleaning, damage, missing items and additional services are charged separately. Any use beyond the agreed scope or transfer of the booking to a third party requires prior approval in text form.
21 Included and Additional Services
Included rooms, accommodation, equipment, catering and other services are listed in the Host Agreement or its service schedule. Additional services are payable only where agreed in text form and, unless stated otherwise, are charged in addition to the venue price.
External services are contracted and paid for directly by the Host unless expressly agreed otherwise. We may help identify local offers, providers or prices, but this assistance does not make Maria Leona Retreats a party to the external service contract.
22 Host Payment Schedule
A payment of 20% of the total price is due upon signing the Host Agreement.
A further payment of 30% is due six calendar months before the retreat begins, bringing the total amount payable to 50% of the total price.
The remaining 50% is due no later than thirty calendar days before the retreat begins.
The invoice and Host Agreement specify the exact amounts and dates. Refunds and cancellation charges are governed by Section 24.
23 Short-Notice Host Bookings
If the booking is made six calendar months or less, but more than thirty calendar days before the retreat begins, 50% of the total price is due immediately on signing. The remaining 50% is due no later than thirty calendar days before the retreat begins.
If the booking is made thirty calendar days or less before the retreat begins, the full total price is due immediately on signing.
Payments already made are credited against the amount due. Refunds and cancellation charges are governed by Section 24.
24 Cancellation by a Host
A cancellation by the Host must be made in text form. The cancellation fee is calculated as a percentage of the total price agreed in the Host Agreement, based on when the cancellation is received:
· Nine calendar months or more before the retreat begins: no cancellation fee.
· Less than nine calendar months, but at least six calendar months before the retreat begins: 20%.
· Less than six calendar months, but at least thirty calendar days before the retreat begins: 50%.
· Less than thirty calendar days before the retreat begins, or in the event of non-arrival: 90%.
Upon cancellation, the cancellation fee replaces the payment obligations for the cancelled booking under Sections 22 and 23. Payments already made are credited against the cancellation fee. Any amount paid in excess of the fee will be refunded; any outstanding balance remains payable.
25 Official Travel Restrictions for Hosts
If official government travel restrictions legally and practically prevent the Host from travelling or the retreat from taking place, Maria Leona Retreats will issue a credit instead of a cash refund. The credit will equal eligible payments made directly to Maria Leona Retreats under the Host Agreement, will be valid for 12 months from the original retreat start date and may be used for a replacement date subject to availability.
Personal travel difficulties, flight cancellations, delays, lower participant numbers and generally more difficult travel conditions do not automatically constitute official travel restrictions.
26 Force Majeure for Hosts
If the retreat cannot take place because of another force majeure event outside the reasonable control of the parties, Maria Leona Retreats will issue a credit for eligible payments made directly under the Host Agreement instead of a cash refund, to the extent permitted by applicable law. The credit will be valid for two years from the original retreat start date, and any replacement date is subject to availability.
The affected party must inform the other party without undue delay about the event and its expected impact. Both parties must make reasonable efforts to limit avoidable losses and costs.
27 Host Insurance
Hosts are strongly advised to obtain comprehensive travel cancellation insurance covering unexpected events, business interruption and, where insurable, force majeure. Hosts are also advised to obtain suitable organiser, public and professional liability insurance. Evidence of insurance must be provided if this was agreed before the Host Agreement was signed.
28 Host Responsibilities
The Host is responsible for:
· contracts with participants and collection of participant payments;
· the retreat programme and all teachers, coaches, therapists, assistants, caterers, photographers and other providers engaged by the Host;
· verifying that all engaged persons hold the qualifications, permissions, licences, consents and insurance required for their activities;
· collecting and communicating relevant dietary requirements, allergies and intolerances in good time;
· notifying Maria Leona Retreats in advance of external providers, special ceremonies and higher-risk activities, and obtaining approval where the venue or its operation may be affected;
· informing participants, team members, visitors and providers of the applicable house rules and ensuring compliance;
· appointing a responsible contact person who is reachable throughout the stay.
29 Participant Numbers and Venue Use
The agreed maximum number of overnight guests, participants and team members may not be exceeded without prior approval. Additional visitors must be registered and approved in advance.
The venue may be used only for the agreed retreat programme. Parties, public events, ticket sales, product presentations, amplified music, live music, dance events, major installations, decorations, animals, ceremonies involving fire, cacao ceremonies, open flames and other special or higher-risk activities require prior approval unless already expressly covered by the Host Agreement or house rules.
Maria Leona Retreats may prohibit or stop an activity where there are reasonable safety concerns or where required qualifications, permissions or insurance evidence are missing.
