Terms & Conditions

1. Definitions

In these terms and conditions:

• “We”, “Us”, “Our” means Pen Selwood Retreats, Pen Selwood, Somerset
• “You”, “Your”, “Guest” means the person making the booking (the lead guest), and where the context requires, any second guest included in the booking
• “Property” means the self-contained annexe (The Retreat) at our property in Pen Selwood, Somerset
• “Booking” means your reservation of the Property
• “Arrival Date” and “Departure Date” mean the dates specified in your booking confirmation

1. Acceptance of Booking

1.1 By making a booking with us, you accept these Terms and Conditions and agree to be bound by them.

1.2 A contract between you and us only exists when we send you written confirmation (email or otherwise) of your booking.

1.3 Full property address details will be provided in your booking confirmation once your reservation is secured.

1.4 We reserve the right to decline any booking at our discretion.

1.5 Booking Eligibility: All guests must be 18 years of age or over. The person making the booking must be 18 years of age or over. This is an adult-only retreat and we reserve the right to decline bookings or refuse access if we believe the booking is not suitable for our retreat environment.

1.6 Lead Guest Responsibility: Where your booking is for two guests, the person making the booking (the lead guest) is responsible for ensuring their companion is aware of, and complies with, these Terms and Conditions. All correspondence relating to the booking will be conducted with the lead guest.

1.7 Minimum Booking Notice

1.7.1 Accommodation bookings can be made up to 24 hours before your intended Arrival Date, subject to availability.

1.7.2 Treatment Availability: For bookings made less than 7 days before arrival, Craniosacral Therapy sessions may not be available due to prior commitments. We recommend booking your retreat as early as possible to ensure treatment availability.

1.7.3 To ensure your preferred treatment schedule, we recommend booking at least 7 days in advance.

2. Payment Terms

2.1 Full payment is required at the time of booking to secure your reservation.

2.2 We will send you a booking confirmation once payment has been received and cleared.

2.3 Pricing

Retreat pricing depends on the retreat chosen and whether you are booking as a solo guest or a couple. The 4 Day and 7 Day retreats are fixed-length packages; the Flexible retreat has a minimum stay of 2 nights. Full current pricing and availability are shown on our Book Your Retreat page.

Craniosacral Therapy: £65 per one-hour treatment. A set number of treatments is included in the 4 Day and 7 Day retreat packages. On the Flexible and Bespoke retreats, treatments are optional and charged per session.

Check-in: from 3:00 PM. Check-out: by 10:00 AM.

Rates are subject to review for subsequent seasons.

3. Cancellation By You

3.1 All cancellations must be notified to us immediately in writing (email acceptable to info@penselwoodretreats.com).

3.2 Cancellation Charges and Refunds: The following refunds will apply based on notice given before the Arrival Date:

• More than 8 weeks: Full refund less £75 cancellation fee
• 4–8 weeks: 50% refund less £75 cancellation fee
• Less than 4 weeks: No refund

3.3 Re-letting: If you cancel and we are subsequently able to re-let your dates, we may, at our discretion, refund some or all of your payment (less a £75 administration fee), depending on how much of the period we are able to re-let and at what rate. Any such refund is offered as a goodwill gesture and is not guaranteed.

3.4 Inability to Travel: Your inability to travel for any reason including illness (including Covid-19), requirement to self-isolate, jury duty, change in personal or work circumstances, family emergencies, travel delays, or vehicle breakdown does not give rise to a right to cancel or receive a refund except according to the terms in clauses 3.2 and 3.3 above.

3.5 Travel Insurance: We strongly recommend you take out comprehensive UK travel insurance with cancellation cover at the time of booking. If you choose not to, you accept responsibility for any loss you may incur due to your cancellation.

3.6 Partial Cancellations: Bookings are made and priced as a whole, not per guest. Where a booking is for two guests and one is unable to attend, no partial refund is due and the full booking amount remains payable.

3.7 Early Departure: No refunds are payable if you cut short your stay.

3.8 Changes to Occupancy: Any request to change your booking between solo and couples occupancy is treated as a cancellation and rebooking, subject to availability and the prices applicable at the time of the change, and to the cancellation terms in this section. We will always try to accommodate reasonable changes where we can, but they cannot be guaranteed.

3.9 Postponement: If you wish to postpone your stay, you may do so once, provided you give more than 28 days’ notice before your original arrival date. New dates must be chosen and confirmed at the time of postponing, and must fall within 6 months of the original arrival date, subject to availability and to any difference in price. We are not able to hold a postponement open for dates to be decided later. Requests to postpone with 28 days’ notice or less will be treated as a cancellation under our standard cancellation terms. A £75 administration fee applies to postponements. Where a booking has been postponed, our cancellation terms will continue to apply by reference to your original arrival date, not the postponed date.

3.10 Refund Timing

For cancellations under clause 3.2 (standard cancellation charges), refunds will be processed within 14 days of the cancellation date. For refunds under clause 3.3 (re-letting), refunds will be processed within 14 days of receiving payment from the new booking.

