These Terms and Conditions apply to you booking one of our retreats. Please read them carefully as you will be bound by them upon booking.

These Terms shall constitute the entire agreement between Madeira Island Retreat and you the Client relating to the subject matter herein, and shall constitute a binding agreement. There is no verbal or written; representation, warranty, prior agreement, or description of services, other than as expressed herein.

The contract and booking are made with, and services will be provided by Madeira Island Retreat. By booking a retreat, you agree to be bound by these Terms and Conditions that govern the relationship, the cancellation policy, and limitations of liability. These Terms and Conditions affect your rights and designate the Portuguese governing law and forum for the resolution of any and all disputes.

BOOKING TRIPS & THE CONTRACT

All persons wishing to make a booking have carefully read and understood the Terms and Conditions that follow. By making a booking with Madeira Island Retreat, you accept to be bound by these Terms and Conditions. A booking is accepted and becomes definite only from the date when Madeira Island Retreat sends a confirmation email, and when you have completed the deposit payment.

A Madeira Island Retreat team member will contact you within 48 hours, regarding your completed registration to confirm your participation in your selected retreat. Confirmation of your participation does not necessarily mean that your trip is confirmed to run. The administration at  Madeira Island Retreat asks that you refrain from purchasing non-refundable travel until you receive an email confirmation from the Madeira Island Retreat admin. In order for our Group Retreats (random group) to take place, we require a minimum of 6 participants.  The Private Group (group traveling with you) and the Solo Retreat have no minimum requirement.

**Please note that Madeira Island Retreat only offers retreats and related activities to those 18 years of age and over.

DEPOSITS

For all advertised retreats and dates, a non-refundable deposit per person plus submission of our online booking form is required to complete your booking.

You may book a retreat with a deposit (down payment) until 40 days prior to the retreat start date, after which full payment is required to secure your spot (if any are still available).  You may book a retreat

The remaining balance of your retreat payment is due 40 days before the retreat begins. We will notify you of the balance due date after your deposit has been processed.

If the final balance is not received by the due date, then your booking cannot be guaranteed and Madeira Island Retreat reserves the right to cancel your booking and you forfeit your deposit.

*Please note deposits made on all bookings are non-refundable and non-creditable due to the requirement to purchase non-refundable and non-transferable essentials including but not limited to; accommodation reservations etc on your behalf to secure your spot on the retreat.

Deposit payments can be transferred to another retreat taking place within one calendar year if you notify us 90 days or more before the retreat start date.

Deposits are paid either via wire transfer (bank transfer), Stripe, or  PayPal.

REFUND / CANCELLATION

We understand that unexpected events can arise that can affect your plans.

If you cancel more than 50 days before the retreat commencement date, you may request a partial refund of 50% (less a cancellation fee equal to the deposit).  Cancellations done 30 days prior to the retreat commencement day qualifies for a 30% refund.  14 days and less qualifies for a 20% refund.

In the event that we cancel the retreat event due to unforeseen circumstances, you will receive the full refund of your payment for the retreat event,  including the deposit.  This said, all other costs incurred by you with 3rd parties is not of our responsibility and you hereby do not hold us, the Madeira Island Retreat and their administrators, managers and retreat leaders responsible for refund claims against these 3rd parties.

BALANCE TRANSFER

Full and partial retreat payments can be transferred to another retreat (depending on availability)  taking place within one calendar year if you notify us 40 days or more before the retreat start date.

There is a €100 deposit transfer fee associated with making this change, but avoids incurring the cancellation fee.

You may also transfer the balance to a friend if you let us know 40 days or more in advance.

You may only transfer your retreat booking one time.

PRICING

All retreat prices shown are per person and are quoted and payable in EUROS.

Madeira Island Retreat is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds in another currency.

Madeira Island Retreat reserves the right to alter the prices of any of the travel arrangements shown on our website.  You will be advised of the current price of the travel arrangement you wish to book before your contract is confirmed.

Unless stated otherwise, the price of your travel arrangement includes each and all of the component parts described within your booking confirmation email.

Not included in the price of your travel arrangement is flights, transport, travel insurance, excess baggage charges, tipping and any food or drink or additional excursions or activities which are not confirmed as being part of your retreat arrangements.  Additionally, any items or services purchased during a retreat are not included in the cost of your travel arrangement unless specifically stated.

MEDICAL CONDITIONS & SPECIAL REQUIREMENTS

The Client must inform Madeira Island Retreat on our registration form of any medical conditions, pregnancy, disability, or any other mental and or physical condition which may affect fitness to travel, including medications you are currently taking. Failure to notify us may result in the Client being refused certain activities during the retreat at the Client’s own expense. Some retreats may be unsuitable for Clients due to age, mobility, disability, pregnancy, or physical or mental conditions, please email if you have concerns.

You must be accurate with the information you provide us concerning your fitness level and medical conditions afterall it is for your safety.

