TERMS AND CONDITIONS
Applies to ALL immersions created and hosted by ©Yuliaen
All immersion participants must make themselves aware of the terms & conditions and accept the risks associated with the activities. Each guest is responsible for taking out the appropriate personal accident, holiday, cancellation & travel insurance policy for the full duration of their chosen retreat. This is a non-negotiable condition when booking one of our retreats.
If you do not already have a comprehensive travel policy in place prior to making your retreat reservation, we strongly advise that you take out a policy as soon as you make your travel arrangements for this retreat.
Yuliaen accepts bookings subject to the following conditions as laid out below.
Interpretation and Definition
In the agreement, unless otherwise specified, the following expressions refer to the following meanings:
Booking – The booking made by the client with Yuliaen as set out on the application form for the respective Yuliaen retreat.
Retreat - In some cases we use the word retreat instead of immersion or vica vera - the meaning is the same and specifies the pacakged services that Yuliaen offers.
Immersion - The packaged services that yuliaen offers is called an immersion. In some cases we may use the word retreat instead - the meaning implies the same.
Application Form – The application form produced by Yuliaen to be completed by the client when making a booking with Yuliaen.
Contract – The contract between the client and Yuliaen under which the services are provided by Yuliaen to the client.
Client – The person, business, or company who makes the booking with Yuliaen. All individuals to whom the services are provided by Yuliaen must be of a minimum age of 18 years. Under special agreement, Yuliaen may consider offering a retreat place to a person between the ages of 16 and 18, however, this would only be the case with a written acceptance by Yuliaen and with special terms & conditions attached. The guest must agree to comply with any and all special conditions, which will include being accompanied by an appropriate adult who assumes full responsibility for the minor.
Payment – The total fee due for payment strictly 6 full weeks in advance of the retreat commencement date.
Fee – The amount payable to Yuliaen under the contract.
Deposit – A non refundable deposit payment of 30% of the total fee per person is required to reserve each place for the retreat.
Force Majeure / Special Circumstances – Any act, event, omission, or accident beyond Yuliaen’s reasonable control including but not limited to war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, pandemic, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, adverse weather, default of suppliers or subcontractors, strikes, lock-outs, or other industrial disputes, failure of a utility service or transport network.
Major Change – A change in the date or over 80% of the content of the service, except under “special circumstances”.
Recordings – Photographs, videos, or any other audio-visual recordings taken of the clients during the provision of the services.
Wording importing the singular meaning shall include the plural meaning and vice versa.
All wording within the booking conditions is generalized and any reference to any gender includes the other genders.
The headings in these conditions are for convenience only and shall not affect their interpretation.
ACCEPTANCE
A contract for the services is made between Yuliaen and the client upon the issue of a formal written confirmation (email) of booking by Yuliaen.
The contract is subject to these booking conditions which the client is deemed to have read and fully understood. These booking conditions can only be varied by written agreement between Yuliaen and the client.
SERVICES
The activities and services provided by Yuliaen to the client under the terms of the contract shall be construed accordingly.
BOOKING
To place a booking with Yuliaen, a completed application form together with the payment of a deposit fee in the sum of 30% of the total fee per person is required. All bookings are provisional and are only confirmed when the deposit payment has cleared Private Luxury Collections Limited bank account and a formal email confirmation has been sent to the client detailing their formal reservation confirmation, the retreat date and program chosen, retreat reservation notes and information which include details of the retreat's complimentary airport transfer service, plus guest questionnaire.
After an application has been made by the client, the client should not book their preferred flights until the reservation has been confirmed by Yuliaen in the form of a formal confirmation sent via email which will include formal confirmation of the retreat date and program chosen, retreat reservation notes, and information.
Yuliaen reserves the right to decline any booking at their discretion.
FEE & PAYMENT TERMS
There is no fee directly payable at the time of application.
The deposit payable at the time of confirmation of registration constitutes 30% of the total payable fee and is non refundable.
The fee payable at the time of retreat confirmation shall include the planning, organizing, and delivery of the proposed services.
Upon the successful payment of the retreat fee by the client, a contract is formed for the agreed program to be delivered.
The payment will be done in 3 installments: 30% non refundable deposit, 40% invoiced 12 weeks before, 30% invoiced 6 weeks before.
The invoice for 40% of the remaining fee after the deposit will be sent 12 weeks before the commencement of the retreat and is due within three working days of the invoice date.
The invoice for 30% of the remaining fee after the second installment will be sent 6 weeks before the commencement of the retreat and is due within three working days of the invoice date.
In the event that the balance is not paid in the specified time frame, Yuliaen will have the discretion to treat the booking as cancelled by the client and to re-sell the course place. The deposit paid by the client will be retained by Yuliaen.
