Wilderness Wellbeing CIC – Terms & Conditions These Terms & Conditions (“T&Cs”) outline the agreement between you (“the Participant”) and Wilderness Wellbeing CIC (“the Organisation”) in relation to your booking and participation in our retreats. By booking and attending a Wilderness Wellbeing retreat, you confirm that you have read, understood, and agreed to the following:

1. Booking and Payment

● To secure your place, a 50% non-refundable deposit is required at the time of booking.

● The remaining balance must be paid no later than 6 weeks prior to the retreat start date.

● Alternative payment plans may be available in cases of financial hardship — please contact us directly.

● For full details, please see our Payment and Cancellation Policy.

2. Cancellations and Transfers

● Deposits are non-refundable.

● Cancellations do not qualify for refunds, transfer of places to another person, or donation of places.

● In some cases, it may be possible to transfer your booking to a future retreat, subject to availability and approval.

● For full details, please see our Payment and Cancellation Policy.

3. Participant Wellbeing and Responsibilities

● Wilderness Wellbeing CIC is not a mental health service and does not provide therapy or clinical support.

● Participants must be self-sufficient in managing their physical and emotional wellbeing throughout the retreat. ● If you are currently in crisis or require professional support, we ask that you seek appropriate care before attending.

● For full details, please see our Safeguarding and Mental Health Policy. 4. Code of Conduct

● All participants are expected to treat others with respect, kindness, and consideration.

● Drugs are strictly prohibited.

● Alcohol is permitted in moderation at mealtimes only; no activities may be undertaken under the influence.

● Retreats generally include shared accommodation, and all participants are expected to live respectfully in communal spaces.

● Breaches of conduct may result in being asked to leave the retreat without refund. ● For full details, please see our Code of Conduct Policy. 5. Data Protection and Confidentiality

● We collect and store personal data (including health-related information) securely and only for retreat administration, safety, and communication purposes.

● You have the right to access, amend, or request deletion of your data at any time.

● Group sessions, including storytelling, are based on trust and confidentiality — what is shared in the retreat stays within the retreat.

● For full details, please see our Data Protection and Confidentiality Policy.

6. Fundraising and Donations

● Donations and fundraising contributions go towards subsidising places, supporting referrals, covering essential retreat costs, and expanding access to our programmes.

● All funds are used ethically, transparently, and solely to further the aims of Wilderness Wellbeing CIC.

● For full details, please see our Fundraising and Donations Policy.

7. Liability & Insurance

● Wilderness Wellbeing CIC is fully insured for retreat operations, and all facilitators hold their own professional insurance.

● Participants engage in all activities at their own risk and are responsible for their own health, safety, and belongings.

● Wilderness Wellbeing CIC is not liable for accidents, injury, illness, or loss of property unless directly caused by our negligence. ● Participants must inform facilitators of any medical conditions, allergies, injuries, or limitations.

● For full details, please see our Liability Policy.

8. Media, Photography & Filming

● Photography and video may be taken during retreats for promotional purposes.

● Participation does not automatically grant consent to being filmed or photographed; participants may opt out before or during the retreat.

● Images and footage are stored securely and used only by Wilderness Wellbeing CIC or authorised partners.

● Participants must respect the privacy of others when taking personal photos or sharing on social media.

● For full details, please see our Media, Photography & Filming Policy.

9. Disclaimer and Policy Review

● Wilderness Wellbeing CIC policies are reviewed annually by the Directors.

● It is each participant’s responsibility to read and familiarise themselves with the policies prior to attending a retreat.

● The retreat team will always refer back to these policies where necessary, but it is not their responsibility to ensure participants have read them.

● By attending a retreat, you confirm that you have read, understood, and agreed to these Terms & Conditions and the related policies.

Wilderness Wellbeing Payment and Cancellation Policy

1. Payment Terms

● To secure your place on a Wilderness Wellbeing retreat, a 50% non-refundable deposit is required at the time of booking.

● The remaining balance must be paid no later than 6 weeks prior to the retreat start date .

● This applies to both standard and subsidised places.

● Alternatively, you may choose to pay the full amount upfront at the time of booking. If you are experiencing financial hardship, please contact Yaz directly to discuss the possibility of a payment plan .

Subsidised Places

● A number of subsidised places are available and are offered on a first-come, first-served basis .

● Subsidies may be accessed through self-referral or via a charity/partner referral .

● Fundraising support may also be available to help cover costs.

2. Cancellation Policy

● Deposits are non-refundable.

● Cancellations do not qualify for a refund, transfer of places to another person, or donation of places.

Transfer Requests

● If you are unable to attend, you may request to transfer your booking to a future retreat , subject to availability and approval.

● Wilderness Wellbeing will always aim to be as flexible as possible, but transfers cannot be guaranteed. We understand that life can be unpredictable , and we will do our best to accommodate changes where possible. For any concerns or to discuss special circumstances, please contact Yaz directly

At Wilderness Wellbeing, your safety and wellbeing are our top priorities. We are committed to providing a secure environment for all participants, while also clarifying the limits of our liability.

1. Insurance Coverage

● Wilderness Wellbeing is fully insured to operate retreats and wellbeing activities.