Madeira Island Retreat will do its best to meet special requests including dietary or physical limitations but such requests may not always be possible depending on the retreat, in which case Madeira Island Retreat reserves the right to refuse Clients with certain conditions.

As a client, you MUST carry medical insurance. Medical facilities vary from country to country and Madeira Island Retreat will do its absolute best to bring you to a proper medical facility as needed, but makes no representations and gives no warranties concerning the standard of such treatment.

FINAL PAYMENTS

For all retreats, the payment of the FINAL balance of the retreat price is due 14 days before the retreat starting date in the currency advertised.

If a booking is made within less than 30 days, your deposit + the remaining payment will be required when booking. We DO NOT accept sign-ups less than 14 days prior to retreat start date.

Payments are divided as follows:- Deposit followed by two installments.  Due dates will be specified in the booking confirmation email.

If you fail to pay the installments  by the due date, Madeira Island Retreat reserves the right to treat the Client’s booking as canceled  and you forfeit all payments made and get no refund for monies paid.

Please ensure Madeira Island Retreat (contact@madeiraislandretreat.com) is on your contact list so our emails don’t go to your junk folder!

CANCELLATION OF A RETREAT BY THE CLIENT

Any cancellation by a Client must be made in writing (via email) and be acknowledged by Madeira Island Retreat in writing (via email).

Under no circumstances is your deposit refundable. Deposits are required to secure bookings.

If you cancel and you have made additional payments to your deposit, your full balance can be rolled over to another date of your same trip within one calendar year. If your trip is not offered again, you can opt for another retreat event held by Madeira Island Retreat and fees can be transferred.

Fees apart from the deposit can be refunded in special circumstances including:

• Serious injury or illness of the client
• Serious injury or illness of a close family member (parent,sibling or child).

In the case of a natural disaster, Madeira Island Retreat applies to the “act of god” rule and no fees will be reversed.

CANCELLATION OF A RETREAT BY MADEIRA ISLAND RETREAT

Madeira Island Retreat 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 Madeira Island Retreat’s control. When a retreat is canceled by Madeira Island Retreat 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 one calendar year, or:

Receive a full refund of all monies paid under the contract as soon as possible.

Madeira Island Retreat 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. Where after departure a significant element of the trip contracted for cannot be provided, Madeira Island Retreat will make suitable alternative arrangements for the continuation of the trip. If it is not possible to provide a suitable alternative or the Client reasonably rejects any suitable alternatives, Madeira Island Retreat will provide the Client a refund of unused tour portions.

AIRFARE

All Madeira Island Retreat events do not include national or international airfare. Madeira Island Retreat strongly recommends you wait until the retreat event is confirmed to take place before booking airfare or making any non-refundable travel arrangements.

TRAVEL & HEALTH INSURANCE

Madeira Island Retreats recommends Clients obtain travel medical insurance. This insurance must cover personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance, and repatriation.

It is strongly recommended the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience occurring to the Client during travel. Madeira Island Retreat shall have no liability for loss, theft of, or damage to baggage or personal effects. Personal belongings lost or stolen while unattended by the client in public lounges or other public areas, whether onboard a train, bus, or other modes of transportation, publicly owned or operated by Madeira Island Retreat or elsewhere, are not reimbursable. Losses due to ordinary wear and tear and other acts of God are not reimbursable. Madeira Island Retreat cannot accept responsibility for and in no event shall be liable for loss or damage of valuables or other articles left in or on facilities used by Madeira Island Retreat such as accommodation, tour & expedition vehicles, or any other mode of transportation and public areas.

The Client acknowledges that the cost of Madeira Island Retreat events do not include insurance and that the Client has been advised to obtain separate coverage at an additional cost. When obtaining travel insurance the Client must ensure the insurer is aware of the type of travel to be undertaken.

EVACUATION PROCEDURES AND COSTS

Madeira Island Retreat Leaders, local guides, or other representatives’ decisions will at all times be final on all matters likely to affect the safety and well-being of the trip. We reserve the right to prohibit any traveler from continuing on a trip with no right of refund if in our opinion, that traveler’s actions pose a threat to the safety of others, to the wildlife, themselves, or if the traveler’s actions and/or behaviors are harming the enjoyment of the trip for others.

Evacuations costs are to be covered by the person being evacuated.

TRAVEL DOCUMENTS

Valid Passport: The Client must have a valid passport required for entry, departure, and travel to retreat destinations (passport must be valid 6 months past the return date), all visas, permits, and certificates including vaccination certificates (if required), insurance policies, etc. are required for the whole of the journey. The Client accepts full responsibility for obtaining all such documents, visas, and permits before the start of the retreat and is solely responsible for any adverse consequences resulting from missing or defective documentation. Any information or advice given by Madeira Island Retreat regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc. is purely advisory, provided as a courtesy to the Client and Madeira Island Retreat is not responsible for any errors or omissions as to the information provided by third parties such as the appropriate governmental authorities.

Madeira Island Retreat has to communicate personal information of the person entering Portuguese territory as requested by Portuguese law to SEF ( Serviço de Estrangeiros e Fronteiras)  customs and border control. When booking you accepted this mandatory procedure.

