Flamingo Padel Retreat Booking Terms & Conditions (the “Booking Terms”)

In the unlikely event Flamingo Padel Retreat have to cancel a trip, for any reason, we will offer our customers the following options:

• A transfer, free of charge, to any future retreat date in the same destination
• A transfer, free of charge, to any future retreat date in a different destination of the same value
• A full refund paid within 14 days

Please refer to our Booking Promise page for more information.

These Booking Terms, together with our Privacy Notice and where your retreat is booked via our website, our Website Terms of Use (if any), together with any other written information we brought to your attention (including but not limited to the information appearing in the section headed “FAQ” in our brochure or on our website, sections headed “Questions & Answers” on our website and any other relevant information on our website – references in these conditions to such sections include the comparable sections or information on our website) before we confirmed your booking, form the basis of your contract with with Lmsquare Limited, a company registered in England and Wales under company number 12207038, whose registered office address is at 22 Nexus Court, Malvern Road, London, NW6 5AT trading as “Flamingo Padel Retreat” (“we”, “us” “our”). Please read them carefully as they set out our respective rights and obligations.

In these Booking Terms references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.

For all bookings, by making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:

• he/she has read the Booking Terms and general information pages (including the sections headed “FAQs”, “Questions & Answers”, “Dates & Prices and “How to Book”), contained in our brochures and/or on our website) and has the authority to and does agree to be bound by them;
• he/she consents to our use of personal data in accordance with our Privacy Notice and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);
• he/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services;
• he/she does not suffer from any pre-existing medical condition or disability which may prevent them from actively participating in the retreat – if any person suffers from any medical condition or disability which will or may affect their retreat arrangements, please contact us before making your booking as referred to in clause 12 below so that we can advise as to the suitability of your chosen arrangements;
• he/she accepts responsibility for payment of the arrangements on behalf of all persons detailed on the booking.

1. BOOKING OUR RETREATS

When you book a retreat with us you are accepting our Booking Terms on behalf of everyone travelling with you. We will only deal with you, the lead name, and you must be an adult when you book. You must be at least 18 years of age to book and participate in our retreats.

To secure a booking, a deposit must be paid to us or our authorised travel agent. The required deposit, along with any additional payments, will be confirmed at the time of booking. If you’re booking your retreat within 30 days (or 45 days for certain retreats) of the Retreat Start Date (i.e., the day you check in to your hotel or other accommodation), the full balance is due immediately. If a deposit has been paid, the remaining balance must be settled at least 30 days (or 45 days for some retreats) before the Retreat Start Date.

(b) You must pay the full amount due for your retreat if you book a retreat within 30 days (or 45 days for some retreats) of the Retreat Start Date.

When you submit your booking request, we will treat this as a ‘not-guaranteed’’ booking, at this point the booking is only provisional and is not confirmed. Your booking is accepted and becomes definite only from the date when we send you an e-mail to confirm that your ‘on request’ booking has been confirmed. It is at this point that a contract between you and us comes into existence. For bookings made via our website, any acknowledgement of your booking request we send to you in the meantime is not a confirmation of your booking.

Before your booking is confirmed and a contract comes into force, we reserve the right to increase or decrease retreat prices. Please see “Pricing” section.

We (and our agents) reserve the right to decline any booking at our absolute discretion.

If you book via our website, we will communicate with you by e-mail. You must accordingly check your e-mails on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you by e-mail. Certain documents may need to be sent by post. References in these conditions to “send” and “in writing” or similar include communication by e-mail. You should contact us by e-mail if you need to do so for any of the reasons mentioned in these booking conditions (for example, to request an amendment). All e-mails should be sent to info@flamingopadel.com

2. Your Information & Travel Requirements

You must ensure all information you give is correct. We’ll use the personal data you give us in line with our Privacy Notice. You must pass on any information we give you to everyone travelling.