Yuliaen will charge a late payment fee to those guests who do not pay in full within the time frame specified in the payment terms & conditions. The late payment fee will be charged at €100.00 per person.
Should a guest not pay in full within 4 weeks in advance of a retreat start date, then Yuliaen will have the right to cancel the reservation without notice or compensation. In this case, no refund will be due.
RESPONSIBILITIES OF THE CLIENT
The fee does not include travel to and from the retreat's location at which the proposed services shall be provided. This shall be the sole responsibility of the client unless otherwise agreed in writing with Yuliaen.
The client is responsible for their own personal medical needs/requirements, clothing, and footwear for the duration of the services unless otherwise agreed in writing with Yuliaen.
It is the client's responsibility to inform Yuliaen in writing of any past, present, or potential health issues that may make them unsuitable to participate in the services agreed upon. Failure to disclose any such information may result in Yuliaen terminating the contract and withdrawing the client from the services without refund, notwithstanding conditions of cancellation by Yuliaen. If a letter of suitability is required from a guest's medical professional, then this must be sent to and received by Yuliaen a minimum of 7 days prior to a retreat's start date.
It is the sole responsibility of the client to ensure that the balance for the cost of their retreat place is paid in full and on time as per the terms set out by Yuliaen.
It is the client's sole responsibility to ensure that they have purchased comprehensive and appropriate travel and medical insurance for the full duration of their retreat. This should include but not be limited to personal accident, holiday, and cancellation insurance for the full duration of the retreat. Please note that purchasing/putting in place this type of insurance is a condition of booking a Yuliaen retreat.
The full retreat fee is payable six weeks before the commencement of the retreat unless agreed otherwise on confirmation of booking. It is the sole responsibility of the client to ensure that their payment is made on time and by the due date. As per the terms & conditions, Yuliaen do not chase guest payments or send payment reminders.
MEDICAL & HEALTH
All clients using Yuliaen services should be aware that when participating in any retreat or program, there is the possibility of injury. In making a reservation/booking with Yuliaen, you agree to assume such risk and agree to release and discharge Yuliaen from any and all claims for liability, injury, loss, and/or damage arising from your participation in our services.
If you have any medical conditions that may make you unsuitable to participate and/or may impact your participation in Yuliaen services, you are required to notify us of them in full prior to making your reservation/booking.
If Yuliaen or any member of the Yuliaen team believes that your health or safety is at risk, or if you have failed to disclose to Yuliaen in writing any illness, injury, or any previous or current medical or health condition/reason that could potentially impact your ability to participate in Yuliaen services, this could result in Yuliaen’s refusal to allow you to participate in all/part of the services. In such a situation, your contract may be terminated by Yuliaen at the sole discretion of Yuliaen without refund or compensation.
Subject to prior notification to the contrary in writing by the client to Yuliaen, the client must confirm that he/she is of sufficient mental and physical health and not aware of any reason why they may not be unable and/or unsuited to participate in Yuliaen’s services and/or may be likely to suffer illness or injury whilst participating in the services provided by Yuliaen.
We strongly recommend that when choosing a comprehensive travel insurance, the cover includes personal accident, cancellation insurance, and that it also includes cover for all of Yuliaen’s terms and conditions, including but not limited to those regarding amendment or cancellation charges. Such insurance should be purchased immediately upon making your retreat reservation with Yuliaen.
VARIATIONS & AMENDMENTS
Yuliaen reserves the right to change any price or other particulars of the services before the contract becomes binding.
If there is a major change, Yuliaen shall notify the client forthwith, and Yuliaen shall seek to offer the client arrangements as close to the original as it is reasonably possible in the circumstances. If there is any other change other than a major change, Yuliaen is not obliged to inform the client in advance or obliged to pay any compensation. If changes are made by the venue, Yuliaen cannot be held responsible for any such changes which are out of their control.
CANCELLATION BY THE CLIENT
If the client wishes to cancel the reservation/contract, they must advise Yuliaen in writing/via confirmed email as soon as reasonably possible. Any cancellation of the contract will be subject to the following cancellation charges. For the avoidance of doubt, the cancellation charges are based on the number of days before the arrival date of the services.
Date of Cancellation – Cancellation Charge
- Less than 6 weeks - 100% of the cost of the retreat will be retained by Yuliaen
- Less than 12 weeks - 60% of the cost of the retreat will be retained by Yuliaen
- 30% of the cost of the retreat (deposit) is non refundable and will be retained by Yuliaen
If the client has requested to move or reschedule their retreat to a future date, then this is an exception to the normal terms and conditions, and the deposit/any further payment/s made by the client will become non-refundable. The client notes that if retreat prices change by that future date, no refunds will be made in case of a decrease in price whilst an additional invoice will be sent to cover any increase in cost.
