Booking Terms & Conditions

In these Terms and Conditions ("Terms"), the following words have the following meanings:

"we", "us", "our" or "Infinity Retreats" means Infinity Retreats Ltd, a company registered in England and Wales with its registered office at 90 Sandford View, Newton Abbot, Devon, TQ12 2TH.

"you", "your" or "Guest" means the person(s) named on a Booking, including the Lead Booker and any additional Guests included on that Booking.

"Lead Booker" means the person who makes the Booking and who accepts these Terms on behalf of themselves and all other Guests named on that Booking.

"Retreat" means any coached training retreat, camp or event organised or hosted by Infinity Retreats, including but not limited to retreats at Club La Santa, Lanzarote; Split, Croatia; the Algarve, Portugal; and the Devon barn weekend, together with any other location we may operate from time to time.

"Booking" means a confirmed reservation for a Guest to attend a Retreat, made via our website, email, invoice or other agreed method and accepted by us.

"Coaching Team" means our employed and freelance coaches, instructors and personal trainers delivering sessions on a Retreat.

"Venue" means any third-party hotel, sports complex, villa, activity centre or facility used to deliver a Retreat, including Club La Santa.

"Activities" means the physical training sessions offered on a Retreat, which may include running, Hyrox-style training, gym/strength training, road cycling, lane swimming, paddleboarding, padel, tennis, yoga, trail running and CrossFit-style training, and which vary by Retreat.

"Package" has the meaning given in the Package Travel and Linked Travel Arrangements Regulations 2018 (the "PTRs"), where applicable to a given Retreat.

Infinity Retreats organises and hosts coach-led group fitness training retreats. We are not a general travel agent and do not offer a general range of unrelated holiday packages; our Retreats are structured, activity-led training experiences.

A Booking is only accepted, and a binding contract between you and us only comes into existence, once we have (a) received your completed booking details and (b) received your deposit or full payment (as applicable) and (c) issued you with a written booking confirmation (by email or otherwise). Until confirmation is issued, we may decline any Booking at our discretion, including where a Retreat is fully subscribed.

The Lead Booker must be at least 18 years old and confirms, by making the Booking, that they have the authority to accept these Terms on behalf of every Guest included in that Booking, and that they have shared these Terms with, and secured the agreement of, each such Guest.

These Terms apply to every Booking. Any variation must be agreed by us in writing to be valid; nothing said by a member of the Coaching Team or elsewhere overrides these Terms unless confirmed in writing by a director of Infinity Retreats.

Retreats are physically demanding and are designed for participants with an existing base level of fitness appropriate to the specific Retreat and its Activities, as described in the Retreat information provided to you before booking. It is your responsibility to read the Activities and intensity level described for your chosen Retreat and to satisfy yourself it is appropriate for your ability and fitness level.

Minimum age: Guests must be 18 years or older at the time of the Retreat, unless we expressly agree in writing to a lower minimum age for a specific Retreat and appropriate parental/guardian consent and supervision arrangements are in place.

We reserve the right to decline or cancel a Booking, at our discretion and acting reasonably, where we consider a Guest's disclosed health, fitness or medical circumstances mean the Retreat cannot be delivered safely, subject to clause 7 (Cancellation by Us) on refunds in those circumstances.

The price of a Retreat is as stated at the time of Booking and includes only the items expressly listed as included in that Retreat's description (for example, coaching, accommodation and/or specified meals, where stated). Flights, transfers, personal spending money, additional activities, equipment hire, insurance, visas and items not expressly listed are excluded unless stated otherwise.

Deposit: A non-refundable deposit is payable at the time of Booking to secure your place. The deposit amount for your Retreat will be confirmed to you at the time of Booking.

Balance: The remaining balance is due in full no later than 12 weeks before the Retreat start date. We will send a reminder, but it remains your responsibility to ensure the balance is paid on time.

If the balance is not received by the due date, we may treat the Booking as cancelled by you under clause 5, and the cancellation charges in that clause will apply, without further notice.

Where a Booking is made within 12 weeks of the Retreat start date, full payment is due in full at the time of Booking.

We reserve the right to correct genuine pricing errors at any time before a Booking is confirmed. Once a Booking is confirmed, the price will only change in the circumstances set out in clause 4.7 or as required by the PTRs for Package Retreats.