It is your own responsibility to ensure compliance with immigration, visa and health requirements. Unless you tell us otherwise, we are entitled to assume that all members of your party are British or EU citizens who hold or will hold full British or EU passports valid for the entire duration of the arrangements you chose to book.  Information on visa, passport and health requirements, where given and applicable, is so given on this basis. Requirements may change and you are therefore strongly recommended to check the up to date position with the supplier of the arrangements, Passport Office, appropriate embassy or consulate or your doctor as applicable in good time before departure.  Please refer to Clause 11 of these Booking Terms for more information.

3. Payments

We’ll tell you the price of your retreat and, if applicable, the deposit before you book.

The balance of all monies due, including any surcharges applicable at that time, must be received by us (or our authorised travel agent) no later than 30 days (and for some retreats, 45 days) before your Retreat Start Date. If you book your retreat within 30 days (and for some retreats, 45 days) of your Retreat Start Date, then you must pay the full balance.

For non-United Kingdom customers, we reserve the right to charge any outstanding balance on the credit card used to pay the deposit on the 29th day before the departure. For certain retreats, full payment must be received at an earlier stage before the start of your retreat. You will be advised at the time of booking when this is the case.

If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges set out in clause 6 below will become payable.

You can pay the deposit and full amount by credit or debit card. We accept Visa and Mastercard and you can use Revolut Pay, Google Pay or Apple Pay to make payments. Other payment methods may be available on our booking page.

4. PRICING

The most up to date pricing is available on our website. These have been calculated using exchange rates on an ongoing basis in relation to the following currencies: GBP, USD, EURO. Note that prices may vary depending on which currency the booking is made. Where there are fluctuations in exchange rates from the date of booking to departure date, or if there are errors in the prices, we reserve the right to amend the price of confirmed bookings.

Our retreat pricing is generally based on either sharing a room with someone else or booking your own private room. In short, you can either (a) pair up with a friend and share a room, or (b) upgrade to have a room all to yourself. The conditions set out in this Clause 4 will apply.

Our advertised retreat prices are subject to seasonal pricing and we reserve the right to change any of those prices from time to time in accordance with demand, market conditions and availability, which is standard practice within the travel industry. It may be that different guests on the same trip have been charged different prices. When you make a booking and pay the required deposit, the price will be locked in at the date of booking. Prices can go up and down depending on availability and demand. Where we have increased prices on high demand trips, any increases will not be chargeable to customers after you have paid your deposit. Additionally, any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply as set out in the terms and conditions. We recommend that if you like the price you see is to book at that time.

If any price on your booking confirmation, our website or our booking systems is obviously wrong, a booking made based on that price won’t be valid, we can cancel it and refund you unless you want to pay the correct price.

If the price for your retreat changes because of movement in the relevant exchange rates, taxes or fees charged by someone else including tourist or landing taxes or the cost of transport fuel or other power sources we can charge you that increase or refund to you a decrease (less our administrative expenses) providing it doesn’t happen within 20 days before your Retreat Start Date. If we need to do this, we’ll forward an amended invoice to you showing the changes made along with a detailed explanation.

We’ll absorb any increase of 2% or less of your retreat price, so we won’t pass on any increase below that level.

If the increase is more than 8% of the retreat price, you may cancel your retreat within 14 days of us telling you about the increase and we’ll refund your holiday price except any amendment charges; and the increase will be considered a Major Change Event (as defined below).

For your security, payments online are made through secure servers. Any advance deposits, additional fees or charges will always be clearly marked before you make your booking. Once paid, these deposit payments, additional charges and fees are non-refundable in the event of cancellation.

As part of the EU Payments Services Directive (PSD2) to protect consumer rights and reduce online fraud, you may be required to checkout online via the process of Strong Customer Authentication (SCA). This process requires you to use two independent sources of validation for payments. Depending on your bank, you will be required to select a combination of two out of three categories (commonly known as the ‘two-factor authentication’) at online checkout.

Where applicable, refunds will be made by the same method used to pay for the booking. Any payment made by credit card will be returned to that card and, if applicably, any payment made by voucher/loyalty money will be refunded as a voucher or by reinstating the loyalty money as appropriate. Please note that all deposit payment and additional charges paid at the time of booking are non-refundable.

