About - Terms & Conditions / Privacy

The following terms and conditions will apply to:
Your use of our website; our supply of products and services; and our dealings with you.

By entering, accessing or using our website in any way, you agree to comply with all of our terms and conditions. In addition, when you book any products from us, you will do so subject to the terms and conditions on this page. By proceeding with a booking, you acknowledge that you have read and understood all of these terms & conditions and agree to be bound by them. However, if you do not or cannot accept our terms & conditions in full, you must stop using our website immediately. These terms & conditions may vary from time to time. By browsing this website you accept that you are bound by the terms and conditions current at the time when you browse or book.

Coaching deposit & late cancellation policy

We require a fully refundable £50 deposit for the duration of our work together. In the event of a late cancellation this deposit is lost and must be re-paid before another appointment can be made.

You are free to terminate our work together and have this deposit returned in full at any time.

Coaching Confidentiality

We subscribe to the following best practice for confidentiality:

The coaching relationship is confidential between you and us in two ways:

  1. the fact that you are or have been a client, or have enquired about becoming a client, remains confidential.
  2. the content of any interaction between you and your coach is confidential and will not be disclosed.

Contact by us regarding your interaction with us with third parties including your relatives and friends will happen only with your express knowledge and consent. Exceptions may only be made in the following circumstances where minors (under 16) are involved or in the case where it is felt that you may be a danger to yourself or to others or if disclosure is ordered by a Judge, Coroner or other similar official having such powers.

Event Terms and Conditions

Payment
You will be required to pay a deposit to us for each person when you book unless this is within 8 weeks of the event when the full amount for the booking is payable.

If you pay less than the deposit under a low deposit booking scheme, then this is only part of the deposit referred to in this paragraph. The remaining deposit will be due upon cancellation or date specified at time of booking or on your invoice. Please note, your booking deposit may be increased or there may be a charge payable for some accommodation or services where it is necessary to secure specific facilities with full payment at the time of booking.

You must pay the amount on the last invoice issued by us, within the time specified.  If you don’t, we reserve the right to treat your booking as cancelled and to charge you a cancellation charge up to 100% of the total on that last invoice.

Our contract with you does not start until a confirmation of booking is emailed, posted or handed to you.

Cancellation by you
Event deposits (including but not restricted to workshops, holidays, retreats and training) are non-refundable, however in certain discretionary circumstances the deposit may be transferred to another event.

In the event of you having to cancel your booking you should contact us immediately to avoid incurring any unnecessary charges. Any verbal cancellation of your booking must be followed up in writing within 24 hours. If you send any cancellation notices by email, we cannot be held liable for non-receipt of email cancellations, which we have not received.

Any requests for alteration, once the event has begun, will be treated sympathetically but we cannot guarantee their implementation. Any costs incurred in making such alterations, will be passed on to you and the unavailed portion of the event will attract 100% cancellation charges.

Some accommodation is priced according to the number of people staying there. If your party size changes, we’ll recalculate your booking cost based on the new number of people going. If fewer people share the accommodation, then the cost per person may go up. This extra cost isn’t a cancellation charge, and it isn’t normally covered by insurance.

Unfortunately our bookings are arranged with service providers many weeks in advance of the date of the event and as a result we impose cancellation charges. These cancellation charges may be recovered through insurance, subject to the terms of the insurance company policy and insurance is a condition of your booking. Our Cancellation charges are as follows:-

 

 Cancellation Date

 Charge

 

 At any time

 Loss of Deposit

 

 28 - 56 days

 65% of Event Price

 

 0 – 27 days

 100% of Event Price

Insurance
It is a condition of your booking with us that you and all other members of your party, including infants and children, are adequately insured. You are requested to provide us details of your travel insurance. If you do not have adequate insurance cover you fully indemnify Shining Minds for any claims that arise as a result of your lack of cover.

Cancellation by us
We reserve the right to cancel an event on offer by us without assigning reasons at any time over 8 weeks before departure date. If such cancellation takes place we will offer you a comparable alternative or at your option refund all monies paid by you.

