These are the Terms and Conditions that will apply to your retreat booking. Please read them carefully as you will be bound by them.
These Terms shall constitute the entire agreement between Heart Hunters, LLC and 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 Heart Hunters, LLC. 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 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 understand the Terms and Conditions that follow. By making a booking with Heart Hunters, LLC, you accept on behalf of yourself and all those named on the booking, to be bound by these Terms and Conditions. A booking is accepted and becomes definite only from the date when you have submitted the deposit payment.
A 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. Heart Hunters, LLC asks that you refrain from purchasing non-refundable travel until you receive an email confirmation from Whitney Kobrin. In order for our retreats to take place, we require a minimum of 6 participants.
**Please note that Heart Hunters, LLC only offers retreats and related activities to those 18 years of age and over.
DEPOSITS
A non-refundable deposit per person, plus submission of our online booking form, is required to complete your booking.
You may book a retreat by paying in full, or paying a deposit (down payment) until 30 days prior to the retreat start date, after which full payment is required to secure your spot (if any are still available).
The remaining balance of your retreat payment is due 30 days before the retreat begins.
If the final balance is not received by the due date, then your booking cannot be guaranteed and Heart Hunters, LLC reserves the right to cancel your booking and 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 30 days or more before the retreat start date.
REFUND / CANCELLATION
We understand that unexpected events can arise that can affect your plans.
If you cancel more than 45 days before the retreat start date, you may request a deposit of up to half the amount paid.
All retreat payments become non-refundable less than 45 days before the retreat start date.
BALANCE TRANSFER
Full and partial retreat payments can be transferred to another retreat taking place within one calendar year, if you notify us 45 days or more before the retreat start date.
PRICING
All retreat prices shown are per person and are quoted and payable in USD.
Heart Hunters, LLC 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.
Unless stated otherwise, the price of your travel arrangement includes each and all of the component parts described within your booking confirmation invoice.
Not included in the price of your retreat booking 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 Heart Hunters, LLC 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 Whitney@HeartHuntersLoveCoaching.com if you have concerns.
It is absolutely vital that you are accurate with your fitness level and medical conditions for your own safety.
Heart Hunters, LLC 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 Heart Hunters, LLC reserves the right to refuse Clients with certain conditions.
Heart Hunters, LLC will do its best to meet Client’s special requests including dietary, but such requests do not form part of the Contract and thereforeHeart Hunters, LLC is not liable for not providing these requests.
As a client, you MUST carry medical insurance. Heart Hunters, LLC will do its absolute best to bring you to a proper medical facility as needed, but makes no representations and gives no warranties in relation to the standard of such treatment.
FINAL PAYMENTS
For all retreats, the payment of the FINAL balance of the retreat price is due 30 days prior to the retreat start date.
If a booking is made within less than 30 days, your deposit, including full payment, will be required at your initial sign up.
If the final balance is not received by the due date and there is no concise reason as to why,Heart Hunters, LLC reserves the right to treat the Client’s booking as canceled.
Please ensure Whitney@HeartHuntersLoveCoaching.com is in 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 Heart Hunters, LLC in writing (via email).
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 switch locations 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
In the case of a natural disaster, Heart Hunters, LLC applies to the “act of god” rule, and no fees will be reversed.
CANCELLATION OF A RETREAT BY Heart Hunters, LLC
Heart Hunters, LLC 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 Heart Hunters, LLC's control. When a retreat is canceled by Heart Hunters, LLC 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.
Heart Hunters, LLC is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking 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, Heart Hunters, LLC 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, Heart Hunters, LLC will provide the Client a refund of unused monies.
AIRFARE
All Heart Hunters, LLC retreats do not include airfare.
EVACUATION PROCEDURES AND COSTS
Heart Hunters, LLC 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.
Evacuation costs are to be covered by the person being evacuated.
CLIENT RESPONSIBILITY
The Client acknowledges he or she may be visiting places where the political, cultural and geographical attributes present certain risks, dangers and physical challenges greater than those present in their daily life. By booking a retreat with Heart Hunters, LLC, the Client acknowledges they have considered the potential risks, dangers and challenges, and expressly assumes the risks attendant to such travel conditions. The Client is solely responsible for acquainting themselves with customs, weather conditions, physical challenges, and laws in effect at each stop along the itinerary, and is encouraged to locate or make contact prior to embarkation with their local embassy or consulate at the trip destination.
PHOTOS, VIDEO AND CONTENT CREATION
In the course of participation in a Heart Hunters, LLC retreat, photos or videos may be taken by participants, guides, and professional photographers. These images may be used in promotional materials, the website, and social media platforms (i.e. Instagram), etc., unless Clients specifically request to the photographer or in writing to Heart Hunters, LLC , to not use any material your image is depicted in. Otherwise, permission is granted to Heart Hunters, LLC to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.
RETREAT ITINERARY CHANGES
Heart Hunters, LLC and its partners reserve 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 to assure the safety of our clients and staff. No responsibility is accepted for losses, or 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. Heart Hunters, LLC and its partners do not assume responsibility for accidents or deaths that can be traced to the participant’s negligence, acts of third parties, or exterior circumstances such as weather, natural occurrences, or other similar causes.
DATA PROTECTION
To ensure that retreats run smoothly, Heart Hunters, LLC needs to use personal information (such as name, address, special needs, health conditions, dietary requirements etc.) provided by Clients, and also pass on such information to other outfitters/guides or suppliers involved in the operation of the retreat. Heart Hunters, LLC will apply appropriate security measures to protect such personal data and will only pass on data that is applicable to outfitters or suppliers responsible for the retreat. By completing the Heart Hunters, LLC Retreat Booking Form, Clients consent to this information being transferred as required.
LIABILITY
Heart Hunters, LLC 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 Heart Hunters, LLC and/or the relevant supplier.
In the event that Heart Hunters, LLC is responsible for any death, injury, or illness caused by the negligent acts and/or omissions of its suppliers of services which form part of the Contract, then Heart Hunters, LLC limits its liability.
SEVERABILITY
In the event that 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.
UPDATING OF TERMS & CONDITIONS
Heart Hunters, LLC 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. The latest terms and conditions may be found at www.WhitneyLoveCoach.com.
If you have any questions or concerns, please email us at Whitney@HeartHuntersLoveCoaching.com.