5. IF YOU MAKE CHANGES TO YOUR RETREAT

If you wish to change any part of your booking arrangements after our email confirmation has been issued, you must inform us in writing as soon as possible. This should be done by the first named person on the booking. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change. Where we can meet a request, all changes will be subject to payment of an administration fee of £60 per person per change as well as any applicable rate changes or extra costs incurred as well as any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking we will treat this as a cancellation by you. A cancellation fee may be payable.

If any member of your party is prevented from travelling, that person(s) may transfer their place to someone else (introduced by you and satisfying all the conditions applicable to the arrangements) providing we are notified not less than 28 days  before departure and you pay an amendment fee of £60 per person transferring, meet all costs and charges incurred by us and/or incurred or imposed by any of our suppliers and the transferee agrees to these Booking Terms and all other terms of the contract between us.  If you are unable to find a replacement, cancellation charges as set out will apply in order to cover our estimated costs. Otherwise, no refunds will be given for unused services.

You should be aware that certain arrangements may not be amended or transferred after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.

6. IF YOU CANCEL YOUR RETREAT BEFORE YOUR RETREAT START DATE

To cancel your retreat you must tell us in writing (including email) as soon as possible. Your notice of cancellation will only take effect when it is received in writing (including email) or by us at our offices and will be effective from the date on which we receive it. When your retreat has been cancelled you will receive a cancellation confirmation email. 

Please send any cancellation requests to the following:

If by email to all of the following recipients:

FPRTeam@flamingopadel.com;

mani@flamingopadel.com;

maryam@flamingopadel.com

If by post:

LMSQUARE Ltd, 22 Nexus Court, Malvern Road, NW6 5AT, London, UK

You must pay a termination fee which covers our administration costs and compensates us for the risk that we do not resell your retreat. The fee is based upon how long before your Retreat Start Date you tell us you want to cancel and is a percentage of the total price of your retreat.

Period before your Retreat Start Date within which notice of cancellation is receive by us in writing	Cancellation charge as a % of total booking price*
31 days or more	Loss of deposit
30 – 26 days	70%
25 –  21 days	90%
Less than 20 days	100%

*In some cases the deposit may be a higher amount to secure your arrangements, this will be non-refundable and the charges will be added to the cancellation charges above.

Please note that the above does not apply to bookings that are transferred to a future date, in which case the original Retreat Start Date (before transfer) will be used to calculate any incurred charges.

We will deduct the cancellation charge(s) from any monies you have already paid to us.

Certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above.

If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. It is strongly recommended that comprehensive travel insurance is taken out which includes cover against cancellation charges.

If you are cancelling because of an unavoidable and extraordinary circumstance happening at your destination that will significantly impact the performance of your holiday or your flight to get there, you will not have to pay a termination fee and your deposit will be refunded. These circumstances will not include circumstances, among others, if you have e.g. tested positive for Covid-19 or other health conditions, family or work emergencies, due to bad weather, strikes, missed or cancelled flights, or you’ve changed your mind about taking part in the retreat.  Equally, if you arrive late or need to leave your retreat early, you will not receive any refund on the remaining time of your scheduled stay. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.

7. IF WE CHANGE OR CANCEL YOUR RETREAT

As we plan your retreat arrangements many months in advance we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time. We will endeavor to not cancel your travel arrangements less than 30 days before your Retreat Start Date, except for reasons of force majeure or failure by you to pay the final balance. We may, however, cancel your retreat less than 30 days before your Retreat Start Date if, e.g., the minimum number of guests required for a particular retreat is not reached. We typically require a minimum of 6 guests for each retreat (we reserve the right to change this number at any time).  

If we cancel your retreat, except where it’s because you haven’t paid or you have been disruptive (not section titled ‘Behaviour’ below), you can have a refund or accept a replacement retreat from us of a similar standard and price if we can offer you one. We’ll also pay the compensation shown below (unless we have cancelled because of one of the reasons listed in ‘Force Majeure Events’ or where you haven’t paid) and we’ll refund the difference if the replacement retreat is of a lower price. We will not be held accountable for your expenses incurred in preparation for the retreat, such as airline tickets, loss of work, visas fees and/or other costs associated with preparation for your trip.