4. Cancellation By Us

4.1 We will endeavour to fulfil all confirmed bookings. However, we reserve the right to cancel your booking for any reason.

4.2 If we cancel your booking, you will receive a full refund of all monies paid.

4.3 Force Majeure: We shall not be liable for failure to perform our obligations where such failure is due to Force Majeure, including but not limited to: acts of God, flood, drought, earthquake, or natural disaster; epidemic or pandemic; terrorist attack, civil war, civil commotion, riots, war; nuclear, chemical or biological contamination; any government action, law, or regulation; fire, explosion, or accident; utility service interruption.

5. Arrival and Departure

5.1 The Property will be available from 3:00 PM on your Arrival Date.

5.2 You must vacate the Property by 10:00 AM on your Departure Date unless alternative arrangements have been agreed in writing.

5.3 Arrivals are not available on Sundays.

5.4 Failure to vacate by the specified time may result in charges for any loss we incur, including the loss of a subsequent booking.

5.5 It is a requirement of the booking that the Property is left in a clean and tidy condition at the end of your stay. We reserve the right to charge for excessive cleaning required beyond normal turnover. Such charges will reflect the actual cost incurred.

6. Occupancy and Use

6.1 Maximum Occupancy: The Property accommodates a maximum of 2 guests. This must not be exceeded.

6.2 Occupancy: The Property is let for your exclusive occupancy as a private retreat space, for either one or two guests as specified in your booking.

6.3 No Visitors: Day visitors or additional overnight guests beyond those named in your booking are not permitted without prior written consent. The Property is designed as a private retreat space for solo guests or couples.

6.4 Residential Use Only: The Property must be used solely as a private retreat residence and not for any commercial purpose, party, or event.

6.5 No Assignment: You may not assign, sublet, or part with possession of the Property or any part of it.

6.6 Pets: No pets are permitted at the Property under any circumstances. Breach of this policy may result in immediate termination of your stay without refund and/or additional cleaning charges.

7. What’s Included

7.1 Bed linen, bath towels, and hand towels are provided and included in the accommodation rate.

7.2 Charges for replacement of missing, soiled, or damaged linen and towels will be charged to you. Please take particular care when using products that may stain such as make-up.

8. Your Responsibilities

8.1 You are responsible for your own acts and omissions and for leaving the Property in the same condition as you found it.

8.2 You must ensure nothing happens which may be a nuisance or inconvenience to us or occupiers of neighbouring properties.

8.3 You must not do anything that may adversely affect any insurance of the Property.

8.4 You must comply with all applicable laws and regulations.

8.5 Smoking and Vaping: The Property and all surrounding grounds are strictly no smoking and no vaping. Breach of this policy will result in an additional cleaning charge of £150 and may result in immediate termination of your stay without refund.

8.6 Damage: You must report any damage, breakages, or equipment malfunctions immediately. You are liable for any damage caused by you during your stay.

8.7 Noise: Please respect the peaceful nature of the location and keep noise to a minimum, especially after 10:00 PM.

9. Craniosacral Therapy Treatments

9.1 Treatments Included and Optional: On the 4 Day and 7 Day retreats, a set number of Craniosacral Therapy treatments is included in your package. On the Flexible and Bespoke retreats, you may select the number of treatments you would like, including none, when making your booking.

9.2 Treatment Scheduling: Treatment appointment times are allocated by your host and confirmed to you by schedule ahead of your arrival. Appointments typically take place in the morning, Monday to Saturday. If a scheduled time presents a genuine difficulty, please let us know and we will do our best to accommodate, though alternative times cannot be guaranteed. A medical history form will be sent to you to complete prior to your arrival.

9.3 Treatment Days: We do not offer treatments on Sundays. Your treatment schedule will be arranged accordingly.

9.4 Payment: Payment for treatments included in your package is included in your total booking amount at the time of reservation.

9.5 Additional Treatments: Additional Craniosacral Therapy sessions beyond those included in your booking can be arranged during your stay, subject to availability, at £65 per one-hour treatment. Payment for additional treatments is taken on the day of treatment.

9.6 Unused, Missed and Late Treatments: The treatments included in the 4 Day and 7 Day retreat packages form part of a fixed package price and are not individually priced. If you choose not to take some of the treatments included in your package, or are unable to attend them, no refund or reduction is due for the unused treatments. Where an appointment is missed, or you arrive late, the session cannot be extended or rescheduled into another guest’s allocated time, and the appointment will be treated as taken.

9.7 Host Availability: Treatment times are allocated by your host. We reserve the right to adjust scheduled appointment times where necessary. If, for reasons including but not limited to the host’s illness or unavailability, a scheduled treatment cannot go ahead, we will offer you an alternative time during your stay where possible, or a refund for that individual session if no alternative is available.

9.8 Treatment Frequency: To allow adequate time for integration and therapeutic benefit, treatments are scheduled with a maximum of one per guest per day.

9.9 Individual Treatments Cancelled During Your Stay: Treatments booked during your stay that are cancelled with less than 24 hours notice will be charged in full at the booked rate.

