Helios Retreats
Terms & Conditions
Last updated: [18/05/2026]
These Terms & Conditions apply to all bookings made with Helios Retreats Ltd, trading as Helios Retreats (“Helios Retreats”, “we”, “us”, “our”).
By making a booking, paying a booking fee, paying a deposit, paying an instalment, attending a retreat, or using our website, you confirm that you have read, understood and agree to these Terms & Conditions.
These Terms apply to you and to any guest included within your booking. If you make a booking on behalf of another guest, you are responsible for ensuring that they have read and accepted these Terms.
1. Eligibility
Helios Retreats are available to guests aged 18 years or over.
You are responsible for ensuring that you have:
- A valid passport;
- Any visa, entry or travel documents required for the destination;
- Appropriate travel insurance;
- The physical and mental capacity to participate safely;
- Disclosed all relevant health conditions, injuries, allergies, dietary requirements and medical information.
Flights are not included unless expressly stated in writing.
2. Nature of the Retreat
Helios Retreats provides curated wellness retreat experiences. Retreats may include accommodation, fitness, wellness activities, meals, classes, treatments, excursions, workshops and other inclusions depending on the specific retreat.
You acknowledge that retreat programmes are dynamic experiences and may need to change before or during the retreat due to weather, guest wellbeing, supplier availability, staffing, operational requirements, local conditions, venue requirements, illness, safety considerations or events outside our reasonable control.
Schedules, instructors, trainers, practitioners, venues, villas, menus, activities, treatments, excursions and amenities are indicative only unless expressly confirmed by us in writing as guaranteed.
We will always aim to provide a retreat experience of comparable nature, quality and value where changes are required.
3. Booking Process
A booking is not confirmed until:
1. We have received the required booking fee, deposit or payment;
2. We have issued a written booking confirmation; and
3. You have accepted these Terms & Conditions.
Before booking flights or making other travel arrangements, you should wait until you have received written confirmation from Helios Retreats.
Any quotation, availability indication or provisional reservation is not binding until confirmed in writing.
Places are subject to availability and are allocated on receipt of payment.
4. Booking Fee / Deposit
A non-refundable booking fee of £500 per person is required to secure a retreat place unless otherwise stated in writing.
The booking fee covers administrative costs, reservation of your place, pre-retreat planning, supplier commitments and loss of availability to other potential guests.
The booking fee is non-refundable except where required by applicable law or where we cancel the retreat and no alternative, credit or transfer is accepted by you in circumstances where a refund is legally required.
5. Payment Terms
The full balance must be paid no later than 45 days before the retreat start date, unless otherwise agreed in writing.
If payment is not received by the due date, we may treat the booking as cancelled by you. In that case, the cancellation terms in Section 8 will apply.
Where payment is made by instalments, the cancellation terms apply to the full booking value, not only to amounts paid at the time of cancellation.
We may charge an administrative fee for instalment plans where this is clearly disclosed before booking.
6. Pricing, Errors and Inclusions
Prices are stated in GBP unless otherwise specified.
We reserve the right to correct obvious pricing errors, typographical errors, availability errors or omissions. If an error affects your booking, we will notify you as soon as reasonably practicable.
Your booking includes only the items expressly stated in your booking confirmation or retreat description.
Unless expressly stated, the following are not included:
- Flights;
- Visas;
- Airport transfers outside scheduled group transfers;
- Travel insurance;
- Tourist taxes;
- Private treatments;
- Taxis;
- Additional food or drinks;
- Personal expenses;
- Additional excursions;
- Medical costs;
- Any item not expressly included.
7. Non-Transferability of Bookings
Retreat bookings are personal to the named guest or guests.
You may not sell, assign, gift, exchange, advertise or transfer your booking to another person without our prior written approval.
We may refuse a transfer request at our reasonable discretion, including where:
- The proposed replacement guest has not completed required health, waiver or booking information;
- The request is too close to the retreat start date;
- Suppliers cannot accommodate the change;
- The retreat is unsuitable for the proposed replacement guest;
- The booking was made using a personal promotion, loyalty discount or special offer.
If we approve a transfer, we may charge an administrative fee and require the replacement guest to accept these Terms.
8. Guest Cancellation Policy
All cancellations must be sent to us in writing by email.
The cancellation date is the date on which we receive your written cancellation notice.
8.1 Cancellation within 24 hours of booking
If you cancel within 24 hours of receiving booking confirmation, you may receive a full refund, including the booking fee, unless the retreat starts within 14 days or we have already incurred non-recoverable costs at your request.
8.2 Cancellation more than 120 days before retreat start date
You may receive a refund of amounts paid, less:
- The £500 per person booking fee;
- Any non-recoverable third-party costs;
- Payment processing charges;
- A reasonable administrative charge.
