Terms and Conditions for Dedham Retreats

Section I Yoga
(Please find accommodation terms and conditions below in Section II)

Bookings for Courses, Workshops and Retreats

When booking a 4 Week Course, Workshop, Day or Weekend Retreat, 100% payment is required in advance. Please note that we can only provide a full refund (less a 10% admin fee) for cancellations made more than 28 days before the start date. For any other cancellations there will be no refunds or transfers unless your place can be filled from a waiting list, in which case we may be able to refund the fee (less a 20% admin fee). If a course or workshop is cancelled  by us you will be offered either a refund or a credit note towards an alternative course or event.

Single Class Bookings 
When booking a single class in advance we still require 24 hours notice for any cancellations, in which case you will be issued with a credit note towards a future class. Whenever possible please try to give us as much notice as possible if you are unable to attend for whatever reason. If payment is received in advance we cannot guarantee your space, but standby drop ins are always welcome. 

Online class bookings
Pre-booked classes must be paid for in advance and are only available as a 4 week course.  All classes will be recorded so those unable to attend in person due to illness or unforeseen emergencies will be able catch up later. 

Yoga 4 Week Course Terms
Once you have booked a 4 Week Course to attend a particular class, we will automatically reserve you a space in each of the classes and it is your responsibility to keep track of attending each week at the same time. Please note the pack is only valid for use in the 4 Week Course you select when booking. 4 Week Course payments received are non-refundable and non-transferable. Due to limited space available refunds or exchanges to other classes in the schedule are not guaranteed. 

Gift Cards
We issue gift cards which are sold specifically for use within 6 months of date of issue, as described on the card: i.e. Single Class, Moon Circle, 4 Week Course, or Day Retreat. The value of the gift card is noted in the receipt to the purchaser and is not considered to be exchangeable as cash payment towards other offerings. Due to limited availability in all of our classes and events it is recommended that recipients book their desired class, course or retreat as early as possible to avoid disappointment. 

Cash Bookings
The same terms and conditions apply for 4 Week Courses, Single Classes and Retreats purchased with cash. 

Appointments for private yoga classes
All private 1:1 appointments require payment in advance at booking. We operate a strict 48-hour cancellation policy. For cancellations made before 48 hours you will be able to reschedule for another available day and time in the practitioner's schedule. For cancellations made with less than 48 hours notice or if you do not show up for your appointment, you will not be able to reschedule, unless it is due to extenuating circumstances. If you are ill and unable to attend due to hospitalisation or having an infectious virus or disease then these are examples of extenuating circumstances. The details shown on the Dedham Retreats email booking confirmation are the date and time for which you will be charged if you miss your appointment or cancel less than 48 hours prior to the booked appointment. It is your responsibility to remember the day and time of your appointment. 

Teaching arrangements
Dedham Retreats provides yoga sessions taught by the best independent teachers from the surrounding area, all trained by the British Wheel of Yoga (Sport England's Recognised National Governing Body for Yoga). Dedham Retreats also provides the space for independent teachers and therapists to provide services such as workshops, day retreats and treatments. All payments for these services are accepted by Dedham Retreats on behalf of the teacher or therapist.

Section II The Tallow Factory Self-Catering Booking Terms and Conditions
(Please find yoga terms and conditions below in Section I)

Dedham Retreats
The Tallow Factory 
Brannam Court 
High Street, Dedham
Colcheser CO7 6DE

Thank you for choosing to book to stay at Dedham Retreats. We look forward to welcoming you. By making this booking you are entering an agreement with us. Please read our terms and conditions of booking below.

Prices
The price of the accommodation includes the following: Electricity, linen, towels, cleaning, hot water and heating.

Payment
If an overdue balance is not paid by the deadline given within a written reminder, it will be assumed that you have cancelled your booking and the property will become re-available to rent. If the property does not re-book, you will still be liable for the balance.

Pets
We are able to accommodate your well-behaved dog. Unfortunately we are unable to accommodate cats or other pets. Please make us aware that you are bringing your dog when booking. There is an additional cost of £20 per dog, per night. In the event of an unforeseen soiling incident we reserve the right to add an appropriate cleaning charge to your account. Additionally, in the unlikely event that the affected room needs to be taken out of service you may be liable for resulting loss in revenue.

Non-availability of Accommodation
We would only cancel your holiday if the accommodation was unavailable for reasons beyond our control. We would however attempt to offer you alternative accommodation. If this was not possible, or unacceptable to you, then we would refund all monies paid by you for the holiday. Our liability would not extend beyond this refund.

Arrival
Your accommodation will be available to you from 3pm on the day of arrival, unless otherwise arranged. We may not be able to accommodate you if you arrive earlier than the agreed time as we will be busy preparing the property. If it is not possible to coordinate an arrival time that will allow us to meet you in person at the property then we can arrange for key collection to be made via a secure lockbox at the property.  

Departure
Please be ready to leave the accommodation by 10am on the day of departure, unless otherwise arranged. We pride ourselves in the quality of our accommodation and we're sure you realise this when you arrive. We ask all guests to leave the property in a clean and tidy state with all used linens and towels on the floor and all dishes washed and put away. If we are unable to meet you at the property to collect the keys then it is required that you leave the key in the secure lockbox after check out. 

