Terms of service

BESCAPES BOOKING TERMS AND CONDITIONS  

BESCAPES LTD acts as a Tour Operator and Events Organiser to connect people through events, retreats, holidays and workshops. 

We work with Suppliers/Principals including instructors, activity providers, accommodation providers, tour operators and travel providers to run retreats that connect likeminded customers. 

Your contract is with BESCAPES Ltd, registered office 9 Sherburn Street, Cawood, YO8 3SS, Company Number 15413556.

Your contract incorporates these Booking Conditions and by making a booking with us you confirm your acceptance of these Booking Conditions. 

When booking through BESCAPES Ltd you agree to the Terms and Conditions set by the Supplier/Principal/Provider and BESCAPES Ltd. 

  1. Booking 

(a) Your booking is not considered definite, and no contract will exist until we receive full payment of the retreat when booked through the website or a deposit for your booking. By booking a retreat with bescapes you are accepting these terms and conditions. 

(b) We do not share customer details with any third parties. 

  

2. Booking & Cancellation Policy

All bookings are final and non-refundable at the time of purchase. This includes bookings paid in full and those made via a repayment plan.

Due to the nature of organising retreats, such as upfront costs, limited availability, and supplier commitments, we are unable to offer refunds if you choose to cancel your place.

As a courtesy, if the retreat becomes fully booked, we may attempt to resell your cancelled space. If successful, we will refund you the amount paid minus the non-refundable deposit. This is not guaranteed and depends entirely on our ability to fill all other places first.

(b) Bookings are for the stated period of the retreat. There are no refunds for an unused portion of the retreat. If the reason for cancellation is covered under the terms of your Insurance Policy, you may be able to make a claim on your own insurance. 

3. Repayment Plans

If you opt for a repayment plan:

  • The same cancellation terms apply-all payments are non-refundable, and the full balance remains due, even if you are unable to attend.

  • Failure to meet repayment deadlines will be considered a breach of contract.

  •  If you choose a repayment plan, it is your responsibility to ensure all scheduled payments are made on time. We strongly recommend setting up a standing order.

    (d) Late payments incur:

    • £10 for the first missed payment day

    • £5 for every subsequent 2-day period

     

  • If payment is not received within 14 days/or less than 8 weeks prior of the agreed deadline, we reserve the right to resell your place, and you will forfeit your deposit and any payments already made.

4.Your Travel Arrangements 

(a) We are not responsible for how you arrive at the starting point or trip location. We will provide information regarding how to get there, however it is your responsibility to research and make your own travel arrangements at your own cost. We shall not be held liable for any consequences arising from delays or cancellations in any of the companies you may have made arrangements with, or for any irregularities in your documentation required for travel. Transfers to/from the retreat are at your own cost, unless otherwise specified. 

  

(b) With your permission we will connect you with other guests joining your trip, to see if you can arrange your travel together. You take full responsibility for your own travel plans. If you choose to share cars with other guests whilst on a trip, bescapes is in no way responsible for any risk, injury or death occurred through car sharing. 

  

5.Travel Insurance 

(a) You must take out suitable insurance for all your needs before you travel. We cannot be held responsible for any costs you may incur as a result of failing to do so. Please ensure that your travel insurance covers the activities of this retreat as well as unexpected cancellation, sickness, losses and all other risks associated with traveling and taking part in the retreat. You should bring your travel insurance policy with you in case of an emergency. We can't advise on insurance. 

(b) Taking part in activities, adventure sports, action sports carries a high risk of damage, personal injury or death. We do not accept or assume any responsibility or liability for accidents, injuries or even death occurred while taking part in any trip. If you take part in activities whilst on holiday that have been organised and arranged independently of us, participation is at your own risk and it is your responsibility to ensure that you have obtained the relevant insurance. 

  6.Your Health 

(a) It is your responsibility to let your activity teacher know if you have any injuries and to be mindful at all times of your own body’s capabilities during the retreat. If you experience any injury or discomfort during any activity during the retreat, then you must desist immediately. 

(b) It is also your responsibility to consult a doctor with an understanding the activities to check that you are sufficiently fit and healthy to undertake any of the physical activities that you may choose to do whilst on the retreat. 

(c) Please advise us of any mental or physical health conditions, allergies and dietary requirements before you book. If you have health conditions and dietary requirements that may be affected by the activities offered on our retreats we reserve the right to advise you to desist and in the interests of your health, or others, we may decline your stay at our retreats. If you do not give us full details of your medical problem or disability we can also cancel the booking when we find out full details if in our reasonable opinion, the holiday arrangements are not suitable or you are not travelling with someone who can provide all assistance reasonably required. 