For international Retreats that constitute a Package under the PTRs, we may only pass on price increases arising from cost of transport (fuel/fees), taxes or exchange rate changes, and only in the manner and within the limits permitted by the PTRs (including your right to cancel if an increase exceeds 8% of the price). We will notify you of any such change in writing.

If you need to cancel your Booking, the Lead Booker must notify us in writing (email is acceptable). The cancellation date is the date we receive that written notice.

Your deposit is non-refundable in all circumstances other than cancellation by us under clause 7. Refunds of any balance paid are calculated according to how much notice you give us, as follows:

We strongly recommend you take out travel/cancellation insurance (see clause 10) that covers cancellation for illness, injury, bereavement or other insured events, as we are unable to make exceptions to the table above regardless of the reason for cancellation.

If you are booked as part of a group Booking and one or more (but not all) Guests within that Booking cancels, the cancellation charges in clause 5.2 apply to that Guest's share of the price only; remaining Guests' places and pricing are unaffected save that any group discount tied to numbers may be recalculated.

No-shows: If you fail to arrive for a Retreat you have booked, without prior cancellation, no refund is due.

You may request to transfer your Booking to a different Guest, provided the new Guest meets the eligibility criteria in clause 3 and you give us at least 14 days' notice. We will process a transfer where reasonably possible; an administration fee of £50 may apply.

You may request to move your Booking to a different date/Retreat, subject to availability. Requests received more than 12 weeks before the original Retreat date will be treated as a date change at our discretion and may be accommodated free of charge or for a reasonable administration fee; requests received within 12 weeks will be treated as a cancellation under clause 5 and a new Booking.

We run Retreats in good faith and only cancel where genuinely necessary. We reserve the right to cancel or postpone a Retreat where: the minimum viable number of Guests is not reached (see clause 8); a Force Majeure Event occurs (clause 16); or circumstances beyond our reasonable control (including Venue closure, coach unavailability due to injury/illness where no suitable replacement can be sourced, or safety concerns) make it necessary.

If we cancel a Retreat for reasons other than your default or a Force Majeure Event, you will receive, at your choice: (a) a full refund of all monies paid; or (b) the option to transfer to an alternative Retreat date, with any price difference payable or refundable as applicable. Where clause 7.3 (Force Majeure) applies, refunds are handled as set out there.

If a Retreat cannot proceed, or must be curtailed, due to a Force Majeure Event, we will not be liable to pay compensation, but will refund any monies paid for services not delivered, less any costs we have reasonably and unavoidably incurred on your behalf that cannot be recovered (for example, non-refundable Venue deposits already committed), to the extent such deduction is permitted for the Retreat type under applicable law (including the PTRs where relevant).

If we need to make a significant change to a confirmed Retreat (for example a change of Venue, destination, or a substantial change to the core Activities on offer), we will inform you as soon as reasonably possible and you may accept the change, or cancel and receive a full refund of monies paid, save that minor changes (for example a change of individual coach, minor itinerary reordering, or like-for-like substitution of an Activity due to weather or Venue availability) do not entitle you to cancel or claim compensation under this clause.

Retreats are typically run for groups of 15–25 Guests. Where a Retreat does not reach the minimum number of Guests required for it to run safely and viably, we may cancel it. We will endeavour to notify you of such cancellation as early as reasonably possible, and if we can, no later than 4 weeks before the Retreat start date where practicable. Clause 7.2 (full refund or transfer) applies in these circumstances.

Unless expressly stated as included in your Retreat price, you are responsible for booking and paying for your own flights, airport transfers and any visas or travel documentation required to attend an international Retreat.

Where flights or transfers are booked by you independently, we are not a party to that contract and accept no liability for flight delays, cancellations, missed connections or transfer issues, save that we will act reasonably to assist you in the event of disruption where we are able to.

It is your responsibility to check and comply with passport, visa and health/entry requirements for your destination in good time before travel.

It is a condition of Booking that every Guest holds adequate travel insurance for the full duration of an international Retreat, and we strongly recommend equivalent cover (e.g. personal accident/injury cover) for the Devon Retreat. Cover must, at minimum, include: medical and repatriation expenses; cancellation and curtailment; and cover for the specific physical Activities offered on your Retreat (some standard travel policies exclude activities such as Hyrox-style training, CrossFit-style training, open-water paddleboarding, road cycling or competitive/organised sport unless specifically added — you must check this with your insurer).