Retreat Details: To expedite the obtaining of travel documents and flight bookings please note that all international trip-related documents such as Retreat Planning Guides will be sent via email once the trip is confirmed to run. Madeira Island Retreat will aim to confirm trips within a reasonable timeframe.

SAFETY & TRIP ENJOYMENT

We take your safety and well-being very seriously, which is why we partner with trained professionals. However, you are ultimately responsible for your safety, which is why we ask all retreat participants to sign a liability waiver before departure. To avoid possibly dangerous situations, you must obey any rules and regulations imposed by the Madeira Island Retreat Leaders and/or Local Guides and instructions given by them.

Madeira Island Retreat reserves the right to prohibit any Client from continuing on a trip with no right of refund if in our opinion, that Client’s actions pose a threat to the safety of them, others, or to the wildlife, or if that Client’s actions or behaviors are seriously jeopardizing the enjoyment of the trip for others. The decision of the Madeira Island Retreat Leader or representative will at all times be final on all matters likely to affect the safety and well-being of the trip. All Clients must, at all times, strictly comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and Madeira Island Retreat will not accept responsibility or liability for any Client who contravenes any laws or other regulations of Portugal.

HEALTH & FITNESS

Most Madeira Island Retreat events should not be overly strenuous for people who are healthy and reasonably fit. If you (or anyone on whose behalf you are booking) are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip, you must advise us of this at the time of booking. If your health or fitness changes between the time of booking and your trip departure date, you must notify the Madeira Island Retreat office of these changes before the retreat starts.

PHOTOS, VIDEO AND CONTENT CREATION

In the course of participation in a Madeira Island Retreat event, photos or videos may be taken by participants, guides, and professional photographers. These images may be used in any Madeira Island Retreat promotional materials, website, all social media platforms (i.e. Instagram), etc., unless Clients specifically request in writing not to be photographed or filmed, objecting to the use any material (photo or video)where  he or she is depicted in. Otherwise, permission is granted to Madeira Island Retreat to perpetual, royalty-free, worldwide, irrevocable license to use such images and video content for publicity and promotional purposes.

RETREAT ITINERARY CHANGES

Madeira Island Retreat reserves the right to alter retreat programs and itineraries due to weather, road conditions, or other circumstances. These programs may be changed or canceled at any moment due to the trip to assure the safety of our clients and staff. No responsibility is accepted for losses, expenses due to delays, changes of flights or other services because of strikes, accidents, sickness, damage, negligence, weather, war, changes in schedules or other similar causes. Madeira Island Retreat does not assume responsibility for accidents or deaths that can be traced to the participants’ negligence, acts of third parties, or exterior circumstances such as weather, natural occurrences, war, or other similar causes.

DATA PROTECTION

To ensure that retreats run smoothly, Madeira Island Retreat need to use personal information (such as name, address, special needs, health conditions, dietary requirements, etc.) provided by Clients, as well as to notify SEF (Serviço de Estrangeiros e Fronteiras) of the client’s entry into Portuguese territory. Madeira Island Retreat will apply appropriate security measures to protect such personal data and will only pass on data that is applicable. By completing the Madeira Island Retreat Booking Form, Clients consent to this information being transferred as required.

LIABILITY

Madeira Island Retreat is not responsible for any improper or non-performance of any services forming part of the Contract which are wholly attributable to the fault of the Client, the unforeseeable or unavoidable act or omission of a third party unconnected with the provision of any services to be provided under the Contract; unusual and unforeseeable circumstances beyond the control of Madeira Island Retreat, the consequences of which could not have been avoided even if all due care had been exercised including (but not limited to) an event of force majeure; or any event which Madeira Island Retreat could not even with all due care have foreseen or forestalled.

ACCEPTANCE OF RISK

The Client acknowledges that the nature of the retreat is adventurous and may involve a significant amount of personal risk. The Client hereby assumes all such risk and does hereby release Madeira Island Retreat from all claims and causes of action arising from any damages or injuries or death resulting from these inherent risks. At the time of payment, the Client is required to sign Madeira Island Retreat  RELEASE OF LIABILITY, WAIVER OF CLAIMS, ASSUMPTION OF RISKS AND INDEMNITY AGREEMENT. Please read carefully.

SEVERABILITY

If any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason than such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.

APPLICABLE LAW

The Contract and these Terms and Conditions are subject to the laws of Madeira Island, Portugal.

WAIVER OF BOOKING CONDITIONS

These Booking Terms and Conditions may only be waived or amended by written mutual consent. When a Client completes, submits, and makes the payment for booking their place for a retreat, they agree to accept all these conditions, and when the booking is accepted.

UPDATING OF TERMS & CONDITIONS

Madeira Island Retreat reserves the right to update and/or alter these terms and conditions at any time, and it is the Client’s responsibility to be familiar with them.

If you have any questions or concerns, please email us at  contact@madeiraislandretreat.com