10. Medical & Health Information

10.1 Health Questionnaire: If your booking includes Craniosacral Therapy, each guest who will be receiving treatment must complete their own health questionnaire prior to arrival. This will be sent to you with your booking confirmation email.

10.2 Disclosure: You must inform us in writing of any past, present, or potential health issues, medical conditions, injuries, pregnancy, or medications that may make Craniosacral Therapy unsuitable or unsafe, require special consideration during your stay, or impact your ability to safely enjoy the accommodation.

10.3 Medical Advice: We recommend you consult with your GP or medical specialist before booking if you have any health concerns.

10.4 Failure to Disclose: If you provide inaccurate or incomplete health information, or fail to disclose a condition: if the undisclosed condition makes Craniosacral Therapy unsuitable or unsafe, we reserve the right to cancel scheduled treatments, and treatment fees will be refunded where separately paid; if the undisclosed condition makes you unsuitable for the retreat environment or presents a safety risk to yourself or others, we may terminate your entire booking immediately without refund. We will not be responsible for any injury, loss, or damage arising from your failure to disclose relevant health information.

10.5 Assumption of Risk: You acknowledge that walking in the woodland and surrounding countryside involves some risk of physical injury (including but not limited to slips, trips, falls, encounters with wildlife, or adverse weather conditions). When you choose to walk independently in the woodland or local area, you do so at your own risk and assume full responsibility for your safety.

10.6 Not Medical Treatment: Any Craniosacral Therapy provided is a complementary therapy and does not constitute medical treatment, diagnosis, or cure.

11. Our Rights

11.1 Right of Entry: We reserve the right to enter the Property at reasonable times for inspection, repairs, or maintenance, with appropriate notice where possible. The Property’s utility controls (fuse box and stopcock) are located within the annexe and may require emergency access.

11.2 Termination: We reserve the right to terminate your stay immediately without refund if you breach these terms and conditions; your conduct is detrimental to our business or the comfort of others; you engage in illegal activities; you exceed maximum occupancy; or you provide false or misleading information.

12. Liability

12.1 Personal Belongings: We accept no liability for loss, damage, or theft of your personal property, vehicles, or belongings either in the Property or on the premises.

12.2 Personal Injury: We accept no liability for accident or injury to you within the Property, grounds, or during any independent activities (including woodland walks), except where caused by our negligence.

12.3 Craniosacral Therapy: You acknowledge that Craniosacral Therapy is a complementary therapy and that individual responses to treatment vary. We accept no liability for any adverse reactions, discomfort, or outcomes (whether physical, emotional, or psychological) arising from treatments, except where caused by our negligence. You are strongly advised to consult your GP or medical specialist before booking if you have any health concerns. By booking Craniosacral Therapy, you confirm that you have disclosed all relevant health information and understand the nature of the treatment.

12.4 Insurance: You are strongly advised to arrange appropriate personal property and travel insurance.

12.5 Rural Location: The Property is located in a peaceful rural setting beside woodland. The natural environment means that occasionally wildlife, insects, spiders, or other creatures may be encountered. We maintain high cleaning standards but cannot guarantee a completely creature-free environment.

12.6 Third Party Actions: We are not liable for any actions or omissions of third-party service providers.

12.7 Limitation: Our total liability to you is limited to the amount of fees paid by you for the booking.

12.8 Statutory Rights: Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

13. Complaints

13.1 If you have any complaints about the Property or services during your stay, you must notify us as soon as reasonably possible during your stay, so that we have the opportunity to resolve the issue while you are here.

13.2 Written complaints must be submitted within 7 days of your Departure Date.

13.3 Failure to notify us during your stay or within 7 days may preclude you from taking further action.

14. Data Protection

14.1 We collect and process your personal data in accordance with UK GDPR and the Data Protection Act 2018. Please see our Privacy Policy for full details.

14.2 Your data will be used solely for managing your booking, providing the services you have booked, communicating with you about your retreat, and improving our services.

14.3 We will not share your personal data with third parties except where necessary to fulfil your booking or where required by law.

14.4 You have the right to request access to, correction of, or deletion of your personal data.

15. Intellectual Property

15.1 Any materials, documents, or content we provide remain our intellectual property and are for your personal use only.

15.2 You’re welcome to take photographs during your stay for personal use and to share on social media. We ask that you respect the privacy and security of the Property by not sharing its specific address, access codes, or security features (tagging @penselwoodretreats is welcome); and that you ensure any images shared present the Property accurately and fairly. Photographs may not be used for any commercial purpose without our written permission.

16. General

16.1 Entire Agreement: These terms constitute the entire agreement between you and us.

16.2 Variation: These terms may only be varied by written agreement.

16.3 Severability: If any provision is found to be invalid, the remaining provisions shall remain in full effect.

16.4 Waiver: Failure to enforce any provision does not constitute a waiver of that provision.

16.5 Third Party Rights: Only you and we have rights under this contract.

17. Governing Law

17.1 These terms are governed by the laws of England and Wales.

17.2 The courts of England and Wales have exclusive jurisdiction.

If you have any questions regarding our terms and conditions, or wish to make changes or additions to your booking, please get in touch.