Terms & Conditions

2. Booking and Registration of Services

1. Making a Booking: To request a retreat booking, custom itinerary, or other travel service, you may contact us through our website, email, or phone. We will discuss your requirements and then provide a proposal or itinerary outline with pricing. A booking is only confirmed once you (a) provide all necessary information (e.g., participant names, preferences, required travel details), (b) accept the proposal or itinerary, and (c) make the required payment as per our Payment Policy. We reserve the right to decline a booking request at our discretion (for example, if a retreat is fully booked or if we cannot fulfill a special request).
 

2. Contract Formation: Once your payment is successfully received and we send you a booking confirmation (typically by email), a binding contract is formed between you and M&P INTERNATIONAL FREIGHT LTD. The confirmation will include key details (such as the dates and location of a retreat, or the components of your travel itinerary, and the total price paid). Please check all details in your confirmation and contact us immediately if anything is incorrect or needs adjustment.
 

3. Information Accuracy: You agree to provide accurate, complete information during the booking process. This includes spelling of names exactly as they appear on passports or IDs (for travel bookings), correct contact information, and any special requirements (such as dietary needs or mobility issues for retreats) at the time of booking. We will not be responsible for any issues (e.g., inability to travel or participate, additional costs) arising from incorrect or incomplete information you provide. Any changes required due to incorrect information may be treated as a modification or cancellation (see Cancellations and Changes section below).

4. Age and Eligibility: You must be at least 18 years old to make a booking with M&P INTERNATIONAL FREIGHT LTD. Our services are intended for adults, and any participants who are minors (under 18) must have a parent or legal guardian make the booking on their behalf and must be accompanied by a responsible adult during any retreat or travel that we arrange (unless explicitly stated otherwise in the specific retreat’s terms). By agreeing to these Terms, you confirm that you meet these age requirements or are legally authorized to act on behalf of a minor participant.
 

5. Special Requests: If you have any special requests (for example, room preferences, particular needs during a retreat, or specific activities in a custom itinerary), please let us know at the time of booking. We will attempt to pass these on to the relevant suppliers or accommodate them ourselves, but we cannot guarantee that every request will be met. Special requests are not part of the Agreement unless specifically confirmed by us in writing.

3. Pricing, Fees, and Payment

1. Prices: All prices for our services (whether fees for custom planning or package costs for retreats/itineraries) will be provided to you before you make a payment. Prices are quoted in GBP (£) unless otherwise stated, and include any applicable taxes (such as VAT) unless we explicitly note additional taxes or charges. We strive to ensure pricing information is accurate; however, in the unlikely event of an obvious error in price (e.g., a typographical mistake leading to a significantly incorrect rate), we reserve the right to correct it. If a correction is needed after you’ve paid, we will give you the option to reconfirm at the correct price or cancel for a full refund.
 

2. Deposits and Full Payments: Depending on the service, you may be required to pay a deposit or the full amount at the time of booking:
 

• For retreat bookings or travel packages, we typically require a deposit to secure your spot, with the remaining balance due by a specified date prior to the retreat/travel (e.g., 30 days before the start date). The required deposit amount and balance due date will be communicated to you before booking. If you book within the window where the full balance is due (for example, booking a retreat less than 30 days before it starts), the full amount may be payable immediately.

• For custom travel planning services (where we create an itinerary and possibly make bookings on your behalf), a planning fee (or deposit) may be charged up front. We will outline this clearly in our proposal. Some or all of this planning fee may be non-refundable once we begin work (as detailed in our Refund & Cancellation Policy).

• For straightforward hotel or activity bookings that we arrange independently of a larger package, full payment might be required at booking (unless we advise otherwise).
   

3. Payment Method: All payments must be made through our online payment system via Stripe. We accept major debit and credit cards (and any other payment methods that Stripe supports on our platform). We do not accept cash, cheques, or direct bank transfers for bookings, to ensure all transactions are securely processed. Please refer to our Payment Policy for more details on payment processing.