By confirming your Booking, you self-certify that you hold, or will obtain before travel, insurance meeting clause 10.1. We do not check or request proof of insurance as standard, but reserve the right to request evidence of cover at any time, including on arrival, and may refuse participation in Activities (without refund) if you cannot demonstrate adequate cover.

We accept no liability for any losses, costs or expenses that would have been covered by adequate insurance had you obtained it.

Before attending a Retreat, you must complete a health and fitness declaration (a PAR-Q or equivalent) honestly and in full, disclosing any injury, medical condition, medication, allergy or other circumstance that could affect your safe participation in the Activities.

You confirm that, to the best of your knowledge, you are medically fit to participate in the Activities described for your Retreat. If you are in any doubt, you must seek advice from a doctor before booking and again before travelling.

You must keep us informed of any material change to your health or fitness between Booking and the Retreat start date, and immediately inform a member of the Coaching Team of any injury, pain or medical issue arising during the Retreat itself.

We rely on the accuracy of your declaration in planning safe delivery of the Retreat. Failure to disclose relevant information may affect your insurance cover and may mean we are unable to adapt Activities appropriately for you; we accept no liability to the extent any loss or injury arises from inaccurate or incomplete disclosure by you.

Our Coaching Team provide group fitness coaching and guidance. This is training and coaching, not medical, physiotherapy or clinical advice or treatment, and should not be treated as such, even where a coach holds relevant qualifications in another capacity.

Coaches will use reasonable skill and care to instruct, demonstrate and supervise sessions, offer scalable/alternative options where appropriate, and respond to disclosed limitations, but cannot guarantee the prevention of injury, which remains an inherent risk of physical exercise (see clause 13).

You remain responsible for working within your own limits during any session, stopping if you experience pain, dizziness, breathlessness beyond expected exertion, or any warning sign, and informing a coach promptly.

You acknowledge that the Activities offered on Retreats are physically strenuous and carry inherent risks, which exist even where the Activities are properly organised, instructed and supervised, and which can result in serious injury, permanent disability or death. These risks include, without limitation: musculoskeletal injury (including sprains, strains, fractures and joint injuries); cardiovascular events during strenuous exercise, including sudden cardiac events which can be fatal; heat-related illness; drowning or near-drowning risk during swimming or paddleboarding sessions; road traffic risk during cycling or running sessions on open roads; collision or impact injury during Hyrox-style, CrossFit-style, padel or tennis sessions; and general risks of group sport and travel.

By booking and attending a Retreat, you voluntarily accept these inherent risks, to the extent they are not caused by our negligence or breach of duty. Nothing in this clause 13, or elsewhere in these Terms, excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability which cannot lawfully be excluded or limited under the Unfair Contract Terms Act 1977 or the Consumer Rights Act 2015.

You agree to follow all safety instructions given by the Coaching Team and Venue staff, to use any equipment provided in accordance with instructions, and to disclose promptly anything that might affect your or another Guest's safety.

Your decision to book and attend a Retreat, and to take part in any Activity offered on it, is made entirely voluntarily and at your own discretion. Participation in any individual session, exercise or Activity is optional: you are free to decline, modify, sit out, or stop any Activity at any point if you feel it is unsafe for you or beyond your ability, and you should do so rather than continue. Save for our responsibility as set out in clause 13.2, you take part in each Activity at your own risk and are responsible for your own decision to participate, including where that decision results in injury, illness or death.

Where a Guest is a competent adult who chooses to attempt an Activity against the advice of the Coaching Team, or otherwise disregards safety instructions given, we accept no responsibility for the consequences of that choice, without prejudice to clause 13.2.

Subject always to clause 13.2, our total liability to you arising out of or in connection with a Booking, whether in contract, tort (including negligence) or otherwise, is limited to the total price paid by you for the relevant Retreat, save where a higher or different limit is mandatorily required by the PTRs for Package Retreats, or is required for personal injury/death claims which remain unlimited as described above.