Refunds are made minus any applicable/relevant bank charges or card payment fees, plus an administration fee of €30.00 per client. Bank transfer refunds are made in Euros. Refunds are made minus any third-party commissions where applicable.
GUEST REQUEST TO MOVE/CHANGE A RETREAT RESERVATION TO A NEW DATE
Should a guest request to move their retreat date to a new/alternative date, then any deposit/full payment previously received by Yuliaen will be deemed as non-refundable. If the request is within one full month of the retreat's start date, Yuliaen will require medical proof if the change is due to a medical condition or injury (a hospital doctor’s/GP report will be acceptable). If the request is within 14 full working days prior to the retreat start date, then no move or change can be made at this stage, but a discount may be offered for a future retreat at Yuliaen’s discretion. It is the responsibility of each individual guest to ensure that they have comprehensive travel and health insurance in place prior to or immediately upon making a reservation.
CANCELLATION BY YULIAEN
Yuliaen will always endeavour to fulfil confirmed bookings; however, Yuliaen does reserve the right to cancel a scheduled retreat date or an individual booking/reservation. If Yuliaen cancels a booking prior to the commencement of the services, the client will be offered an alternative date, or where applicable, a full refund of all monies paid by the guest up to that point (minus credit card charges and third-party commission where applicable) for the specified reservation. *The exception being that if the cancellation is due to “special circumstances” which are beyond the control of Yuliaen.
ASSIGNMENT
The contract may be assigned by the client to a third party subject at all times to conditions.
The client is unable to assign or transfer the contract to a third party without the prior written consent of Yuliaen. If the client wishes to assign their contract, he or she must give notice in writing providing the full name, address, and contact details of the third party. Yuliaen shall then advise in writing as to whether it consents to the assignment as soon as is reasonably possible. Yuliaen reserves the right to refuse an assignment to a third party at any time and without reason. If subsequently, a client has to cancel due to Yuliaen refusing the assignment to a third party, then the cancellation charges under cancellation by the client shall apply.
Yuliaen may assign or subcontract to any third party the performance of any of its obligations under the contract without consent of the client.
SERVICES
Yuliaen reserves the right to alter the content of the services at any time without notice to the client due to certain factors, including but not limited to the weather, staff, and any physical fitness of the clients
Any information on/about our services published by Yuliaen for its literature and website is designed for illustrative purposes only.
If the client elects not to participate in any of the services being provided, Yuliaen has no obligation to provide an alternative activity or service and the client will not be entitled to a refund.
If Yuliaen believes that a client's health and safety is at risk, or a client has failed to disclose any relevant health information in accordance with our terms and conditions, Yuliaen may at its absolute discretion make decisions affecting the client and where necessary may terminate the contract immediately.
The client must refrain from any illegal act or any conduct, physical or verbal, which may give offence or cause danger or damage to any person or property. If Yuliaen or any of its team, venue staff, consultants, or agents become aware of any such action, then Yuliaen or any of its team, venue staff, consultants, or agents may at their absolute discretion have the client immediately removed from any property or facility without refund or compensation. Yuliaen will have no liability whatsoever to the client under such circumstances.
EXTRA COSTS
Any nights stayed at Villa La Tosca or meals or treatments outside of the scope of this retreat will be drawn up as extra cost to the client’s name
Failure of a guest to settle their account (extras) in full prior to departure and as set out by the retreat director will result in the guest's credit card being charged for the appropriate amount. In addition, an administration fee equal to 25% of the total unpaid bill will be added to the charge.
DEFINITION OF FULL BOARD
The definition of full board will be 3 meals per day, which will be provided as breakfast, lunch, and dinner on full retreat days only. On arrival day, only dinner will be provided, and on departure day, only breakfast and lunch will be provided as part of the retreat cost. This applies ONLY to the retreat's official arrival and departure days as specified in the published retreat dates for the appropriate year.
COMPLAINTS
If there is a problem during the retreat/services, the client must report it in the first instance to the retreat manager/director. If it is still unresolved, then the issue should be reported immediately to the Director of Yuliaen so that all efforts may be made to resolve the problem promptly and effectively. In the unlikely event that the problem cannot be resolved and the client wishes to make a complaint, then the client must notify Yuliaen in writing within 7 days of the end of the services/retreat. Failure to provide notice of the complaint in accordance with the above will preclude the client from being entitled to take any further action against Yuliaen.
VENUE
Yuliaen retreats offer accommodation at Villa La Tosca, consisting of fully serviced private and shared suites.
If a guest requests additional nights at the venue, it must be understood that they will be provided strictly on an accommodation-only basis, and additional nights will not include any of the services provided during the retreat. Each additional night will be charged at the appropriate rate and will be invoiced separately.
The retreat will be deemed to finish at 4 pm exactly on the retreat's official day of departure as specified by Yuliaen.