8.3 Cancellation 90–119 days before retreat start date
You may receive a refund of 50% of the total booking value paid, excluding:
- The £500 per person booking fee;
- Non-recoverable third-party costs;
- Payment processing charges.
8.4 Cancellation 60–89 days before retreat start date
You may receive a refund of 25% of the total booking value paid, excluding:
- The £500 per person booking fee;
- Non-recoverable third-party costs;
- Payment processing charges.
8.5 Cancellation fewer than 60 days before retreat start date
Bookings cancelled fewer than 60 days before the retreat start date are non-refundable, except where required by applicable law.
8.6 No-shows, late arrivals and early departures
No refund, credit or compensation will be provided if you:
- Fail to arrive;
- Arrive late;
- Leave early;
- Miss any activity, class, treatment, meal or excursion;
- Are unable to travel due to passport, visa, illness, transport disruption or personal circumstances.
You should ensure your travel insurance covers these risks.
9. Partial Cancellations and Shared Bookings
Where two or more guests are booked together, cancellation by one guest does not automatically cancel the entire booking unless all guests cancel in writing.
If one guest in a shared room cancels, withdraws, fails to attend or leaves early, the remaining guest is not automatically entitled to:
- Sole occupancy;
- A private room;
- A room upgrade;
- A refund;
- A discount;
- Compensation;
- A different room;
- Or any other benefit.
In such circumstances, we may, at our reasonable discretion:
- Allocate another suitable guest to the shared room;
- Move the remaining guest to another room of comparable category;
- Offer a single occupancy supplement;
- Maintain the original room arrangement;
- Or make any other reasonable accommodation adjustment.
If the remaining guest wishes to guarantee sole occupancy, this must be requested in writing and may be subject to availability and additional charges.
10. Room Categories and Accommodation
Bookings are made for a room category and occupancy type, not for a specific room, floor, villa layout, bed configuration, view, room number or individual accommodation unit unless expressly confirmed by us in writing.
Images, descriptions and floor plans are for guidance only.
We reserve the right to change room allocation before or during the retreat where reasonably necessary.
Where a room, villa or accommodation venue becomes unavailable or unsuitable, we may provide alternative accommodation of comparable overall standard.
A change of room, villa or accommodation venue will not entitle you to a refund or compensation where the alternative provided is of a comparable nature and value.
11. Room Sharing
If you book a shared room, you acknowledge that you may be sharing with another guest.
We will take reasonable steps to allocate shared rooms appropriately. Where possible, guests sharing with an unknown guest will be placed with a guest of the same sex unless otherwise agreed or disclosed.
We are not responsible for personal incompatibilities between room sharers, including but not limited to snoring, differing routines, personality clashes, disagreements, or personal habits.
Room changes are subject to availability and may incur additional charges.
12. Adding Guests to a Booking
Additional guests may only be added with our written approval.
Approval is subject to availability, capacity, room configuration, suitability and receipt of payment.
A guest is not confirmed until payment has been received and written confirmation has been issued.
13. Minimum Guest Numbers and Retreat Viability
Some retreats require a minimum number of guests to operate as advertised.
If minimum operational numbers are not met, or if guest numbers are too low for the retreat to run in the advertised format, we may make reasonable changes to the retreat.
Such changes may include:
- Changing the villa, accommodation or retreat venue;
- Consolidating groups;
- Reducing, replacing or amending certain activities;
- Changing instructors, trainers, practitioners or facilitators;
- Modifying the schedule;
- Adjusting meal formats;
- Replacing group classes with smaller-format sessions;
- Postponing the retreat;
- Offering an alternative retreat, or cancelling the retreat.
Where the retreat continues in a substantially comparable form, operational changes will not automatically entitle guests to a refund, compensation, room upgrade or other benefit.
If we cancel the retreat because minimum numbers are not met, we will notify you within a reasonable period and offer the remedies required by applicable law, which may include a refund, credit or transfer depending on the circumstances and legal classification of the booking.
14. Changes to Retreat Venue, Villa, Programme or Team
We reserve the right to make reasonable changes to the retreat before or during the retreat.
Changes may be required due to:
- Low guest numbers;
- Venue availability;
- Supplier changes;
- Illness or injury;
- Staff emergencies;
- Trainer or practitioner unavailability;
- Weather;
- Safety concerns;
- Transport disruption;
- Local restrictions;
- Maintenance issues;
- Force majeure events;
- Or operational circumstances beyond our reasonable control.
We may substitute instructors, trainers, practitioners, treatments, classes, excursions, venues, meals or activities with alternatives of broadly comparable nature where reasonably possible.
No refund or compensation will be provided for changes to individual team members, instructors, class times, class formats, activities or schedules where the retreat remains substantially deliverable.
15. Flights and Transfers
Flights are not included unless expressly stated in writing.
You are responsible for booking and paying for your own flights.
You should not book flights until your retreat booking has been confirmed in writing.