Minor Changes: If we make a minor change to your retreat, we will make reasonable efforts to inform you as soon as reasonably possible if there is time before your departure but we will have no liability to you. Examples of minor changes include change of accommodation or suppliers (including padel clubs and facilities) to another of the same or higher standard. Please note that hotels, other types of accommodation or suppliers presented and used in the brochure may be subject to change.

Occasionally, we may have to make a major change to your retreat. Examples of such major changes include but are not limited to a change of destination, a change of accommodation area for the whole or a significant part of your time away, a change of accommodation to a lower category, etc.

If we tell you about a major change after you book your retreat or we have to cancel your retreat, you can accept the new arrangements offered by us; or accept a replacement retreat from us of the same or similar standard and price at the date of the change (we’ll always refund the difference in price if the replacement retreat is a lower price at the date of the change), if we are able to offer you one; or cancel your retreat with us and receive a full refund.

You must notify us of your choice within 7 days of our offer. If you fail to do so we will assume that you have chosen to accept the change or alternative booking arrangements.

If we make a major change, and you choose to cancel your retreat and receive a full refund, we’ll pay the compensation shown below, unless the change is because of an event beyond our control. Any compensation payable is based upon how many days before your Retreat Start Date we tell you about a major change.

Period before your Retreat Start Date when a major change or cancellation is notified to you	Compensation per person
60 days or more	£0
29 – 59 days	£25
15 – 28 days	£40
7 – 14 days	£60
Less than 7 days	£100

We will not pay you compensation in the following circumstances:

• where we make a minor change;
• where we make a major change or cancel your arrangements more than 60 days before your Retreat Start Date;
• where we have to cancel your arrangements as a result of your failure to make full payment on time;
• where the change or cancellation by us arises out of alterations to the confirmed booking requested by you;
• where we are forced to cancel or change your arrangements due to a Force Majeure Event.

Please note that where accommodation with a higher price than the original accommodation is offered by us and accepted by you, the difference in price will be deducted from any compensation payable. In no case will we pay compensation if accommodation is offered by us and accepted by you with a higher price than that originally booked in the same location where no additional payment is made by you.

If we become unable to provide a significant proportion of the services that you have booked with us after you have departed, we will make alternative arrangements for you at no extra charge and, if appropriate in all the circumstances, will pay you reasonable compensation.

8. ON YOUR RETREAT

Retreat Participation and Guest Responsibility

Only you, and one other paying customer (if sharing with someone else), can use your accommodation. You must not let anyone else stay there. You are responsible for any damage to your accommodation or its contents during your retreat.

You must provide any information we ask for in good time and are responsible for providing accurate information to us. This includes any on-boarding form or email questionnaire that you will be asked to complete prior to your trip. It is important that you complete all information we request accurately and on time as we cannot be held responsible for any problems or additional costs that may arise from any inaccurate or incomplete information that you may provide.

You agree to accept the authority and decisions of our employees, retreat representatives, fixers, agents and guides whilst taking part in your retreat. If in the opinion of any such person(s) or any other person in a position of authority (such as, for example, the retreat leader, an airline pilot or hotel manager), your health, level of fitness or conduct at any time before or during a retreat is endangering or appears likely to endanger the health or wellbeing of yourself or any third party (including any other clients of ours) or the safe, comfortable or happy progress of the retreat, you may be excluded from all or part of the retreat without refund or recompense, this will also be the case where it is discovered that you have committed a criminal act (such as causing damage).

If you are excluded, we will have no further responsibility towards you (including any return travel arrangements) and we will not meet any expenses or costs incurred as a result of the exclusion nor refund you for any unused services.

When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible. You should ensure you have appropriate travel insurance to protect you if this situation arises.

