1. Introduction

At BookMyRetreat.com, we understand that plans can change unexpectedly. Whether it’s a personal reason, travel restriction, or unforeseen circumstance, we aim to make our cancellation and refund process as clear and hassle-free as possible.

This Cancellations & Refund Policy outlines the conditions under which Users (Guests/Participants) and Organizers (Retreat Hosts) can cancel bookings, request refunds, and understand the associated terms.

By making a booking through our Platform, you agree to abide by the cancellation policies set forth by both BookMyRetreat.com and individual Retreat Organizers. Each retreat listing has its own Organizer-specific cancellation terms, which Users must carefully review before completing their reservation.

If you need further assistance regarding cancellations, please contact us at: Bookings@bookmyretreat.com

2. General Cancellation Rules

At BookMyRetreat.com, we aim to provide clarity and fairness in our cancellation policies to accommodate both Participants and Organizers. Understanding these general rules will help ensure a smooth experience for all parties involved.

2.1 Standardized Cancellation Policies

To maintain consistency and simplicity, we offer three standardized cancellation policies that Organizers can adopt for their retreats. Each policy outlines specific terms regarding deposit refunds and remaining balance payments.

2.2 Custom Cancellation Policies

While we encourage Organizers to adopt one of our standardized policies for consistency, we recognize that certain retreats may require unique terms. Therefore, Organizers have the option to define a Custom Cancellation Policy tailored to their specific needs.

Participants’ Responsibility:

• It is essential for Participants to thoroughly review the cancellation policy associated with each retreat before booking.
• Custom policies will be clearly outlined in the retreat listing, specifying terms for deposit refunds, remaining balance payments, and any other pertinent conditions.

2.3 General Guidelines for Participants

• Review Policies: Always read the cancellation policy associated with your chosen retreat to understand the terms and conditions fully.
• Timely Cancellations: To maximize refund eligibility, initiate cancellations as early as possible, adhering to the specified time frames.
• Communication: If unforeseen circumstances arise, communicate promptly with both the Organizer and BookMyRetreat.com support to explore possible solutions.
• Documentation: Keep records of all communications and transactions related to your booking and cancellation for reference.

2.4 Dispute Resolution

In the event of a dispute regarding cancellations or refunds:

• Initial Resolution: Participants and Organizers are encouraged to resolve issues amicably through direct communication.
• Mediation: If a resolution cannot be reached, BookMyRetreat.com may offer mediation services at its discretion. We reserve the right to make the final decision in all disputes over cancellations.

3. Cancellation by the User (Guests/Participants)

At BookMyRetreat.com, we understand that plans can change unexpectedly. If you need to cancel your retreat booking, this section outlines the cancellation process, refund eligibility, and important considerations for Participants. It is the Participant’s responsibility to review the specific cancellation policy associated with their retreat booking before finalizing their reservation. Each retreat may have different cancellation terms set by the Organizer.

3.1 How to Cancel a Retreat Booking

1. Log into Your Account – Visit www.bookmyretreat.com and sign in.
2. Go to “My Bookings” – Navigate to the section where all active and past bookings are displayed.
3. Select the Retreat You Want to Cancel – Click on the specific booking you wish to cancel.
4. Request Cancellation – Follow the on-screen instructions and confirm your cancellation request.
5. Receive Confirmation – You will receive an email confirming your cancellation request.

3.2 Refund Eligibility for User Cancellations

• ✅ The retreat’s cancellation policy (Free, Flexible, or Moderate).
• ✅ The time of cancellation in relation to the retreat start date.
• ✅ Whether payment was made as a deposit or full amount.

📌 Important Notes:

• Refunds exclude payment processing fees, which may be deducted based on third-party charges.
• If you cancel outside the refund window, your deposit and/or balance may be forfeited as per the retreat’s policy.
• Some retreats may have custom policies, which override the above refund structure.

3.3 Last-Minute Cancellations

Cancellations made less than 14 days before the retreat start date may result in:

• Partial or no refund, as per the cancellation policy.
• Possible deduction of administrative and retreat preparation costs.
• Forfeiture of any non-refundable deposits.

3.4 How Refunds Are Processed

• Refunds are issued within 7-14 business days after cancellation approval.
• Refunds are sent to the original payment method used during booking.
• If the refund is delayed, check with your bank or payment provider for processing times.
• Refunds will be processed in the same currency as the original transaction.
• If currency conversion applies, any exchange rate differences or conversion fees are borne by the User.

📌 Need help? Contact bookings@bookmyretreat.com

3.5 Special Cases for User Cancellations

Medical Emergencies

• If a User cancels due to a medical emergency, they must provide official medical documentation (doctor’s note, hospital records).
• Organizer discretion applies in approving a full or partial refund.

Force Majeure (Unforeseen Circumstances)

If a retreat cannot be attended due to uncontrollable events, such as:

• Natural disasters (earthquakes, hurricanes, etc.)
• Government-mandated travel bans
• Civil unrest or political instability

➡️ Refund eligibility depends on the Organizer’s discretion and local regulations. Some Organizers may offer:

• ✅ A full or partial refund
• ✅ A credit for future bookings

No-Show Policy

• If a User fails to show up for their retreat without prior cancellation, no refund will be issued.
• If the User arrives late, it is at the Organizer’s discretion to allow participation without compensation for missed days.