The venue has a checkout policy which requires guests to vacate their suites on the agreed day of departure by no later than 4 pm. If a guest would like to retain their suite until the time of departure (the latest possible being 4 pm), then the venue will make a charge for this service. Each guest must notify reception in advance of their requirements and pay the cost directly to the main reception upon arrival at Villa La Tosca.
ADDITIONAL NIGHT/S REQUIRED BY A GUEST AT THE VENUE
If a guest requests to stay for an additional night/s at the retreat venue, then Yuliaen will request the additional nights on behalf of the guest. However, any/all additional nights should be paid directly to Villa La Tosca, and it should be clearly understood by the guest that the additional night/s are offered strictly on an accommodation-only basis.
If a guest should stay for 2 or more retreats which run sequentially but where there is a night/s in between each retreat, then the night/s in between should be paid for by the guest directly to Villa La Tosca as they do not form part of the retreat package offered by Yuliaen. In this case, the additional night/s are provided by the venue strictly on an accommodation-only basis.
LIABILITY
None of the exclusions and limitations in these conditions are intended to limit any rights the client may have under statute or common law which may not be excluded, nor in any way to exclude or limit liability to the client for personal injury or death resulting from Yuliaen's negligence or that of its employees or agents, or for any liability incurred as a result of fraud or fraudulent misrepresentation by Yuliaen.
The Client understands and accepts that any physical, emotional or psychological results, effects, or injury arising from the work during, in preparation for or after a Yuliaen retreat are entirely and solely their own responsibility. Yuliaen is not and will not be liable or responsible for any actions or inaction, or for any direct or indirect damage or result of any services provided by us. The Client understands Yuliaen retreats are not therapy and do not substitute for therapy if needed, and does not prevent, cure, or treat any mental disorder or medical disease.
By attending any activity or service provided by Yuliaen, the client agrees to assume these risks and agrees to release and discharge Yuliaen and its Directors, employees, faclitators and agents from any and all claims for liability. Thus neither Yuliaen nor any of its Directors, employees, facilitators, or agents will be liable for any loss or damage to any personal property or vehicle belonging to the client during the services.
***It is the sole responsibility of the client to purchase full and adequate medical, personal injury, and holiday insurance for the full duration of their stay with Yuliaen.
All guests must refrain from any illegal act or any conduct unbecoming a retreat guest, conduct or language which may give offence to a team member or guest or any act which may cause damage to property. If Yuliaen or any of its staff, consultants, or agents become aware of any such act/conduct, then Yuliaen and its agents may, at their absolute discretion, ask the client to leave the premises, property, or facility. This will be without refund or compensation to the guest, and in these circumstances, Yuliaen will have no further responsibility or liability to the guest.
BRAND AND COMPANY INFORMATION
Yuliaen is a registered brand, and all related products and services are offered under this brand name. The company responsible for handling all invoices, payments, and other financial transactions related to Yuliaen is Private Luxury Collections Limited.
Private Luxury Collections Limited ensures the secure and efficient management of all financial operations for Yuliaen, including but not limited to invoicing, payment processing, and financial record-keeping. By engaging with Yuliaen, customers acknowledge that they understand and accept that Private Luxury Collections Limited is the entity responsible for all financial transactions.
MEDIA
Yuliaen reserves the right to take any photos/recordings of the client during the services, and the client accepts that all rights whatsoever arising in the recordings shall be solely owned by Yuliaen. The client accepts and agrees that any photos/recordings may be used by Yuliaen and the facilitators working at the respective retreat at its absolute discretion in any manner, including but not limited to its website, promotional material, and advertisements.
COPYRIGHT
Yuliaen reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, services, or facilities. Yuliaen reserves the right to take such actions as it deems appropriate or necessary to restrain or prevent infringement of such copyright.
LAW & JURISDICTION
These terms and conditions shall be governed and construed in accordance with French law, and the parties shall submit to the non-exclusive jurisdiction of the French Courts.
PRIVACY POLICY
Yuliaen is committed to protecting and respecting your privacy.
USE OF DATA
Any personal data that you submit will be retained by Yuliaen for as long as you use the services and systems provided on the website. Financial data you submit will not be stored or recorded.
Unless we are obliged or permitted by law to do so and subject to clause, third-party websites and services, your data will not be disclosed to third parties with the exception of the facilitators of the retreat you have registered for.
All personal data is stored securely in accordance with the principles of the GDPR.
Any or all of the above data may be required by us from time to time in order to provide you with the best possible service and experience whilst using our website. Specifically, data may be used by us for the following:
- Internal record keeping.
- To help to improve our products and services.
- To transmit via e-mail details of our products and services which may be of interest to you.
- Contact for market research purposes, which can include e-mail, telephone, postal mail.