4. Payment Confirmation: Once you make a payment, you will receive a confirmation receipt by email. If your payment is not successfully processed or is declined, your booking will not be confirmed. In such cases, we will reach out to you to arrange an alternate payment method or to assist in resolving the issue, but we cannot hold bookings indefinitely awaiting payment. It is your responsibility to ensure that payment is made by the due date. Failure to pay the balance of a booking by the specified deadline (after a deposit) may result in cancellation of your booking and forfeiture of the deposit (see Refund & Cancellation Policy for details).

5. Currency and Foreign Transaction Fees: We price our services in GBP. If you are paying with a card that uses a different currency, your card issuer may charge foreign exchange fees or use an exchange rate at their discretion – we are not responsible for those additional costs. The amount we receive should match the GBP amount due; any shortfall due to exchange issues or bank fees remains your responsibility.

6. Included and Excluded Costs: Our confirmation and/or itinerary will outline what is included in your purchase (for example, accommodation, certain meals, guided sessions, planning fees, taxes, etc.). Anything not expressly listed as included is not covered by the price you pay to us. You are responsible for additional costs that may arise during your travels or retreats, such as meals not included, local tourist taxes, travel insurance, visas, personal expenses, and transportation not arranged by us (unless otherwise specified). We will endeavor to inform you of any obvious additional costs you should anticipate, but you are responsible for planning for your own expenditures beyond our services.

4. Cancellations and Changes by the Customer

1. Your Right to Cancel: If you need to cancel a booking or service, you must contact us as soon as possible in writing (e.g., via email to booking@mpfreight.co.uk. Cancellation requests are effective from the date we receive and acknowledge them. Our Refund & Cancellation Policy (outlined in a separate section) details the timeframe and financial implications of cancellations. In general:
 

• Retreats & Scheduled Events: Cancellations made well in advance (for example, more than a certain number of days before the event) may qualify for a partial refund, while late cancellations (closer to the event date) may result in little to no refund, due to commitments we must make to venues and instructors. Non-refundable deposits, if any, will not be returned.

• Custom Travel Itineraries: If you cancel after we have begun work on your itinerary, the planning fee may be non-refundable (as it covers the time and expertise already invested). If your itinerary included booked travel components (flights, hotels, etc.), any refunds will depend on the policies of those third-party suppliers (we will assist in recovering what we can).

• Hotel or Activity Bookings: Cancellation terms vary by supplier. We will inform you of the specific cancellation terms at booking (e.g., a hotel might allow free cancellation up to a certain date, or might be non-refundable). We will apply those terms on your behalf if you cancel.
   

Please refer to our Refund & Cancellation Policy for detailed conditions. Note that certain services are time-sensitive and not subject to the usual "cooling-off" cancellation right (for instance, leisure services or events on specific dates are generally exempt from the 14-day cancellation period under UK consumer law). We will always adhere to your statutory rights, but our policies reflect the nature of our services.
 

2. Changing Your Booking (Amendments): If you wish to change details of your booking (such as substituting a participant, changing the dates, or altering the itinerary), please contact us in writing. We will try to accommodate changes, but cannot guarantee that every request can be met. Changes are subject to availability and any applicable conditions of our suppliers. For example, moving a retreat booking to a different date might be treated as a cancellation of one booking and a new booking for another, if the venue or retreat operator cannot simply transfer the reservation. Similarly, altering a custom itinerary after bookings are made may incur supplier fees (e.g., airline change fees or hotel amendment charges). We will inform you of any additional costs or refunds due before proceeding with the change. In some cases, especially close to the travel date, changes may not be possible without fully cancelling.
 

3. Partial Use of Services: If you choose to only partially use the services booked (for example, attending only some days of a retreat, or not using a particular booked activity during your trip), you are not entitled to a refund for the portions you opted not to use. Our obligation is to make the arrangements available as booked; if you elect not to take advantage of some part, that is at your discretion. However, if there is a problem with a service component (e.g., an included activity is canceled by the provider), please inform us so we can assist and so we can handle it appropriately with the supplier (see below sections on issues during travel).
 

4. Failure to Arrive (No-show): If you fail to attend a retreat or fail to check-in for a booked service without prior notification, it will be treated as a cancellation at the last minute. No refund will be due in such cases, and the full amount of the booking will be forfeited. It’s important to inform us or the relevant provider if you are delayed or unable to arrive, as sometimes arrangements can be adjusted to mitigate losses (at our or the supplier’s discretion).