Any clients who have taken part in racist / offensive / abusive or any other form of discriminatory or threatening behaviour to any of our clients, staff, the company or to any third party will be excluded from the retreat and will receive no refund for any missed services or accommodation. We also reserve the right to cancel any future booking with no refund or compensation.

We also reserve the right in our absolute discretion to determine if a guest meets or fails to meet our suitability standards and cancel any future booking on this basis. 

If you are stay is at an exclusive member’s club

We pride ourselves on curating only the finest accommodation experiences for our guests. Our selection is exclusive to high-end hotels and prestigious private member clubs, renowned for their luxurious amenities and unparalleled service. However, it is important to note that these establishments often have stringent rules governing the behaviour and, and in some cases, even the attire of their residents. For instance, Soho House enforces a comprehensive list of ‘House Rules’. Soho hotel residents (if not members) are allowed to invite one guest into the club at a time. Cameras are not allowed in the club and guests cannot take or make mobile phone calls; however, texting and email is permitted. Soho House foster a casual, non-corporate atmosphere and ask hotel residents and their guests to refrain from wearing any corporate attire. Soho House are very strict about these rules.  Failure to comply with these rules may result in the hotel or member’s club exercising their right to terminate your stay, thereby ensuring that the atmosphere and privacy of their other patrons remain uncompromised. As such, we kindly ask that you respect and adhere to the unique guidelines set forth by each establishment during your stay.

In addition, all guests are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of other guests. If in our opinion or in the opinion of any hotel manager or any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any of our other guests or any third party or damage to property, or to cause a delay or diversion to transportation, we reserve the right to terminate your booking arrangements with us immediately.

In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave your accommodation or other service immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other service will be made and we will not pay any expenses or costs incurred as a result of termination. We will not provide compensation or meet any costs or expenses. You will be responsible for your own return home and for any other members of your group who cannot or will not travel without you. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the hotel manager or other supplier prior to departure from the hotel. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.

Disruptive behaviour includes, but is not limited to, being threatening or abusive, damaging property, upsetting, annoying or disturbing any other traveller, our staff or agents or putting any of them in danger.

Excursions/Activities

We may introduce you to suppliers of excursions or other services (including, but not limited to, restaurants, bars, night clubs, etc.). If you buy any of these services, you’ll be contracting with the supplier directly, we act only as an agent and have no liability for the performance of that contract. Our Booking Terms doesn’t apply to any contract for excursions or other services not included in your retreat package.

9. IF THINGS GO WRONG ON YOUR RETREAT

It’s important to note that bookings are accepted on the understanding that clients appreciate and accept the possible risks inherent in our type of sports travel and that they undertake the tours, treks or expeditions featured in our programme at their own volition.

Notwithstanding the above, we will accept responsibility for the arrangements we agree to provide or arrange for you as an “organiser” under the Package Travel and Linked Travel Arrangements Regulations 2018, as set out below and as such, we are responsible for the proper provision of all travel services included in your package, as set out in your confirmation invoice/email. Subject to these Booking Terms, if we or our suppliers negligently perform or arrange those services and we don’t remedy or resolve your complaint within a reasonable period of time, and this has affected the enjoyment of your package holiday you may be entitled to an appropriate price reduction or compensation or both. You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. The level of any such price reduction or compensation will be calculated taking into consideration all relevant factors such as but not limited to: following the complaints procedure as described in these Booking Terms and the extent to which ours or our employees’ or suppliers’ negligence affected the overall enjoyment of your holiday. Please note that it is your responsibility to show that we or our supplier(s) have been negligent if you wish to make a claim against us.

For the avoidance of doubt, no compensation will be given if your claim is due to an event beyond our control (see ‘Force Majeure Events’), is your fault or is caused by a third-party.

If you are in difficulty on your retreat we’ll help by providing information on health services, local authorities and consular assistance. We’ll help you make phone calls, send emails or make alternative travel arrangements. You must pay any costs we incur if the difficulty is your fault.