(d) Whilst all measures are taken to ensure a high standard of health and safety, we are situated in the countryside where the land is uneven and we shall not be responsible for any injuries caused by uneven terrain. 

(e) We shall not be held responsible for any injuries sustained during our retreat activities. 

 

    7.Retreat Cancellation by Us

    We reserve the right to cancel the retreat at any time, though this would only occur in exceptional circumstances beyond our control (e.g., natural disasters, travel restrictions, venue issues)- also known as force majeure.

    Should we need to cancel:

    • We will notify you as soon as we become aware of the situation.

    • A full refund will be issued excluding any third-party costs incurred by you, such as travel, accommodation, currency exchange, or loss of annual leave.

    • We cannot be held liable for such expenses, so we strongly recommend comprehensive travel insurance.

    • ‘Providers’ and bescapes retain the right to cancel any ‘bescapes Events’. Events will have a minimum sign up requirement, if this is not met, bescaps may cancel the event and offer a full refund. 

      ‘Providers’ retain the right to cancel events, due to conditions and safety concerns. Bescapes will notify you as soon as reasonably possible and arrange refunds or transfer you onto another event. Bescapes and the ‘provider’ are not responsible for any financial lose due to cancellation. 

     

    8.Amendments by us 

    Occasionally, changes may have to be made (e.g., Pilates teacher, class times or other arrangements), which we reserve the right to do at any time. If your accommodation has to be changed, we will do our utmost to provide accommodation of a similar standard. If a significant change becomes necessary, we will inform you as soon as possible before your departure. 

     

    9.Our liability to you 

      (a) We accept responsibility for ensuring that the retreats are supplied as described and that the services we are contractually obliged to provide are to a reasonable standard. 

      (b) We do not accept any liability for cancellations, delays or changes caused by war, threat of war, terrorist actions or threats, closure of airports, civil strife, industrial action, natural disaster, technical problems to transport, staff cancellations, unforeseen changes in your personal circumstances or other events beyond our control. 

      (c) We are not liable for any injuries you may incur. Pilate classes, swims, walks and other activities are undertaken at your own risk. We are not liable for any medical or psychiatric conditions, which may develop during or subsequent to the retreat. We are not liable for loss of, or damage to, your personal property. 

       

      10. Dietary Requirements & Allergies

      We are happy to cater for dietary preferences and allergies, but we require advance notice:

      • If your retreat is more than 6 weeks away, please inform us of any dietary needs within 4 weeks of booking.

      • If your retreat is within 6 weeks at the time of booking, we need this information at the time of booking.

      We will do our best to accommodate all requests but cannot guarantee this without sufficient notice.

        

      1. Group Bookings 

      Where a booking is made on behalf of several individuals the booking is conditional on the person(s) paying having authorization from all the individuals named on the booking form to enter into this contract. The terms of this contract will apply to each member of the group as though they had paid for their own retreat individually and directly to us. 

        

      1. No Liability for possessions 

      It is your responsibility to ensure that your possessions are kept safe at all times. This includes hire cars or other hired equipment. We cannot be held responsible for any loss or damage to personal belongings during the retreat. 

        

      1. Complaints 

      If you have a problem during your retreat, please inform the retreat host immediately and she will endeavour to put things right. Please note that we cannot be held responsible for the individual behaviour of any group member or other guest sharing your accommodation. 

        

      1. Privacy Policy 

      We do not share customer details with any 3rd parties. Any personal information that you provide to us will be used only for the service you requested. This information is used only for administration of the site system and in the compilation of statistics used by us to assess the use of the site. This privacy policy does not cover the links within this site linking to other sites. 

        

      1. Photography 

      I, for good and valuable consideration, the receipt of which is hereby acknowledged, hereby irrevocably authorize becapes to use photographs of me and or my property and authorize bescapes and its assignees, licensees, legal representatives and transferees to use and publish (with or without my name) photographs, pictures, portraits or images in any and all forms and media and in all manners including composite images or distorted representations, and the purposes of publicity, illustration, commercial art, advertising, publishing (including publishing in electronic form on CDs or internet websites), for any product or services, or other lawful uses as may be determined by the photographer. I further waive any and all rights to review or approve any uses of the images, any written copy or finished product. I am of full legal age and have read and fully understand the terms of this release. 

      1. Price 
        We reserve the right to alter the prices of any of the holidays shown on our website. You will be advised of the current price of the trip you wish to book before your contract is confirmed. Prices are subject to currency conversion rates; the final balance payable will be based on the currency conversion rate at the time of your final payment. 