Scheduled group transfers may be included only where expressly stated in your booking confirmation.
Transfers outside scheduled group transfer times may be available at additional cost through third-party providers.
If you arrange your own transfers, you are responsible for ensuring that you arrive safely and on time.
We are not responsible for missed transfers, flight delays, flight cancellations, lost luggage, transport disruption or additional costs arising from independent travel arrangements.
16. Travel Insurance
You are strongly advised to purchase comprehensive travel insurance immediately after booking.
Your insurance should cover, where relevant:
- Cancellation;
- Illness;
- Injury;
- Travel disruption;
- Missed flights;
- Lost luggage;
- Personal belongings;
- Emergency medical treatment;
- Repatriation;
- Retreat activities;
- Covid-19 or other illness-related disruption;
- Third-party supplier failure.
We are not responsible for losses that could have been covered by suitable travel insurance.
17. Tourist Taxes and Local Charges
Some destinations may charge tourist taxes, city taxes, environmental fees or local charges.
These are payable by the guest unless expressly included in your booking confirmation.
18. Health, Fitness and Medical Disclosure
You are responsible for assessing whether you are fit and able to participate in the retreat.
You must disclose all relevant health conditions, injuries, allergies, dietary requirements, medication, pregnancy, disabilities, mental health conditions or other matters that may affect your participation or the safety of others.
We may require you to complete a health questionnaire or waiver before the retreat.
We may refuse participation in certain activities where we reasonably believe participation may be unsafe.
Helios Retreats does not provide medical, psychiatric, psychological or therapeutic treatment unless expressly stated.
Our staff, trainers and practitioners do not know your full medical history and cannot provide personal medical advice.
If you are pregnant, under medical supervision, under psychiatric supervision, recovering from injury, or managing a significant health condition, you should seek medical advice before booking and may be asked to provide written confirmation of fitness to travel and participate.
19. Participation and Assumption of Risk
Participation in retreat activities is voluntary.
Activities may include, depending on the retreat, fitness training, yoga, Pilates, hiking, swimming, sauna, water activities, outdoor training, massage, treatments, breathwork, workshops, excursions and other physical or wellness activities.
You acknowledge that physical activity, travel and wellness treatments carry inherent risks, including injury, illness, aggravation of existing conditions and, in rare cases, serious harm.
You agree to participate responsibly, follow safety instructions, inform us of any discomfort or concern, and stop participating if you feel unwell or unsafe.
Nothing in these Terms excludes or limits liability where it would be unlawful to do so.
20. Behaviour, Alcohol, Smoking and Drugs
Helios Retreats is a wellness environment.
Guests are expected to behave respectfully towards other guests, staff, suppliers, locals and property owners.
We may remove a guest from the retreat without refund where, in our reasonable opinion, their behaviour is:
- Abusive;
- Threatening;
- Discriminatory;
- Unsafe;
- Disruptive;
- Intoxicated;
- Unlawful;
- Damaging to property;
- Harmful to the wellbeing of others;
- Or materially inconsistent with the retreat environment.
Helios Retreats may operate as an alcohol-free and smoke-free retreat where stated.
Smoking, vaping or e-cigarettes may only be permitted in designated outdoor areas where available.
Recreational drugs are not permitted.
Any guest found intoxicated, using illegal substances, supplying illegal substances, or seriously disrupting the retreat may be asked to leave immediately without refund.
21. Damage to Property
You are responsible for any damage caused by you to accommodation, retreat venues, fixtures, furnishings, equipment or property.
We may charge you for reasonable repair, replacement, cleaning or remediation costs.
Where possible, we will provide evidence of the damage and cost before charging your payment method.
22. Personal Belongings
You are responsible for your personal belongings.
We are not responsible for loss, theft or damage to personal property unless caused by our negligence.
You should use safes or secure storage where available and ensure valuables are covered by travel insurance.
23. Third-Party Suppliers
Some services may be provided by independent third-party suppliers, including but not limited to transfer providers, treatment providers, excursion operators, hotels, villas, restaurants, airlines and local guides.
We are not responsible for the acts, omissions, delays, failures or negligence of third-party suppliers except where we are legally responsible for them under applicable law.
Third-party suppliers may have their own terms, safety requirements, cancellation policies and liability limitations.
24. Complaints
If you are unhappy with any aspect of the retreat, you must notify the Retreat Manager or a Helios Retreats representative as soon as reasonably possible during the retreat.
This allows us the opportunity to investigate and, where appropriate, resolve the issue.
If you do not give us an opportunity to resolve the matter during the retreat, this may affect your ability to claim a remedy later.
Formal complaints must be submitted in writing within 14 days of the retreat ending.
25. Cancellations or Changes by Helios Retreats
We may cancel, postpone, relocate or materially modify a retreat where reasonably necessary.