If an event cancellation takes place within 8 weeks of the event it will be for one of the following reasons:

a) Due to non-payment or late payment of the balance amount due. In such cases an alternative event or refund will not be available and cancellation charges will apply.

b) Due to circumstances beyond our control such as cancellation of international or domestic scheduled service, technical problems with transportation, civil disorder or the threat of such, riots, strikes, natural disasters, accident or pollution, terrorist activity or the threat of such, war or the threat of war, etc. In deciding whether it is safe to visit a certain destination or not, we depend on the advice of the British Foreign and Commonwealth Office. In such instances we may offer comparable alternative arrangements.

c) Due to non-availability of significant portions of an independent itinerary. In such instances we may offer comparable alternative arrangements.

In the unlikely event of us cancelling an event within 8 weeks of its start for reasons other than those listed above we may offer you compensation of up to £25 per person and if such cancellation is within 14 days of the event then a higher amount of up to £50 per person may be paid.

We reserve the right to refuse to accept you as a customer or continue dealing with you if we, or another person in authority, believe your behaviour is disruptive, causes unnecessary inconvenience, is threatening or abusive, you damage property, you upset, annoy, disturb, or put any other traveller or our staff or agents in the UK or resort in any risk or danger, on the telephone, in writing or in person.

Alterations
We hope that we will not have to make any change to your event but, because our events are planned many months in advance, we sometimes do need to make changes. We reserve the right to do this at any time.

If the changes are significant we will inform you of these before the event, if possible, and offer you comparable alternative arrangements. Where such changes take place for reasons within our control we will offer you a compensation of up to £25 per person if you had paid the full event price by the prescribed date. Where the change is due to circumstances beyond our control amounting to force majeure we will offer comparable alternative arrangements.

All prices we advertise are accurate at the date published, but we reserve the right to change any of those prices from time to time. We reserve the right to increase the price of your event after you have booked but no later than 30 days before the event date and will forward an Amendment Invoice reflecting any changes made. Any increase to your event price will be as the result of changes in our costs of supplying your event resulting from transportation charges, currency fluctuations and government action. If the increase is more than 10% of the event price (calculated as above), then you may cancel your event booking within 14 days of the Amendment Invoice date and receive a refund of all monies paid to us except any amendment charges.

If for any reason at all, a course leader/teacher becomes unavailable we shall do our utmost to replace them with a leader of similar qualities and standards. Wherever possible you will be advised in advance of any alterations. Similarly, the alteration of some amenities or courses might take place due to maintenance work, mechanical faults, weather conditions, sickness or other situations outside our control.

Accommodation
Any accommodation we arrange for you must only be used by those people named on your invoice (or on any latest Amendment Invoice issued). You are not allowed to share the accommodation or let anyone else stay there. You are responsible for the cost of any damages caused to your accommodation or its contents during your stay. These charges must be met by you and may have to be paid locally.

Shining Minds cannot be responsible for finding you someone to share with. If you are wanting to share and we cannot provide anyone, you will have to pay a single supplement charge.

Miscellaneous
We have taken all reasonable care to make sure that all the services which make up your event as advertised by us are provided by efficient and reputable businesses. These businesses should follow local standards. However, overseas safety standards are generally lower than in the UK.

If you or someone on your event booking is injured, falls ill or dies while taking part in an activity which is not part of the event, or you need to incur unpredictable extra expenses we are not liable because the event is beyond our control.

If you suffer injury, illness or death directly as a result of the services provided as part of your event you must tell us and the supplier involved about your injury or illness while you are in the resort within 24 hours unless it was unreasonable to do so. We are not liable for any injuries or illness that result from a pre-existing condition that rendered you unsuitable for a particular activity offered during the event. It is your responsibility to determine whether you are suitably fit and able to carry out any of the activities offered. You have free will to refuse any activities you may consider to be detrimental to your health and you will not be compelled to take part.

From time to time we may introduce you to reputable third party suppliers of excursions or other leisure services. If you choose to enter into a contract for the provision of excursions or other leisure services, your contract will be with that supplier directly and we act only in the capacity of an agent, and therefore would have no liability for the proper performance of that contract.

You agree to submit to the exclusive jurisdiction of the courts of England and Wales over any claim or matter arising under or in connection with your contract with us.