It is very rare for things to go wrong. If they do, you must tell the supplier in question (e.g. the hotel) and our representative straight away so they can solve the issue. We make every effort to ensure that your retreat arrangements run smoothly but if you do have a problem during your retreat, please inform our representative immediately who will endeavour to put things right. If your complaint is not resolved locally, please contact us via email at FPRTeam@flamingopadel.com.

If the problem cannot be resolved and you wish to complain further, you must send formal written notice of your complaint to us at our office within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you.

Please Note: Failure to follow the procedure set out in this clause may affect ours and the applicable supplier’s ability to investigate your complaint, and will affect your rights under this contract.

You can access the European Commission Online Dispute Resolution (ODR) platform at http://ec.europa.eu/consumers/odr/.

Personal Injury

Your holiday is made up from services provided by suppliers who follow local standards. Overseas safety standards are generally lower than in the UK.

If anyone travelling suffers injury, illness or death because of the services provided as part of your retreat holiday, you must tell us and the supplier involved about it and complete a report at the time. After your holiday you can contact the FPR team (FPRTeam@flamingopadel.com). It must be no more than 28 days after you come home so we can investigate properly.

Please also note the following:

• We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:

(i) the act(s) and/or omission(s) of the person(s) affected;

(ii) the act(s) and/or omission(s) of a third party unconnected with the provision of the services contracted for and which were unforeseeable or unavoidable; or

(iii) unusual or unforeseeable circumstances beyond ours or our suppliers control, the consequences of which could not have been avoided even if all due care had been exercised; or

(iv) an event which either ourselves or suppliers could not, even with all due care, have foreseen or forestalled.

• We limit the amount of compensation we may have to pay you if we are found liable under this section:

(i) for loss of and/or damage to any luggage or personal possessions and money: the maximum amount we will have to pay you in respect of these claims is £25 per person in total because you are assumed to have adequate insurance in place to cover any losses of this kind;

(ii) for claims not falling under B(i) above and which don’t involve injury, illness or death: the maximum amount we will have to pay you in respect of these claims is twice the price paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where everything has gone wrong and you or your party has not received any benefit at all from your booking.

(iii) If applicable, for claims in respect of international travel by air and sea, or any stay in a hotel: the extent of our liability will in all cases be limited as if we were carriers under the appropriate Conventions, which include The Warsaw/Montreal Convention (international travel by air); The Athens Convention (with respect to sea travel); The Berne/Cotif Convention (with respect to rail travel) and The Paris Convention (with respect to hotel arrangements). You can ask for copies of these Conventions from our offices. Please contact us. In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract. Note that we do not currently organise air, sea or rail travel for you or any transportation from and to any airports and these are not included in your retreat.

• If applicable, in any circumstances in which a carrier is liable to you by virtue of the Denied Boarding Regulation 2004, any liability we may have to you under our contract with you, arising out of the same facts, is limited to the remedies provided under the said regulation as if (for this purpose only) we were a carrier. When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the transport provider or hotelier for the complaint or claim in question. Note that we do not currently organise air, sea or rail travel for you or any transportation from and to any airports and these are not included in your retreat.

• It is a condition of our acceptance of liability under this section that you notify any claim to ourselves and our supplier/principal(s) strictly in accordance with the complaints procedure set out in these Booking Terms. Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.

• Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you.

• We will not accept responsibility for services or facilities which do not form part of our agreement or where they are not advertised by us. For example any excursion you book whilst away, or any service or facility which your hotel or any other supplier/principal agrees to provide for you.

Delays, Missed Transport Arrangements and other Travel Information

If applicable, if you or any member of your party misses your flight or other transport arrangement, it is cancelled or you are subject to a delay of over 3 hours for any reason, you must contact us and the airline or other transport supplier/principal concerned immediately.

The Package Travel Regulations provide that in the event that you experience difficulties, we will provide you with prompt assistance.  Where you experience a delay which is not owing to any failure by us, our employees or sub-contractors, this prompt assistance is likely to extend to providing help in locating refreshments, accommodation and communications but not paying for them. Any airline or other transport supplier/principal may however pay for or provide refreshments and/or appropriate accommodation and you should make a claim directly to them. Subject to the other terms of these Booking Terms, we will not be liable for any costs, fees or charges you incur in the above circumstances, if you fail to obtain our prior authorisation before making your own travel arrangements.

