thezenacademy.co.uk196709999869311

Terms and Conditions

Retreat: 20th to 23rd March 2026 (3 nights).

1.Who we are and what this contract covers

1.1 The Zen Academy, registered in England, , trading address 1A Estate Yard, Atherstone on Stour, Warwickshire, CV37 8NB, email ; hello@thezenacademy.co.uk  telephone: 07859 7331707 (the Organiser).
1.2 We act as the organiser of your retreat package under the Package Travel and Linked Travel Arrangements Regulations 2018. We are responsible for the proper performance of all services included in your package.
1.3 A 24-hour emergency contact number for use during the retreat will be provided in your pre-departure information and on your booking confirmation.
1.4 The essential information about your package, including dates, accommodation, board, programme, price and payment schedule, is shown in your booking summary and on your confirmation invoice.
1.5 Platform and payment agent. Bookings are taken through the WeTravel platform. WeTravel is not a party to your contract with us. For payment collection only, WeTravel acts as our limited agent to accept your payment on our behalf. Your payment to WeTravel satisfies your payment obligation to us.

2. Booking, pricing and payment

3.1 You can make a booking as per the availaility on Wetravel. A contract is formed when we issue a confirmation invoice after receiving your deposit of £300 per person.
3.2 The balance is due by Thursday 19 March 2026, unless a written instalment plan is agreed on your invoice.
3.3 If you enter a payment plan, each instalment date and amount will be stated on your invoice.
3.4 Acceptance of these terms. During checkout on WeTravel you will be asked to confirm that you have read and agree to these Terms and Conditions. Your booking is not complete until you have ticked this box and received our confirmation invoice.
3.5 How payments are processed. WeTravel uses regulated payment providers to process card and bank payments and remit funds to our trust account. Payment acceptance is subject to provider checks and compliance requirements.
3.6 Late or missed payments. If any amount is unpaid on the due date, we will email you and allow a 7-day cure period. We may charge a reasonable admin fee of £15 per reminder to reflect our costs. If payment remains overdue after the cure period, we may treat this as a cancellation by you on that date and apply the cancellation scale in clause 7.

  1. What is included and not included

4.1 Included: accommodation for 3 nights, meals as specified, and the guided programme of activities shown in your booking summary.
4.2 Not included: transport to and from the venue, personal expenses, optional extras, insurance, and anything not expressly stated as included.

  1. Health, participation and safety

5.1 Activities such as meditation, sound bath, breathwork, reiki, cacao, Blue Lotus tea are all voluntary. You must complete health questions honestly and follow safety instructions.
5.2 We may refuse participation where we reasonably consider it unsafe for you or for others.
5.3 You are responsible for bringing any required medications and informing us of relevant medical or dietary needs in advance. We will take reasonable steps to accommodate dietary requirements that are communicated before booking.
5.4 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, or any liability that cannot be limited by law.

  1. Changes and cancellation by us

6.1 We may make insignificant changes to the programme or practitioner line-up where this does not materially affect the overall character of the retreat. Examples include timetable tweaks, activity order, or a like-for-like practitioner substitution.
6.2 Significant changes or cancellation for reasons not attributable to you. If we must make a significant change or cancel for reasons not caused by you, you may choose:
a) a suitable alternative date or retreat of equal or higher value at no extra cost, or of lower value with a refund of the difference, or
b) a full refund of all monies you have paid for the package. Refunds will be made within 14 days. Where appropriate under the Regulations, you may also be entitled to reasonable compensation as set out below.
6.3 Minimum numbers and latest cancellation date. This retreat requires a minimum of 5 participants. If the minimum is not reached by Wednesday 5 February 2026 (the date our final venue payment becomes due), we may cancel and provide a full refund. No compensation is payable where we cancel on or before this date for not meeting minimum numbers.
6.4 Unavoidable and extraordinary circumstances. If we are prevented from performing the contract due to unavoidable and extraordinary circumstances that could not have been avoided even if all reasonable measures had been taken, we may cancel. Examples include a government restriction affecting the venue, fire, flood, critical utilities failure, or conditions that make the venue unsafe. You are entitled to a full refund, but no compensation is payable.
6.5 Cancellation for other reasons within our control. If we cancel for reasons within our control, the following compensation will be payable per person in addition to a full refund:
• Notice given on or before 5 February 2026: £0
• Notice given 6 February to 4 March 2026: £25
• Notice given 5 March to 19 March 2026: £50

  1. Cancellation by you

You may cancel at any time by emailing hello@thezenacademy.co.uk  Because we incur costs when you book, the following genuine pre-estimate of loss applies. Percentages are of the total package price per person that you will be liable for. If we re-sell your place, we will refund any recovery above the amounts below, less a £25 admin cost.