       

      1. Special Requests 
        Special requests must be made at the time of booking. We cannot guarantee that the request will be met and any failure to do so will not be a breach of contract on our part, or the Supplier/Principal. Confirmation that a request has been made will be included on your Booking Invoice or upon the acknowledgment of booking. We are unable to accept bookings which are conditional upon a special request being met and these will be treated by us as a standard booking. 
      1. Your responsibilities and behaviour whilst on holiday 
        (a) As part of your booking with us, you are accepting liability for any loss or damage caused by you or any member of your party during the course of your holiday. Payment for any loss or damage must be made to us or our Supplier/Principal at the time that it occurs or as soon as is reasonably practicable thereafter. 
        (b) If the cost of the loss or damage is not known at the time, we will reasonably estimate it and if this reasonable estimate exceeds the amount paid, you must pay the difference once known, and if it is less, the difference will be refunded to you. You will also be responsible for, and agree to indemnify us, in respect of any claim subsequently made against us and all costs incurred by us (including our own and any other party’s full legal costs) arising from your actions. 
        (c) You are also responsible for the behaviour of yourself and other members of your party. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your party by terminating your holiday arrangements if yours or their behaviour is or is likely to be, in our reasonable opinion or in the reasonable opinion of our Suppliers/Principal, disruptive, upsetting or dangerous to yourself or anyone else, or if you or any member of your party have caused or are likely to cause damage to property. In these circumstances, we will not pay any refund, compensation or other sum whatsoever or any costs or expenses incurred by you if we have to terminate your travel arrangements due to such unacceptable behaviour. In this situation we will have no further responsibility for you or any other member of your party (including any return travel arrangements). 
        (d) We cannot be held responsible for the actions or behaviour of other guests one the trip. 
      1. Excursions, workshops and activities 
        (a) Excursions, tours or other activities that you book or pay for whilst on your trip do not form part of the trip provided by us or the Supplier/Provider. Your contract will be with the operator or provider of that excursion, workshop or activity and not with us. We are not responsible for the provision of the excursion, tour or activity or anything that may happen during the course of its provision by the operator. We do not accept any liability in relation to any such excursion, tour or activity and these Booking Conditions do not apply to them. 
      1. Our website and advertising 
        The information contained in our website and advertising material is our responsibility and to the best of our knowledge and belief it is correct at the time of publication. Occasionally errors may occur and information may change and you must therefore check all the details of your travel arrangements at the time of booking. 
      1. Data protection 
        Information about you or members of your party, including your names, contact and details and any special needs, disabilities, dietary requirements collected by us when you request information or make a booking with us. We may disclose this information to our service for the purpose of providing you with your holiday arrangements. Only information necessary for this purpose will be disclosed to them. On occasions, it may be mandatory for us to disclose information for security and terrorism purposes and any other purpose imposed upon us by governments or other regulatory authorities. We may use your information for the purposes set out in our Data Protection Registration with the Office of the Information Commissioner. We may disclose this information to companies which act as data processors on our behalf. Some information, for example relating to your religion or health, may be “sensitive personal data” within the meaning of the Data Protection Act 1998. We need this information to cater for your needs, but it is collected on condition that we have your positive consent. If you do not agree with our use of your information, we cannot accept your booking. By making a booking with us, you agree to allow your insurers, their agents and medical staff to disclose relevant information to us in circumstances where we may need to act in the interests of everyone in the group with whom you are travelling. 
      1. Refunds 
        If refunds are due, we reserve the right to charge a 1.4% + 20p for UK cards or 2.9% + 20p on international cards to cover the fees involved in reversing the payment. 
      1. Law and jurisdiction 
        These Booking Terms and Conditions are governed by English Law with any action arising out of it being subject to the exclusive jurisdiction of the courts of England and Wales. 

        

      Personal Responsibility 

      Taking part in activities, adventure sports, action sports carry a high risk of damage, personal injury or death. By booking an event with bescapes agree that bescapes is not responsible for any injury, damage to property or death. 

      bescapes does not accept or assume any responsibility or liability for accidents, injuries or even death occurred while taking part in any ‘experience’. 

      GIFT VOUCHER TERMS AND CONDITIONS 

      Gift Vouchers are redeemable against bescapes retreats and events.,

      Gift Vouchers are valid for 1 year from purchase. 

      To redeem your voucher please contact hello@bescapes.co.uk 

      No refunds or cash alternatives are available on bescapes Gift Vouchers. 

      Booking terms and conditions for events, retreats and holidays will apply when redeeming a bescapes Gift Voucher. 

      Postage of Gift Vouchers 

      bescapes will provide you with a digital version of the Gift Voucher for you to give to your recipient.