Note that we do not currently organise air, sea or rail travel for you or any transportation from and to any airports and these are not included in your retreat. 

10. OPTIONAL EXCURSIONS AND ACTIVITIES

We and our retreat representatives and fixers may provide you with information (before your Retreat Start Date and/or when you are on holiday) about optional activities and excursions which do not form part of your pre-booked holiday arrangements but which are available in the area you are visiting. We have no involvement in any such activities or excursions which are not run, supervised or controlled in any way by us. They are provided by local operators or other providers who are entirely independent of us and they may or may not have their own public liability insurance. They do not form any part of your contract with us even where we suggest particular operators / providers and / or assist you in booking such activities or excursions in any way.

Where a retreat representative collects payment for or otherwise assists in booking any such activity or excursion for you, we and the retreat representative act solely as booking agent for the local operator / provider of the activity or excursion with whom you will have a contract. The local operator / provider’s terms and conditions will apply.

We cannot accept any liability on any basis in relation to such activities or excursions and the acceptance of liability contained in our Booking Terms will not apply to them. We do not, however, exclude liability for the negligence of ourselves or our employees resulting in your death or personal injury.

We do not guarantee that any optional activity or excursion mentioned in our brochure, on our website or elsewhere will be available to book during your holiday and / or will operate as advertised as these services do not form part of our contract and are not under our control. They may not be available for various reasons. Any prices given in advance are indicative only. We will not be liable if you cannot, for whatever reason, book any such activity or excursion or if the activity or excursion does not operate as advertised.

11. PASSPORTS, VISAS AND VACCINATIONS

It is your responsibility to check and fulfill the passport, visa, health and immigration requirements applicable to your itinerary. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.

Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information contact the Passport Office on 0870 5210410 or visit https://www.gov.uk/browse/citizenship/passports.

Special conditions apply for travel to the USA, and all passengers must have individual machine readable passports. Please check https://uk.usembassy.gov. For European holidays you should obtain a completed and issued form EHIC prior to departure.

Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit https://www.gov.uk/travelaware.

Non British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling.

We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities.

You are responsible for making yourself aware of Foreign Office advice in regard to the safety of the countries and areas in which you will be travelling and to make your decisions accordingly. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure (see clause 12).

You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.

12. Other Terms and Conditions

Alteration of service or amendments to the conditions

We reserve the right to make changes to our website/app, policies, and these conditions of purchase at any time. You will be subject to the policies and conditions of purchase in force at the time that you order services from us, unless any change to those policies or these conditions is required to be made by law or government authority (in which case it will apply to orders previously placed by you). If any of these conditions is deemed invalid, void, or for any reason unenforceable, that condition will be deemed severable and will not affect the validity and enforceability of any remaining condition.

Events beyond our reasonable control

We will not be held responsible for any delay or failure to comply with our obligations under these Booking Terms if the delay or failure arises from any cause which is beyond our control. This condition does not affect your statutory rights.

Special requests

If you have any special requests (for example dietary requirements, cots or room location), please let us know at the time of booking. We will pass on all such requests to the supplier, but we can’t guarantee that they will be met and we will have no liability to you if they are not.

Insurance

Adequate travel insurance (including health insurance) is a condition of your contract with either us,  the hotel in question, or any of our suppliers (including padel clubs), as applicable. You must take out a policy of insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; pre-exiting medical conditions and other expenses. If you fail to travel with adequate insurance cover we will not be liable for any losses in respect of which insurance cover would otherwise have been available.

Jurisdiction and Applicable Law

The contract is between you and us. We both agree that English law (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us (except as set out below). We both also agree that any dispute, claim or other matter of any description (and whether or not involving any personal injury) which arises between us must be dealt with by the Courts of England and Wales only. None of our employees have the authority to vary or omit any of these terms. No promise of a discount or refund will be binding on us unless confirmed by us in writing.