3.6 Rebooking & Rescheduling Options

If you need to reschedule your retreat, follow these steps:

1. Check the retreat’s rescheduling policy to see if changes are allowed.
2. Contact the retreat Organizer to request a new date.
3. If the request is approved, your booking will be transferred to the new date.
4. If rescheduling is not possible, standard cancellation policies will apply.

4. Cancellation by the Organizer

At BookMyRetreat.com, we understand that unforeseen circumstances may arise, requiring a retreat Organizer to cancel a scheduled retreat. In such cases, our policy ensures that Participants (Guests) receive fair compensation while giving Organizers clear guidelines on their responsibilities.

This section outlines the Organizer’s obligations, refund rules, rescheduling options, and handling of disputes when a retreat is canceled by the Organizer.

4.1 Reasons for Organizer-Initiated Cancellations

An Organizer may cancel a retreat due to:

• ✅ Insufficient Bookings: Not meeting the minimum number of Participants required to conduct the retreat.
• ✅ Logistical Challenges: Issues with the venue, instructor availability, or accommodation.
• ✅ Government Restrictions: Travel bans, visa regulations, or changes in local laws.
• ✅ Natural Disasters & Emergencies: Severe weather, earthquakes, pandemics, or other force majeure events.
• ✅ Operational Difficulties: Unforeseen business challenges or financial constraints.
• ✅ Health & Safety Concerns: Risks to Participants due to unexpected circumstances at the retreat location.

4.2 Organizer’s Responsibilities Upon Cancellation

If an Organizer cancels a retreat, they must:

1. Notify BookMyRetreat and All Registered Participants: A written cancellation notice must be sent to all Participants and bookings@bookmyretreat.com.
2. Issue a Refund or Provide an Alternative: Full refunds are required unless Participants accept an alternative option (e.g., rescheduling or credit transfer).
3. Assist Participants with Adjustments: Help affected Participants manage travel changes (if applicable).
4. Ensure Future Credibility: Frequent cancellations may impact an Organizer’s reputation and ability to list future retreats on the platform.

4.3 Refund Policy for Organizer Cancellations

When a retreat is canceled by the Organizer, Participants are entitled to:

4.4 Rescheduling & Alternative Retreat Options

If an Organizer cancels a retreat but wishes to offer alternative options, they must:

1️. Reschedule the Retreat

• Participants must be informed of the new retreat dates.
• If a Participant accepts the new dates, their booking is transferred.
• If a Participant rejects the new dates, a full refund must be provided.

2️. Offer a Retreat Credit

• Some Organizers may offer credits instead of a refund.
• Credits must be clearly defined with expiration dates and conditions.
• Participants must have the option to decline a credit and receive a refund instead.

4.5 Special Cases & Exceptions

Force Majeure (Unforeseen Circumstances)

If a retreat is canceled due to circumstances beyond the Organizer’s control, such as:

• 🌍 Natural disasters (earthquakes, hurricanes, floods)
• 🚨 Pandemics or public health emergencies
• 💼 Government-imposed travel bans or visa restrictions
• 🏨 Unexpected venue closures

➡️ The Organizer may offer:

• ✅ A full refund
• ✅ A credit for future retreats
• ✅ A rescheduled retreat

Organizer Goes Out of Business

• Attempt to contact the Organizer for refund processing.
• Assist Participants in legal claims if necessary.
• Restrict the Organizer from listing future retreats on the platform.

4.6 Consequences for Repeated Cancellations

• 🚫 Lower visibility in search results
• 🚫 Temporary or permanent suspension from BookMyRetreat
• 🚫 Refund penalties if cancellations cause financial loss to Participants

Organizers must honor their commitments to maintain credibility on the platform.

4.7 How Participants Can Claim Refunds

1. Log in to their account and go to “My Bookings.”
2. Check refund status in the booking details.
3. If refund is not initiated, contact bookings@bookmyretreat.com.
4. Refunds are processed within 7-14 business days.

5. Additional Terms for Cancellation & Refunds

5.1 Late Arrivals and Early Departures

• If a Participant arrives late for their retreat, they will not be eligible for a refund for missed activities.
• If a Participant chooses to leave early, no partial refunds will be issued unless specifically agreed upon by the Organizer.
• Participants should inform the Organizer in advance if they anticipate a late arrival or early departure.

5.2 Travel-Related Cancellations

• BookMyRetreat is not responsible for cancellations due to:
• Flight cancellations or delays.
• Missed connections leading to non-attendance.
• Visa denials preventing participation.
• Travel-related cancellations fall under the standard refund policy of the retreat.
• Participants are advised to purchase travel insurance to cover unforeseen travel disruptions.

5.3 Cancellation Due to Insufficient Bookings

• If a retreat does not meet the minimum required number of participants, the Organizer reserves the right to cancel.
• In such cases, Participants will receive:
• A full refund of any amounts paid.
• An option to reschedule for a later retreat date.
• A credit towards another retreat from the same Organizer.
• The Organizer must notify Participants at least 14 days before the retreat start date.

5.4 Non-Transferability of Bookings

• Retreat bookings cannot be transferred to another person unless explicitly approved by the Organizer.
• If transfer is permitted, the new Participant must meet the retreat’s eligibility criteria (e.g., health requirements, experience level).
• The Organizer has the final decision on whether transfers are allowed.