Care of the Property
Please take care when staying in our property. You are responsible for the care of the contents during your stay. We ask that you leave the property in the same clean and tidy state at the end of your stay as you find it at the beginning. In the event that additional cleaning is required you will be liable for this and may be charged. The property must not be used for any dangerous, illegal, noisy or immoral activities or be of any nuisance or annoyance to neighbouring properties. Smoking is not permitted in any part of the property, including the courtyard and car park. We reserve the right to terminate your stay at any time if it is felt that any of the above conditions are being broken.
You are responsible and liable for any breakages or damages, which you cause, to the accommodation or its contents. All we ask is that you report any incidents as they occur. We do not normally charge for minor breakages, but we may send you an invoice for repair or making good if the damage or breakage is significant, and we may make an additional charge if you did not report this.

Liability
Dedham Retreats, it’s contractors and representatives shall not be liable for any injury, sickness, loss or damage to the property or your personal property, directly or indirectly caused or arising from the use of the properties or access.

Contract
When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between us. A contract shall only arise when your booking is subsequently confirmed in writing via a letter of confirmation sent to you by post or email. A booking is not confirmed until a deposit is received alongside the booking information.
A deposit of 50% is required upon booking. The balance is due 60 days before the commencement of your stay. If you are making your booking less than 60 days prior to your arrival, the full amount is due at the time of booking.

Cancellation
Cancellations must be given in writing, either by letter or e-mail. In order for your cancellation to be confirmed, you must receive an acknowledgement from us, if you do not, you must assume we have not received your communication.
In the event of a cancellation, you will be liable to pay the total amount due. If, however we are able to re-let the property, we may be able to return some of the balance less the deposit paid.

Privacy Policy
Any data collected during the course of this booking will be stored on our computer(s). With your permission we may from time to time contact you about promotions and offers. We will not share your details with any third party.
 
We reserve the right to cancel your booking if it subsequently transpires that any of the above mentioned conditions have not been met.

A warm welcome awaits you at Dedham Retreats.



About using our site
You agree to use our site in accordance with these terms + conditions, only for lawful purposes and in a way which does not infringe the rights of anyone or restrict or inhibit anyone's use + enjoyment of the site. If you don't comply with these terms, we may deny you access to our site.
If you wish to make a booking, you should follow the instructions for making a booking that appear on the site. Any booking will be subject to your agreement to further terms + conditions in respect of that booking. We will notify you of the relevant terms and conditions, which you will have to accept to complete your booking. You may download + print content from our site only for your private, personal + non-commercial use. We do not guarantee or warrant that any material available for downloading is free from infection, viruses, trojans +/or other contaminating codes. You agree to use the enquiry + booking forms on our site to make only genuine enquiries +/or bookings for you or for other persons for whom you are authorised to act.
You will not use the site to send by e-card, email, post or otherwise transmit any material that is unlawful, threatening, abusive, defamatory, invasive of privacy, vulgar, obscene or profane.
You agree not to reproduce, distribute, modify or re-post our content on another site, frame or mirror our site or link to our site without our prior written consent.
You grant to us a non-exclusive, perpetual, irrevocable, royalty-free, worldwide licence to use (including but not limited to publishing, exploiting and modifying) any material you email, post or submit to us. For the avoidance of doubt, we will be free to use any ideas, concepts, know-how, content, text or images contained in your communications with us for any purpose whatsoever, to the fullest extent permitted by law. We try to update our site regularly, so we may have to suspend access, service or functionality from time to time, without notice. If required, we may have to close our site indefinitely. We will not be liable if, for any reason, our site is unavailable at any time or for any period of time. As information or data transmitted to or from our site passes over public telecommunications networks, we can't promise that the operation of our site will be secure, confidential, uninterrupted or error-free. You agree not to do anything that does or may interfere with the proper working of the site including but not limited to tampering with, or hacking into, the site or the servers on which it resides.
Our site may have some sections accessible only by a user identification code +/or password. From time to time, we may restrict access to those sections, or to the entire site, to users who have registered with us. If you choose, or you are provided with, a password, you must treat such information as confidential and only use it yourself. We may disable or suspend your access or any pass code, whether chosen by you or allocated by us, at any time in our sole discretion. Our issuing of pass codes is not a promise of continued use or access to the site or any data you might store on it. The information contained on this website is for general information purposes only + is not intended to be comprehensive or to constitute professional medical advice. The information should not be relied on or treated as a substitute for specific medical or heath advice. Dedham Retreats accepts no responsibility for loss which may arise from accessing or reliance on information contained on this website. Parts of the website link to external internet sites, and other external internet sites may link to this website. Dedham Retreats is not responsible for the content of any external internet sites.

Cookies
Like most other websites, during the course of any visit to the Dedham Retreats website, we use small files which are stored on your hard drive by our browser ("cookies") to monitor your use of the website. Once you have closed your browser, we do not use the information these cookies collect.