  • On or before Monday 19 January 2026 – Loss of deposit only.
  • Tuesday 20 January to Tuesday 4 February 2026 – 40% of the total price.
  • Wednesday 5 February to Wednesday 18 February 2026 – 70% of the total price.
  • Thursday 19 February to Thursday 5 March 2026 –  90% of the total price.
  • Friday 6 March 2026 onwards – 100% of the total price.

Transfers instead of cancellation
You may transfer your booking to another person who meets the participation requirements by giving us at least 7 days’ notice. We will charge only our actual and documented costs of making the transfer, such as payment processing or accommodation re-papering fees.
If you wish us to re-sell your place, we will take reasonable steps but cannot guarantee a sale.

Refund route
Any refund due under these terms will be returned via the same route used for the original payment where possible. Chargebacks raised with your bank will be handled by the payment provider under card scheme rules, which can take longer than a refund we process directly.

  1. Your responsibilities during the stay

8.1 Please treat the venue and its contents with care. You are responsible for the cost of repair for any damage you cause.
8.2 Personal property remains your responsibility. We are not liable for loss or damage to personal items unless caused by our negligence or breach of contract. Items left behind can be returned for a reasonable admin fee plus postage.
8.3 Local rules for any facilities, such as lakes or pools, must be followed. Only strong swimmers should enter water, and only where the venue permits it.

  1. Practitioners and suppliers

9.1 We use qualified practitioners and reputable suppliers. If a listed practitioner becomes unavailable, we may substitute a suitably qualified practitioner and deliver a like-for-like session so that the overall character of the retreat is maintained.
9.2 We remain responsible as organiser for the proper performance of the package.

  1. Insurance

10.1 We strongly recommend that you arrange personal insurance suitable to your circumstances, such as cover for cancellation due to illness, travel disruption and loss of personal property.

  1. If something goes wrong

11.1 We are responsible for the proper performance of the package and you are entitled to an appropriate price reduction and, where applicable, compensation for any lack of conformity, except where the failure is attributable to you, a third party unconnected with the provision of the services, or unavoidable and extraordinary circumstances.
11.2 Tell a host straight away if something is not right so that we can try to resolve it. If it cannot be resolved on site, contact hello@thezenacademy.co.uk after the event and we will investigate and respond in writing.
11.3 We do not exclude or limit liability where it would be unlawful to do so.

  1. Photography and privacy

12.1 We may take photos or short videos for marketing during the retreat. You can opt out at or before check-in or by telling a team member at any time.
12.2 Data protection. We are the controller for your booking data. We use WeTravel to manage bookings and payments, and WeTravel acts as our processor. WeTravel uses sub-processors for payment processing, KYC and communications, which may include Mangopay, Stripe or Airwallex depending on the payment method and currency. We do not store your card details on our systems. See our Privacy Notice at https://www.thezenacademy.co.uk/privacy-policy/.

  1. Special requests and accessibility

13.1 Special requests should be made before booking. We will confirm in writing if a request is essential to your decision to book. Otherwise requests are not guaranteed.
13.2 If you have accessibility needs, please contact us before booking so we can confirm suitability.

  1. Pricing accuracy and obvious errors

14.1 We take care to ensure information and prices are accurate. If an obvious pricing error occurs, we may correct it and you may choose to continue at the correct price or cancel for a full refund.

  1. Platform availability

15.1 WeTravel provides the booking platform. If WeTravel or its payment providers experience an outage that delays booking confirmations or refunds, we will keep you updated and complete the action as soon as the platform is available. This does not reduce your statutory rights.

  1. Jurisdiction and governing law

16.1 This contract is governed by English law and the courts of England and Wales have exclusive jurisdiction.

  1. Contact

General enquiries: hello@thezenacademy.co.uk or +44 (0) 7859 741707.

Emergency contact during the retreat: provided in your pre-departure information.