30 Damage Cleaning and Deposit
The Host must report damage and defects immediately. To the extent provided by law, the Host is responsible for culpably caused damage by the Host, the Host’s team, participants, guests or engaged providers.
Extraordinary cleaning, missing items, repairs and other costs attributable to the Host may be deducted from the security deposit or invoiced separately. Any deductions will be documented. The remaining deposit will be returned within the period stated in the Host Agreement after departure and inspection. Further legal claims remain unaffected.
31 Host House Rules
The Host must ensure that the Host’s team, participants, visitors and external providers comply with the participant house rules in Section 18 and the following additional rules:
· Only the houses, rooms, facilities and outdoor areas specified in the Host Agreement may be used.
· The Host must appoint a responsible contact person before arrival and ensure that person remains reachable throughout the stay.
· External teachers, coaches, therapists, carers, cooks, photographers and other providers must be suitably qualified and, where required, insured.
· Large furniture and beds may not be moved, removed or exchanged between rooms without prior approval.
· Amplified music, loudspeakers, live music and dance events require prior agreement.
· Fire ceremonies, cacao ceremonies and other special or higher-risk activities must be disclosed and approved in advance.
· Smoke detectors, fire extinguishers and other safety or supply equipment must not be covered, disabled, removed or altered.
· Cigarettes must be fully extinguished and disposed of in the provided ashtrays. Cigarette ends must not be thrown on the ground or in the garden.
· The Host is responsible for collecting participants’ dietary requirements, allergies and intolerances and passing them to the responsible cook or caterer on time.
· Keys and access codes may be shared only with registered guests and team members. Keys may not be copied. The Host may be charged for lost keys, replacements or necessary lock changes.
Part D Provisions Applying to Participants and Hosts
32 Accommodation Changes
If a participant or Host voluntarily changes from a higher-priced accommodation category or service package to a lower-priced category after booking, no refund of the difference is due unless expressly agreed otherwise. Upgrades may be possible subject to availability and payment of the applicable price difference.
33 Assumption of Inherent Risk
Yoga, fitness, wellness practices, excursions, outdoor activities, swimming and travel involve inherent risks. Participation is voluntary. Each person must act within their abilities, follow safety instructions and take reasonable care for themselves and others. Nothing in these Terms excludes liability that cannot lawfully be excluded.
34 Liability
Liability is determined by applicable law. To the fullest extent permitted by law, Maria Leona Retreats is not responsible for losses caused solely by independent third-party providers, travel disruptions outside its control, a participant’s or Host’s own acts or omissions, or events outside its reasonable control.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, wilful misconduct, gross negligence where applicable, or any other liability that cannot legally be excluded or limited. Mandatory consumer rights remain unaffected.
35 Complaints Defects and Opportunity to Remedy
Any apparent defect or complaint must be reported without undue delay. The person making the complaint must give Maria Leona Retreats a reasonable opportunity to provide a remedy where possible. Statutory rights remain unaffected.
36 Photographs Video and Drone Use
Photographs, video, audio or drone recordings affecting the venue, staff, guests or other persons must be agreed in advance where appropriate. The person making or commissioning the recording is responsible for obtaining all required permissions, releases and regulatory approvals.
37 No General 14 Day Withdrawal Right for Date Specific Services
For accommodation, catering, leisure or retreat services supplied on a specific date or during a specific period, there is generally no automatic 14-day right of withdrawal. Mandatory rights, including any applicable package travel rights, remain unaffected.
38 Governing Law and Jurisdiction
These Terms are governed by Spanish law. Consumers retain the protection of mandatory provisions of the country in which they habitually reside where applicable. Disputes are subject to the courts competent under applicable law. For Hosts acting in the course of business, a separate lawful jurisdiction agreement may be stated in the Host Agreement.
39 Severability
If any provision of these Terms is wholly or partly invalid or unenforceable, the remaining provisions remain unaffected. The invalid or unenforceable provision will be replaced by the applicable statutory rule.
40 Order of Precedence
The relevant booking confirmation, booking summary, participation agreement or signed Host Agreement, including its service schedule and house rules, forms part of the contract. Individually agreed provisions take precedence over these general website Terms to the extent that they validly differ.
Important legal note: This draft consolidates the supplied participant and Host documents into website language. Because it concerns consumer, venue, cancellation, liability, data protection and potentially package-travel law in Spain and other countries, it should be reviewed by a qualified Spanish lawyer before publication.
MOVEMENT NOURISHMENT CONNECTION
MOVEMENT NOURISHMENT CONNECTION