● All practitioners and facilitators working with Wilderness Wellbeing carry their own individual professional insurance , covering the scope of their practice.

● We advise all guests to consider taking out personal travel or activity insurance , especially if travelling from abroad or engaging in higher-risk activities.

2. Limitation of Liability

● Wilderness Wellbeing (including its directors, staff, and contractors) accepts no responsibility or liability for any injury, personal loss, or damage to property unless it is a direct result of our own proven negligence .

● By booking a place on a retreat, participants agree that they engage in activities at their own risk , and are personally responsible for their own health, safety, and belongings.

● Wilderness Wellbeing will not be held liable for: ○ Any loss, injury, or damage arising during travel to and from the retreat location.

○ Accidents, injuries, or health conditions that occur during or after participation in physical or wellness-based activities, unless caused by direct negligence on our part.

○ Theft, loss, or damage to personal property during the retreat.

3. Participant Responsibility

● It is the responsibility of each participant to inform facilitators of any medical conditions, allergies, injuries, or limitations prior to or at the start of the retreat.

● Participants are expected to act in a respectful and safe manner toward themselves, others, and the environment.

● Wilderness Wellbeing reserves the right to remove any participant from the retreat without refund if their behaviour is deemed disruptive, unsafe, or harmful.

4. Emergency Situations

● In the event of an emergency, Wilderness Wellbeing will follow established safety protocols and may contact emergency services or next of kin as required.

● Participants are asked to provide emergency contact details upon registration.

At Wilderness Wellbeing CIC, we are committed to creating a safe, inclusive, and supportive environment where individuals can reconnect with nature, community, and themselves. While our retreats promote wellbeing, it is important to clarify the scope and limitations of the support we offer.

1. Purpose of Our Retreats

Wilderness Wellbeing CIC provides weekend retreat experiences designed to foster a sense of community, self-awareness, and connection through nature-based and holistic activities. These may include:

● Movement and mindfulness practices

● Shared meals and group discussions

● Creative, reflective, and outdoor experiences Our focus is on promoting positive mental health, emotional resilience, and personal growth through non-clinical, community-led approaches.

2. Important Limitations

● We are not a mental health service. Wilderness Wellbeing CIC does not provide therapy, counselling, or clinical mental health interventions.

● Our facilitators are not acting as therapists or healthcare professionals, even if they may hold such qualifications in other contexts.

● Participation in the retreat should not be viewed as a substitute for medical advice, therapy, or professional mental health care.

3. Participant Responsibility To maintain safety and wellbeing for all, participants are expected to: ● Take personal responsibility for their own physical and emotional wellbeing throughout the retreat. ● Be self-sufficient in managing their own needs, including any diagnosed mental health conditions or ongoing personal challenges. A self-sufficient participant is someone who: ● Can communicate their needs clearly and ask for support when necessary. ● Can safely manage their own emotional responses without requiring continuous individual attention from facilitators. ● Is able to step back and take personal time if needed during group activities. If intervention is needed: ● Facilitators may offer gentle, supportive guidance (e.g., grounding exercises, time-out space, or check-ins). ● If a participant becomes unable to manage safely within the retreat setting, facilitators may ask them to leave for their own wellbeing and that of the group. ● In an emergency, appropriate services (such as healthcare or crisis support) may be contacted. Please note: If you are currently in crisis, experiencing acute distress, or require clinical support, we kindly ask that you seek professional help before attending. 4. Suitability for Attendance To ensure the retreat is safe and supportive for all:

● Attendees must be in a stable condition that allows them to engage fully and safely in group activities.

● We may ask you to complete a brief wellbeing questionnaire or have a confidential discussion with a member of our team prior to booking, particularly if you have concerns about your ability to participate.

5. Inclusive but Boundaried

We welcome people from all backgrounds, identities, and experiences, and we deeply value inclusivity. At the same time, we must maintain clear boundaries to protect the emotional safety of the whole group. This means we cannot provide crisis care or one-to-one therapeutic support within the retreat setting.

6. If You’re Unsure

If you’re uncertain whether the retreat is right for you at this time, please contact us in confidence. We will be happy to:

● Explain the nature of the retreat in more detail

● Explore whether the setting is appropriate for you

● Support you in making an informed decision about attending

At Wilderness Wellbeing, we recognise the importance of capturing the spirit of our retreats through photography and film. These images help us share the story of our work, promote future retreats, and grow our community. However, we also respect the privacy, autonomy, and comfort of all participants.

1. Use of Photography and Film

● During Wilderness Wellbeing retreats, photographs and video footage may be taken for use in our promotional materials, social media, website, and funding reports.

● We strive to capture authentic moments that reflect the joy, connection, and impact of the retreat experience.

2. Consent and Opt-Out

● Participation in the retreat does not automatically mean consent to being photographed or filmed.

● If you do not wish to appear in any photos or video content , please inform us before the start of the retreat .

● We will make every reasonable effort to respect your preference , and the team will ensure you are not included in images or footage.

3. Respect and Discretion

● We are committed to capturing media sensitively and respectfully , avoiding intrusion during private, reflective, or vulnerable moments.