We are not liable for indirect or consequential losses, including loss of earnings, loss of enjoyment not connected to a breach by us, or costs of alternative travel arrangements, except where such exclusion is not permitted by law.

Venues (including Club La Santa and any hotel, villa or activity centre we use) are operated by independent third parties. Where a Retreat is a Package under the PTRs, we remain responsible in accordance with the PTRs for the proper performance of the Package as a whole; where it is not a Package, we are responsible for services we directly deliver (coaching) but our liability for acts or omissions of an independent Venue is limited to the extent we failed to exercise reasonable care in selecting that Venue.

We are not liable for loss of, theft of, or damage to personal property, save where caused by our negligence. Guests are responsible for safeguarding personal belongings and equipment.

You agree to behave considerately towards other Guests, the Coaching Team and Venue staff, and to comply with reasonable instructions given for safety or good order.

We reserve the right to remove a Guest from a Retreat, without refund, where their conduct: puts the safety of themselves or others at risk; is abusive, threatening or discriminatory towards other Guests, the Coaching Team or Venue staff; or is otherwise seriously disruptive to the Retreat. Any costs of return travel arising from removal are the Guest's own responsibility.

"Force Majeure Event" means any circumstance beyond our reasonable control, including but not limited to: natural disaster, extreme weather, fire, flood; war, terrorism, civil unrest; epidemic or pandemic and related government restrictions; industrial action affecting transport or Venues; government-imposed travel restrictions; and closure of airports, ports or borders.

Neither party is liable for any failure or delay in performing obligations under these Terms to the extent caused by a Force Majeure Event, subject to clause 7.3 on refunds where we cancel due to such an event.

We (and photographers/videographers we engage) may take photographs and video during Retreats for use in our marketing, including our website, social media and email marketing, and in materials for prospective partners and sponsors.

By attending a Retreat, you consent to this use unless you notify us in writing before the Retreat, or a member of the Coaching Team on arrival, that you do not wish to be photographed or filmed, or that you wish any existing images of you to be removed from future use, in which case we will use reasonable endeavours to accommodate that request (noting that images already published or shared with third parties before your request may not be fully recoverable).

We will not sell your image to third parties for their own independent marketing without your separate written consent.

We process personal data (including health and fitness information collected under clause 11) in accordance with UK GDPR and the Data Protection Act 2018, and our Privacy Policy, which sets out what we collect, why, and your rights.

Health and medical information you disclose is used only for planning and delivering the Retreat safely (including sharing necessary details with the Coaching Team and, where relevant, Venue medical staff in an emergency), and is treated as special category data with appropriate safeguards.

If you have a concern during a Retreat, please raise it with a member of the Coaching Team or the lead coach at the time, so we have the opportunity to put things right while on-site.

If unresolved, please submit a written complaint to us within 28 days of the Retreat end date, to the contact details in clause 22, including your Booking reference and full details. We will acknowledge complaints within 5 working days and aim to provide a full response within 28 days.

Entire agreement: These Terms, together with your Booking confirmation and any Retreat-specific information provided to you in writing, form the entire agreement between you and us, superseding any prior discussions, save for any fraudulent misrepresentation.

Severability: If any provision of these Terms is found unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue in full force.

No waiver: A failure by us to enforce any provision of these Terms is not a waiver of our right to do so later.

Assignment: You may not transfer your rights under a Booking except as permitted under clause 6. We may transfer our rights and obligations to another reputable operator capable of performing them, provided this does not reduce your rights under these Terms.

Third party rights: Save for Guests named on a group Booking, a person who is not a party to these Terms has no right to enforce any of its provisions under the Contracts (Rights of Third Parties) Act 1999.

Notices: Written notice under these Terms may be given by email to the addresses provided at Booking, and will be treated as received the next working day.

These Terms, and any dispute or claim arising out of or in connection with them (including non-contractual disputes), are governed by the law of England and Wales, and are subject to the exclusive jurisdiction of the courts of England and Wales, save that if you are a consumer resident elsewhere in the UK, mandatory local consumer protections applicable to you are unaffected.

Contact us:

Infinity Retreats Ltd, 90 Sandford View, Newton Abbot, Devon, TQ12 2TH

Email: retreats@infinityclub.uk

Company registration number: 16100169