Accuracy                                                                                    

We endeavour to ensure that all the information and prices both on our website and in our brochures are accurate; however occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed. Please note that special offers may be withdrawn without any notice.

Accommodation Ratings and Standards

All ratings are as provided by the relevant supplier and these may differ from the official ratings. These are intended to give a guide to the services and facilities you should expect from your accommodation. Standards and ratings may vary between countries, as well as between suppliers. We cannot guarantee the accuracy of any ratings given.

Force Majeure Events

Except where otherwise expressly stated in these Booking Terms, we regret we cannot accept liability, refund or pay compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any injury, damage, loss or expense of any nature as a result of “Force Majeure”. ‘For the purposes of these Booking Terms, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, natural or nuclear disaster, disease, fire, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned’s control. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure.

Disabilities and Medical Problems

We are not a specialist disabled holiday company, but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your stay, please provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements.  It is your responsibility to provide us with full and accurate details on any special assistance you may require. We may require you to produce a doctor’s certificate certifying that you are fit to participate in your chosen arrangements. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.

Conditions of Suppliers

Many of the services which make up your holiday are provided by independent suppliers.  Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us.  Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions.  Copies of the relevant parts of these terms and conditions are available on request from us or the supplier concerned.

Data Protection and Privacy

Please see our data protection and privacy notice for full information regarding the way in which we use and store your personal data.

PRIVATE GROUP BOOKINGS TERMS & CONDITIONS (“Private Booking Terms”)

1. There is a minimum of 6 group members needed for a private group booking.

2. The maximum number of group members permitted for a private group booking is as agreed with Flamingo Padel Retreat.

3. All travellers must be aged 21 or over on the date of travel unless agreed with Flamingo Padel Retreat.

4. The cost of a private group booking will vary depending on the number in the group. Please speak to a Flamingo Padel Retreat travel expert to get full details of the cost for a trip.
5. If a private group requests a bespoke travel date an additional deposit of £200/US$300 (or currency equivalent) will be required in order for the date to be requested. If we are: (a) able to provide the trip on the requested date and the group proceed with the booking, the deposit will be deducted from the overall cost of the trip and the second deposit of 50% of trip price will be required to secure the booking; or (b) able to provide the trip on the requested date and the group do not proceed with the booking, the deposit will be retained by Flamingo Padel Retreat; or (c) unable to provide the trip on the requested date and we are unable to agree an alternative date, the deposit will be returned to the group members in full.

6. A deposit of 50% of the trip price will be required for all private group bookings.

7. Once a private group booking is made then it is not possible to transfer the booking to a different trip.

8. In accordance with the Booking Terms, full payment for the trip must be received by us at least 30 days before departure (this may differ depending on the destination; i.e. earlier than 30 days in advance). If the balance of the trip cost is not received from all private group members at least 30 days (this may differ depending on the destination) before departure then we reserve the right to treat the whole private group booking as cancelled and not just the booking of the group member who has not paid.

9. If the price of your confirmed private group booking increases by more than 8% (as set out in tour Booking Terms) then the decision as to whether you accept the increase, change to another holiday (if available) or cancel the holiday should be made as a group. You must, as a group, agree on the same option.

10. If a private group member cancels their booking, no refunds will be issued to the private group member or the group. 
11. Because of the pricing of a private group booking, if a private group member cancels their booking once booking has been confirmed by Flamingo Padel Retreat then the trip price for the remaining members of the group will increase. If a private group member cancels their trip and this results in the number of members on the trip dropping below 6 then the trip will be cancelled for all members of the private group.
12. We do not offer customisation of trips however, if there are ‘free days’ then the private group can independently organise supplementary activities. Flamingo Padel do not accept any responsibility for any supplementary activities arranged by the private group.
13. All private group members must have travel insurance in place from the date of booking. 
14. Flamingo Padel’s Booking Terms apply to private group bookings except as specifically amended above. To the extent that these Private Bookings Terms conflict with the Booking Terms then these terms and conditions will prevail.

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