Security
Dedham Retreats takes all reasonable steps to protect your personal information, however we cannot guarantee the security of any information you disclose online. By using the Dedham Retreats website you accept the inherent security implications of dealing online and will not hold Dedham Retreats responsible for any breach of security unless such breach has been caused by Dedham Retreats' negligence. If you currently receive marketing information from us, which you wish to cancel, please email us.

We may change this policy from time to time by updating this page.

Privacy Policy Statement

Every day our business will receive, use, and store information about a range of data subjects, including but limited to customers, suppliers, job applicants, and general enquiries. This policy sets out how we ensure that this information is processed lawfully and appropriately, in line with the requirements of the Data Protection Act 2018 and the General Data Protection Regulation (collectively referred to as the ‘Data Protection Requirements’).

We take our data protection duties seriously, because we respect your privacy. We will not sell or otherwise transfer your information to third parties for marketing purposes without your explicit consent

About This Policy

Dedham Retreats is responsible for ensuring compliance with the Data Protection Requirements and with this policy. Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to your usual contact with us; if you are unsure who to contact then write to us by emailing hello@dedhamretreats.com

What is Personal Data?

Personal data means data (whether stored electronically or paper based) relating to a living individual who can be identified directly or indirectly from that data (or from that data and other information in our possession).

Processing is any activity that involves use of personal data. It includes obtaining, recording, holding or transferring data; organising, amending, retrieving, using, disclosing, erasing or destroying it.

Data we hold about you

We hold your name, email address, phone number location and records of class, meeting or workshop attendance on our mailing list, in order to communicate with you regarding our upcoming courses and events. You have given these details to us when you signed up to our mailing list or booked to attend a class, meeting or workshop. In cases where you attended a yoga or pilates class or workshop we also keep other sensitive information about your mental and physical health that you supplied to provide as background information which is used initially as part of our safeguarding procedure to ensure that everyone attending courses are doing so safely, and also kept as evidence to protect us incase of later litigation. Some of our classes may include children and we would hold the young person's name, guardian names, contact details of guardian, DOB as required.

Keeping your data safe

Your data is stored digitally and to keep it safe it is protected by a firewall & network security, anti-virus software and other safeguards. We only allow our very small team of admin staff, website administrators, software developers and instructors access to your personal records. In some cases we do have printed copies of your personal data which is stored safely in locked filing cabinets. 

Keeping your data confidential

If we believe your details have been compromised (eg through a data breach) in anyway we will inform as soon as possible of becoming aware.

Passing your data to others

We have never, and will never, give or sell your details to a third party except when we are working with another organisation to promote or deliver a day retreat, course or workshop, in which case it will have been made explicit on the booking form.

Fair and Lawful Processing

The Data Protection Requirements are not intended to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the individual.

In accordance with the Data Protection Requirements, we will only process personal data where it is required for the following lawful purposes: where the processing is necessary for performing a contract with the individual, for compliance with a legal obligation, in the legitimate interests of the business, or where the individual has given their consent.
Processing for Limited Purposes

We have in place detailed policies and procedures for all categories of data subjects. These will be kept up to date with all Data Protection requirements and are available to data subjects upon request.

Accurate Data

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at regular intervals afterwards. We will take all reasonable steps to amend or destroy inaccurate or out-of-date data.

From time to time we may from ask you to refresh your details at anytime and consent where we feel out data is out of date.

If your data is inaccurate you can contact us at hello@dedhamretreats.com and we will amend it 

Timely Processing

We will not keep personal data longer than is necessary for the purpose or purposes for which it was collected. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required.

Processing in line with Data Subject’s Rights 

We will process all personal data in line with data subjects’ rights, in particular their rights to:

Confirmation as to whether or not personal data concerning the individual is being processed.
Request access to any data held about them.
Request rectification, erasure or restriction on processing of their personal data.
Lodge a complaint with a supervisory authority.

Data portability.

Object to processing, including for direct marketing.
Not be subject to automated decision making including profiling in certain circumstances.
Data Security - Keeping your data safe

Your data is stored digitally and we take appropriate and adequate security measures against unlawful or unauthorised processing of personal data, and against the accidental or unlawful destruction, damage, loss, alteration, unauthorised disclosure of or access to personal data transmitted, stored or otherwise processed.

We have in place industry-standard procedures and technologies to maintain the security of all personal data from the point of the determination of the means for processing and point of data collection to the point of destruction. Additionally, we use a secure connection when collecting personal financial information from you, which conforms to PCI standards. All forms which request credit card or bank details use the SSL (Secure Sockets Layer) protocol for encryption.

Wherever possible, we will store all personal data inside the European Economic Area (EEA). Any time that data is transferred outside the EEA, we ensure that exactly the same provisions on data security and processing are applied.

We only allow our admin staff, website administrators, software developers and instructors access to your personal records.

Your rights over your data

At any time you have the right to withdraw your consent, ask us to remove your data from our system, to unsubscribe from our mailing list or ask us not to contact you by emailing us hello@dedhamretreats.com

We will act on your request and confirm with you that this has happened.

Changes to this Policy

Our Privacy Policy may change from time to time. The amended version will be published on our website and any significant changes will be communicated to you either on the website or directly. This will replace any previous privacy policy.