HartSpaces Retreat Terms & Conditions

Last updated: 15 October 2026

1. Who we are and what you are booking

HartSpaces is operated by Varsana Hart. You can contact us at hello@hart-spaces.com.

Each retreat page lists the dates, location, inclusions, exclusions, deposit and price, and forms part of this agreement.

Flights, insurance and optional extras are not included unless stated.

Your booking and contract is confirmed when we accept your booking and receive your deposit.

If you book for others, you confirm they have received these terms and that you're authorised to accept them on their behalf.

Declining a booking. We may decline a booking, or cancel one before the retreat starts, if we reasonably believe the retreat isn’t the right fit or we can’t safely meet your needs. We’ll explain why where we can and refund everything you’ve paid within 14 days.

2. Payment
Deposit. The deposit is due at booking and secures your place. It is non-refundable if you cancel. If we cancel, section 4 applies.

Full payment. The balance is due 60 days before the retreat starts. If you book within 60 days, the full price is due at booking unless you have agreed a payment plan with us.

Prices. Prices are in euros and include applicable taxes. HartSpaces operates under the Spanish special VAT regime for travel agencies (REAV).

Late payment. We'll remind you and allow seven days to resolve an overdue payment. If payment is still outstanding, we'll notify you in writing and may treat it as a cancellation by you, and section 3 applies.

Payment plans. A plan lets you pay in instalments and is binding once agreed.

We'll confirm the number, amounts and dates in writing before you sign up. The last instalment must be due at least 30 days before the retreat starts.

The cancellation fees in section 3 apply to payment-plan bookings in the same way as to other bookings.
Instalments are collected automatically where agreed, with no interest.

If a payment fails, we'll notify you and give you seven days to resolve it. After that we may treat it as a cancellation by you. Stopping payments counts as cancelling.

You can pay off your balance early without an additional charge from HartSpaces.

If you cancel, or stop paying and don't resolve it, the applicable fee will be calculated under section 3. Instalments already paid count towards that fee.

If you've paid less than the fee, you owe the difference, and we'll invoice it, payable within 14 days. Any remaining instalments will then stop.

3. Cancelling
Email hello@hart-spaces.com with your name and retreat.

Cancellation takes effect from the day we receive your written notice.
The fee is calculated as a percentage of the full retreat price, and your deposit counts towards it rather than being charged in addition.

90 or more days before the start: the deposit only.

89 to 60 days before the start: 50% of the full retreat price.

Fewer than 60 days before the start, or no-show: 100% of the full retreat price.

These are our standard cancellation fees and reflect costs and commitments involved in organising each retreat, including venues, food, teachers and other suppliers.

If you've paid more than the applicable fee, we'll refund the difference within 14 days. If you've paid less, you owe the difference.

Transfers. You can request to transfer your booking to another person by emailing us at least 14 days before the retreat starts. We'll explain any information or arrangements needed to make the transfer. HartSpaces won't charge a transfer fee, but any reasonable additional costs actually incurred and permitted by law may be shared between you and the new guest, as agreed in advance.

No cooling-off period. Retreats take place on fixed dates, so the 14-day right to withdraw from a distance or off-premises booking does not apply.

Leaving early. If you arrive late, miss activities or leave the retreat early for personal reasons, no refund will be provided.

4. If we change or cancel
If we cancel. If we cancel a retreat, we'll notify you in writing and refund all payments within 14 days.
We reserve the right to cancel a retreat if the minimum number of guests is not reached. In this case, you will be notified in writing and offered a full refund of all payments made or the option of credit towards a future HartSpaces retreat.

Changes to the retreat. Minor changes to the schedule, activities or teachers may occasionally be necessary. We'll communicate these as clearly and as early as possible.

If a significant change affects an essential element of the retreat, such as the dates, location, or accommodation standard, we'll notify you in writing and explain your options, which may include accepting the change, the option of a credit towards a future HartSpaces retreat or cancelling without a fee.

We're not responsible for separate flights or other travel arrangements you book yourself, except where applicable law provides otherwise.

5. Travel and accommodation
Check entry, visa and other travel requirements for your nationality and destination well in advance. Passport-validity requirements vary, so check the official guidance for your trip. If you can't travel because your documents aren't in order, section 3 applies.

We don't provide personal travel insurance. Please buy suitable cover for cancellation, medical care and emergencies.

6. Health and conduct
Retreats are for wellbeing and personal growth, not medical treatment. Our facilitators aren't acting as your doctors or therapists.

Please consider whether the retreat and its activities are suitable for you. If you have a condition or injury, are receiving treatment or have support needs that may affect your participation, speak to your healthcare provider before booking and tell us about any relevant support you need.
Every activity is voluntary, and you can adapt, pause or skip any of them.

Please listen to your body and speak to a facilitator if you need support.

Tell us about dietary needs and allergies when you book. We'll do our best to accommodate them, but we can't guarantee an allergen-free setting unless we expressly confirm this in writing.
Please treat everyone with respect and follow reasonable safety instructions and venue rules. If someone's behaviour puts others at risk or seriously disrupts the retreat, we'll speak to them first where it's safe and appropriate to do so. If the behaviour continues, or is sufficiently serious, we may ask them to leave.

Any decision about refunds will be handled in accordance with applicable law and the circumstances.

7. Liability
We run your retreat with reasonable care and skill. Where applicable law makes HartSpaces responsible for the proper performance of the services included in your booking.

We're not liable for losses for which we are not legally responsible. Nothing in these terms excludes or restricts liability or remedies that cannot lawfully be excluded or restricted, including liability for death, fraud or any other liability that must remain under applicable law.

8. Photos and your data
Photos. Images and videos taken during the retreat may be used by Hartspaces for marketing purposes without compensation. If you wish to opt-out, please notify us in advance of the retreat.

Your data. HartSpaces is responsible for handling your personal data. We use it to manage your booking and payments, communicate with you, organise the retreat, respond to your needs and meet our legal obligations.
Where necessary, we share relevant information with service providers involved in delivering the retreat, such as venues, teachers and payment providers, in accordance with applicable data-protection law.

If you provide health information, we'll handle it with particular care and obtain explicit consent where required. We'll use it only for appropriate purposes connected with your participation and support, and retain it only for as long as necessary or legally required.

Marketing. Booking does not automatically sign you up to marketing. You choose whether to join our mailing list and can unsubscribe at any time.

9. Complaints and acceptance
Complaints. Raise any problems during the retreat so we have an opportunity to help resolve them. Afterwards, email hello@hart-spaces.com. We aim to respond within 14 days.

Updates. We may update these terms for future bookings, but the version you accepted applies to your booking, subject to mandatory legal requirements. If part of this agreement is unenforceable, the rest remains in force to the extent permitted by law.

Acceptance. By booking, I agree to all terms and conditions outlined above and acknowledge the binding nature of this contract.I hereby agree to the terms and conditions of Hartspaces Retreats