Reasons may include:
- Minimum guest numbers not being met;
- Venue unavailability;
- Supplier failure;
- Trainer or practitioner unavailability;
- Illness;
- Safety concerns;
- Travel restrictions;
- Force majeure events;
- Local restrictions;
- Accommodation issues;
- Operational viability;
- Or circumstances beyond our reasonable control.
Where we make a significant change before the retreat, we will notify you as soon as reasonably practicable and explain your available options.
Depending on the circumstances and applicable law, options may include:
- Accepting the change;
- Transferring to another retreat;
- Receiving a credit;
- Or receiving a refund.
We are not responsible for external costs you incur in connection with a changed, postponed or cancelled retreat, including flights, visas, accommodation, transport, insurance, loss of earnings or other consequential losses.
26. Force Majeure
We will not be liable for failure, delay, cancellation, modification or reduced performance caused by events beyond our reasonable control.
Such events may include:
- Natural disasters;
- Extreme weather;
- Fire;
- Flood;
- Epidemic, pandemic or public health emergency;
- Government restrictions;
- War;
- Terrorism;
- Civil unrest;
- Strikes;
- Transport disruption;
- Airport closure;
- Utility failure;
- Supplier failure;
- Staff illness;
- Local authority action;
- Travel restrictions;
- Or any other event beyond our reasonable control.
Where a force majeure event occurs, we may modify, postpone, relocate, shorten or cancel the retreat.
Any refund, credit or transfer will be assessed in accordance with applicable law and after considering non-recoverable costs already incurred.
27. Photography and Video
We may take photographs or videos during the retreat for marketing, social media and promotional purposes.
We will seek your consent before using identifiable images of you for promotional purposes.
If you do not wish to be photographed or filmed, please notify us in writing before the retreat and remind the Retreat Manager on arrival.
You must not photograph or film other guests in private, sensitive or wellness settings without their consent.
28. Intellectual Property
All website content, retreat materials, branding, photographs, videos, logos, written materials, guides and other intellectual property belong to Helios Retreats or our licensors.
You may not copy, reproduce, distribute, publish, sell or commercially exploit our intellectual property without prior written permission.
29. Website Use
The content on our website is provided for general information.
We aim to keep information accurate and up to date, but errors, omissions or changes may occur.
We may update, amend or remove website content at any time.
If there is a conflict between website content and your written booking confirmation, your written booking confirmation will take priority.
30. Promotions, Discounts and Loyalty Benefits
Promotions, discounts and loyalty benefits are subject to availability and may be withdrawn or amended at any time before booking.
Discounts cannot be combined unless expressly stated.
Discounts apply only to the retreat element specified and do not apply to extras, treatments, transfers, tourist taxes or third-party services unless expressly stated.
Promotional benefits have no cash value and are not transferable.
31. Liability
Nothing in these Terms excludes or limits liability for:
- Death or personal injury caused by negligence;
- Fraud or fraudulent misrepresentation;
- Breach of statutory rights where liability cannot lawfully be excluded;
- Or any other liability that cannot legally be excluded or limited.
Subject to the above, we are not liable for:
- Losses not caused by our breach or negligence;
- Indirect or consequential losses;
- Loss of enjoyment arising from reasonable operational changes;
- External travel costs;
- Missed flights;
- Visa issues;
- Personal circumstances;
- Loss or damage caused by third-party suppliers;
- Losses covered or which could reasonably have been covered by travel insurance.
32. Indemnity
You agree to reimburse us for reasonable losses, damages, costs or expenses we incur as a result of:
- Your breach of these Terms;
- Damage caused by you;
- Unlawful conduct by you;
- Your failure to disclose relevant medical or safety information;
- Or claims brought by third parties arising from your actions.
This clause does not limit any rights you may have under applicable consumer law.
33. Data Protection and Privacy
We process personal data in accordance with our Privacy Policy.
By booking, you agree that we may process information necessary to administer your booking, provide retreat services, communicate with you, manage health and safety, and comply with legal obligations.
Health, dietary and emergency contact information may be shared with relevant staff or suppliers where necessary for your safety or retreat delivery.
34. Electronic Communications
You agree that booking confirmations, notices, forms, waivers, policies and other communications may be provided electronically by email, website forms or other digital methods.
You are responsible for providing accurate contact details and checking your email before the retreat.
35. Severability
If any part of these Terms is found to be invalid, unlawful or unenforceable, the remaining provisions will continue in full force and effect.
36. No Waiver
If we do not enforce any provision of these Terms immediately, this does not mean we waive our right to enforce it later.
37. Governing Law and Jurisdiction
These Terms are governed by the laws of England and Wales.
The courts of England and Wales shall have jurisdiction, except where applicable consumer law gives you the right to bring proceedings elsewhere.
38. Contact
For questions about these Terms, please contact:
Helios Retreats
Email: hello@helios-retreats.com
