Thank you for choosing Highland Photo Retreats for your retreat experience. Please read the following Terms and Conditions carefully as they set out the rights and obligations for both you ("the Participant") and us ("Highland Photo Retreats"). By booking, paying and participating in a retreat you are agreeing to these terms.
1. Booking and Payment
1.1 Booking Confirmation: To secure your place on a retreat, a non-refundable deposit of 25% of the total fee is required at the time of booking.
1.2 Final Payment: The remaining balance must be paid no later than 60 days before the start date of the retreat. Failure to complete the payment on time may result in the cancellation of your booking.
1.3 Late Bookings: For bookings made within 60 days of the retreat start date, full payment is required at the time of booking.
1.4 Payment Methods: Payments can be made via bank transfer, credit/debit card, or other methods specified during the booking process.
2. Cancellation and Refund Policy
2.1 Participant Cancellations:
- Cancellations made more than 60 days prior to the retreat start date where the place can be immediately filled by someone on the waiting list will merit a full refund.
- Cancellations made more than 60 days prior and the place cannot be filled: Deposit is non-refundable; any additional payments will be refunded.
- Cancellations made between 30–60 days before the retreat start date: 50% of the total retreat cost is refundable.
- Cancellations made less than 30 days before the retreat start date: No refunds will be issued.
2.2 Retreat Cancellations by Highland Photo Retreats: In the unlikely event that we need to cancel a retreat due to unforeseen circumstances (e.g. low bookings, illness, extreme weather), a full refund or the option to reschedule will be offered. Highland Photo Retreats will not be liable for additional costs incurred (e.g. travel arrangements).
2.3 Force Majeure: No refunds will be provided if the cancellation is due to events outside our control (natural disasters, pandemics, travel restrictions, etc.). We will work with you to reschedule where possible.
3. Travel Insurance
3.1 Mandatory Coverage: All participants MUST have comprehensive travel insurance covering cancellations, medical expenses (including evacuation and airlift for hospital treatment), loss of property, camera equipment and personal liability. Proof of travel and medical insurance is a pre-requisite to participating in the retreat.
4. Participant Responsibilities
4.1 Health and Fitness: By booking a retreat, you confirm that you are in good physical and mental health and capable of participating in the activities outlined. Any health conditions or dietary restrictions must be disclosed at the time of booking.
4.2 Respectful Conduct: Participants are expected to behave respectfully towards fellow guests, staff and local communities. Disruptive or inappropriate behaviour may result in being asked to leave the retreat without a refund.
5. Retreat Itinerary and Changes
5.1 Flexibility of Schedule: While we strive to adhere to the advertised itinerary, some adjustments may be necessary due to weather conditions, availability of locations, or other unforeseen circumstances. We reserve the right to modify the itinerary for the safety and enjoyment of the group.
6. Liability Waiver
6.1 Assumption of Risk: Participants acknowledge that some retreat activities carry inherent risks. Each activity will have a written risk assessment to which all participants will be made aware. By participating, you assume full responsibility for any risks, injuries or damages that may occur.
6.2 Limitation of Liability: Spean Lodge, its staff, and affiliates shall not be held liable for any personal injuries, accidents, property damage, or loss during the retreat, except in cases of gross negligence.
7. Photography and Media Consent
7.1 Usage of Images: During the retreat, photographs or videos may be taken for promotional purposes. By attending, you consent to your image being used by Highland Retreats. If you prefer not to be photographed, please notify us in writing before the retreat begins.
8. Data Protection
8.1 Privacy Policy: Personal information provided during the booking process will be stored securely and used solely for the purposes of managing your retreat experience. We will not share your information with third parties without consent.
9. Governing Law
These Terms and Conditions are governed by the laws of Scotland. Any disputes will be subject to the jurisdiction of Scottish courts.
