1. General Policy
Due to the intensive planning, limited spaces, and significant upfront costs associated with our retreats, we ask all participants to carefully review our cancellation and refund policy prior to booking.

By reserving a place on a Heartlands Retreat, you agree to abide by these terms.

2. Deposits and Payments

• A non-refundable deposit of 50% of the total retreat fee is required to secure your booking.
• The remaining balance must be paid in full no later than 6 weeks before the retreat start date unless otherwise specified.
• If full payment is not received by this deadline, your place may be offered to someone else and your deposit forfeited.

3. Cancellations by Participants
If you need to cancel your booking, please notify us in writing as soon as possible. Refunds are processed according to the schedule below:

Note: If you cancel within 6 weeks of the retreat start date, you will remain liable for the full cost of the retreat.

4. Substitutions

• You may transfer your booking to another person, provided you notify us in writing and we approve the substitution.
• The new participant must complete all necessary forms and consents.
• In special circumstances we may allow you to transfer your payment to alternative  future retreat.

5. Cancellations by Heartlands Retreats

• In the unlikely event that Heartlands Retreats cancels or reschedules a retreat (for example, due to facilitator illness, insufficient enrolments, or circumstances beyond our control), you will be offered the choice of:
  
  • A full refund of all monies paid (including deposit); or
  • Transferring your booking to an alternative retreat date.
• We cannot be responsible for any additional costs incurred by you (e.g., travel, accommodation booked independently).

6. Travel Insurance

We strongly recommend that you obtain comprehensive travel insurance to cover any unexpected changes to your plans, including illness, emergencies, or other personal circumstances.

8. Accommodation

• Limited spots for accommodation are available on site and are offered at the direct discretion of the Heartlands Directors.
• Allocation of on-site accommodation is not guaranteed and is confirmed only once your place is fully paid and you receive written confirmation from our team.
• If on-site accommodation is unavailable, our team can recommend suitable external options nearby. All external accommodation costs are your responsibility.

9. Force Majeure
Heartlands Retreats will not be liable for any failure to perform our obligations where such failure is caused by events beyond our reasonable control, including but not limited to natural disasters, pandemics, or government restrictions.

10. Agreement
By booking your place, you acknowledge that you have read and understood these terms and agree to be bound by them.

• Special Considerations
  
  • If you are excluded from participation on medical, psychological, or legal grounds (including incomplete screening), you may be offered a partial refund at our discretion.
  • If you withdraw or are asked to leave during the retreat due to non-compliance with safety guidelines or disruptive behaviour, no refund will be issued.