If you book via our website or have opted in other circumstances for us to contact you via email, we will communicate with you using the email address you have provided. We will assume that your email address is correct and that you understand the risks associated with using this form of communication.

Passports, visas, vaccinations, travel to our designated point of interaction, foreign exchange for personal expenses, and other items not specified as included in our services are considered your responsibility and we do not accept any liability for their provision or any non-communication of relevant details to you. If any service offered by us is not clear, you should get written confirmation from us about its inclusion in the event.

We do not accept liability for the loss of, or damage to, personal property of participants.

Should you instruct your credit/debit card company to “charge back” any payment(s) properly due from you in respect of your booking, we will charge you a fee of £20 per incident and associated costs. We further reserve the right to cancel your booking and/or take legal action against you for all outstanding payment(s).

Complaints
If you have a complaint about your arrangements whilst away, you must immediately notify the supplier of the service in question locally. If they are unable to resolve the problem immediately, and a member of our staff is not available, you should contact us straight away by phone/fax/email and we will endeavour to assist.

It is not advisable to do nothing about a problem when it occurs only to later write to us seeking recompense. If we feel you avoided action to redress a problem when it occurred, no compensation will be considered if it is brought to our attention later.

Retreat and training deposits are non-refundable, however in certain circumstances the deposit may be transferred to another retreat or training. If a retreat or training is cancelled within 6 weeks of the event 50% of the full cost will be due. If a training or retreat is cancelled less than 2 weeks before the event, the full amount is due. However if we manage to fill your place at short notice, we may be able to refund your payment minus an administration fee. Balance payments must be made within the time schedules specified on our booking forms or in any agreements made. Failure to make payment within these timescales can lead to forfeiture of your deposit and cancellation of your booking.

Privacy Policy

We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information.

1. What information do we collect?

We may collect, store and use the following kinds of personal data:

  1. information about your computer and about your visits to and use of this website, such as your IP address, geographical location, browser type, referral source, length of visit and number of page views;
  2. information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services;
  3. information that you provide to us for the purpose of registering with us (including your name, contact details and preferences);
  4. information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters (including your name and email address);
  5. any other information that you choose to send to us;

2. Cookies

We use cookies on this website. A cookie is a text file sent by a web server to a web browser, and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may send a cookie which may be stored on by your browser on your computer’s hard drive. We may use the information we obtain from the cookie in the administration of this website, to improve the website’s usability and for marketing purposes. We may also use that information to recognise your computer when you visit our website, and to personalise our website for you.

Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.) This will, however, have a negative impact upon the usability of many websites.

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google's privacy policy is available at: http://www.google.com/privacypolicy.html.

3. Using your personal data

Personal data submitted on this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.

We may use your personal information to:

  1. administer the website;
  2. improve your browsing experience by personalising the website;
  3. enable your use of the services available on the website;
  4. send to you goods purchased via the website, and supply to you services purchased via the website;
  5. send statements and invoices to you, and collect payments from you;
  6. send you general (non-marketing) commercial communications;
  7. send you email notifications which you have specifically requested;
  8. send to you our newsletter and other marketing communications (relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications to be sent by emailing us at privacy@shiningminds.co.uk);
  9. provide third parties with statistical information about our users – but this information will not be used to identify any individual user;
  10. deal with enquiries and complaints made by or about you relating to the website; and

We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

4. Other disclosures

In addition to the disclosures reasonably necessary for the purposes identified elsewhere in this privacy policy, we may disclose information about you:

  1. to the extent that we are required to do so by law;
  2. in connection with any legal proceedings or prospective legal proceedings;
  3. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and

Except as provided in this privacy policy, we will not provide your information to third parties.

5. Security of your personal data

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

6. Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

7. Your rights

You may instruct us to provide you with any personal information we hold about you. Provision of such information may be subject to the payment of a fee (currently fixed at £10.00).

You may instruct us not to process your personal data for marketing purposes by email (to privacy@shiningminds.co.uk) at any time. (In practice, you will usually either expressly agree in advance to our use of your personal data for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal data for marketing purposes.)

8. Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

9. Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated.

10. Contact

If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email to privacy@shiningminds.co.uk or by post using the details found on our contact page.