 Images will never be used in a way that misrepresents the context, intention, or identity of those photographed.

4. Storage and Use

● All media captured will be stored securely and used only by Wilderness Wellbeing CIC and our authorised partners for promotional or reporting purposes.

● We will never sell or license images to third parties for unrelated commercial use.

5. Withdrawing Consent

● If you change your mind about being photographed after the retreat , please contact us. While we cannot guarantee the removal of all distributed material, we will do our best to stop future use of any specific images or footage at your request.

6. Personal Photography

● Participants are welcome to take personal photos, but we ask that you seek consent before photographing others and respect the privacy of all attendees.

● Sharing on social media should always be done with awareness and consent from those featured. If you have any concerns or questions about this policy, please feel free to contact us prior to the retreat. Your comfort and boundaries are important to us.

At Wilderness Wellbeing CIC, we are committed to creating a safe, inclusive, and supportive retreat environment. To protect the wellbeing of all participants, we ask everyone to uphold the following standards of behaviour. By attending a retreat, you agree to respect these policies.

1. General Code of Conduct

● Treat all participants, facilitators, and staff with kindness, respect, and consideration.

● Respect personal boundaries and differing experiences.

● Participate in activities at your own pace — you are always free to step back if needed.

● Be mindful of group energy and the communal nature of the retreat.

● Any form of discrimination, harassment, or disruptive behaviour will not be tolerated.

2. Alcohol and Drug Policy

● Wilderness Wellbeing retreats operate a strict no-drug policy. The possession or use of illegal or non-prescribed drugs is not permitted at any time.

● Alcohol is permitted in moderation at mealtimes only.

● Participation in retreat activities while under the influence of alcohol or drugs is not allowed.

● If you find the presence of alcohol triggering, please contact us in advance to discuss the context in which alcohol is permitted and explore whether the retreat

environment will be suitable for you.

3. Shared Accommodation Policy

3.1 Shared Accommodation as Standard

● Retreats generally include shared accommodation as part of the standard booking fee.

● Rooms may be shared with 1 to 6 other participants, depending on the venue and retreat size.

● Room allocations are made with care, taking into account gender, accessibility needs, and personal comfort.

3.2 Respectful Communal Living

Participants are expected to:

● Maintain quiet hours during evenings and early mornings.

● Keep shared spaces clean and tidy.

● Respect others’ personal space, sleep schedules, and emotional needs.

● Use headphones for music or personal media.

● Approach any difficulties with open and compassionate communication; the team will support respectful resolution of issues.

3.3 Private Accommodation Option

● Where available, private rooms may be booked for an additional cost.

● Private spaces are limited and allocated on a first-come, first-served basis.

● Please indicate preference for a private room at the time of booking; the team will confirm availability and pricing.

3.4 Accessibility and Individual Needs

● If you have needs affecting your comfort in shared accommodation (e.g., sleep disorders, anxiety, medical conditions), please let us know in advance.

● We will make reasonable efforts to accommodate these needs within the scope of our facilities. 3.5 Room Assignments

● Assignments are managed by the Wilderness Wellbeing team.

● You may request to share with a friend or another attendee, and we will do our best to accommodate such requests. 3.6 Safe and Inclusive Spaces

● We are committed to maintaining an environment where everyone feels safe and respected.

● Discriminatory, disruptive, or unsafe behaviour in accommodation spaces will not be tolerated.

● Participants engaging in such behaviour may be asked to leave the retreat without refund.

3.7 Questions or Concerns

If you have any concerns about your accommodation before or during the retreat, please speak to a member of the team. We are here to support your comfort and wellbeing.

At Wilderness Wellbeing CIC, we are grateful for the generosity of individuals and organisations who support our work. Fundraising and donations enable us to continue providing safe, inclusive, and supportive retreats that are accessible to a wide range of people.

1. Purpose of Fundraising and Donations

Funds raised and donations received are used to:

● Subsidise retreat places for individuals who would otherwise be unable to attend due to financial hardship.

● Support community referrals from charities, support services, and grassroots organisations.

● Cover essential running costs of retreats (e.g., venue hire, food, equipment, facilitator costs).

● Develop and expand our programmes so we can reach more people in need of connection, community, and nature-based wellbeing.

2. Transparency and Accountability

● All donations are used solely to further the aims of Wilderness Wellbeing CIC.

● We commit to handling funds responsibly and transparently.

● Information on how funds are allocated can be provided on request.

3. Voluntary Giving

● All donations are entirely voluntary.

● Donations, whether financial or in-kind (e.g., goods or services), will be acknowledged with gratitude.

4. Ethical Approach

● We will not accept funding or donations from sources that conflict with our values of care, inclusivity, and respect for people and the environment.

● All Wilderness Wellbeing CIC policies are reviewed annually by the Directors to ensure they remain relevant, transparent, and in line with best practice.

● It is the responsibility of each participant to read and familiarise themselves with these policies before attending a retreat.

● The retreat team will always refer back to these policies where needed, but it is not the responsibility of facilitators or staff to ensure participants have read them.

● By attending a retreat, you are confirming that you have read, understood, and agreed to the policies provided.