Terms & Conditions
Welcome to That Lady Jade: yoga and travel retreats. By booking a retreat with us, you agree to be bound by these Terms and Conditions. Please read them carefully before making your reservation.
1. Booking and Reservations
1.1 Reservation Process
All retreat bookings must be made through our official website, authorized travel agents, or by contacting our reservations team directly. A reservation is not confirmed until we receive your email confirmation and required deposit payment.
1.2 Minimum Age Requirement
Participants must be at least 18 years of age at the time of travel. Minors may participate only when accompanied by a parent or legal guardian who assumes full responsibility for the minor's participation.
1.3 Retreat Capacity
All retreats have limited capacity. Bookings are accepted on a first-come, first-served basis upon receipt of deposit and completed booking forms.
2. Payment Terms
2.1 Non-Refundable Deposit
A non-refundable deposit of 500 USD for trips on the North American continent / 500 EUR for trips on the European & African continents is required at the time of booking to secure your reservation. This deposit will be applied toward your total retreat cost but is non-refundable under any circumstances, including but not limited to cancellation, no-show, early departure, or force majeure events.
2.2 Payment Schedule
The following payment schedule applies to all bookings:
At Booking: non-refundable deposit
90 Days Before Departure: 50% of remaining balance
60 Days Before Departure: Final payment (remaining balance)
2.3 Payment Methods
We accept major credit cards (Visa, MasterCard, American Express), bank transfers, and certified ACH payments. In special cases, a Venmo or Zelle transaction can be made. A 3% processing fee applies to all credit card transactions.
2.4 Late Payment Policy
Failure to make payments according to the above schedule may result in automatic cancellation of your reservation and forfeiture of all payments made. We reserve the right to release your space to other participants without notice if payments are not received by the specified due dates.
3. Cancellation Policy
3.1 Participant Cancellations
All cancellations must be submitted in writing via email to thatladyjade@gmail.com. Cancellation fees are calculated from the date we receive your written cancellation notice:
More than 120 days before departure: Deposit forfeited
90-120 days before departure: 50% of total retreat cost
60-89 days before departure: 75% of total retreat cost
Less than 60 days before departure: 100% of total retreat cost (no refund)
3.2 No-Show Policy
Participants who fail to arrive for the retreat departure or who leave the retreat early for any reason will not receive any refund and are responsible for all associated costs including return transportation.
3.3 Company Cancellations
We reserve the right to cancel any retreat due to insufficient enrollment (minimum 6 participants required), force majeure events, or other circumstances beyond our control. In the event of company cancellation:
Any retreats that have not met the minimum by the 60 days mark will be cancelled and confirmed guests will be refunded.
4. Travel Insurance
4.1 Highly Recommended Coverage
While not required, we strongly recommend that all participants purchase comprehensive travel insurance that includes coverage for:
Trip cancellation and interruption
Medical expenses and emergency medical evacuation
Lost, stolen, or damaged luggage
Travel delays and missed connections
Pre-existing medical conditions (if applicable)
4.2 Company Liability Limitation
Travel insurance protects you against unforeseen circumstances that may affect your ability to travel or participate in the retreat. ThatLadyJade is not responsible for costs associated with trip cancellation, medical emergencies, travel delays, or other covered events that travel insurance would typically address.
4.3 Insurance Recommendations
We recommend purchasing travel insurance within 14 days of your initial deposit to ensure maximum coverage benefits. Consult with a licensed insurance agent or visit reputable travel insurance websites to compare policies and coverage options.
5. Health and Fitness Requirements
5.1 Physical Fitness
Participants should be in good physical health and able to participate in daily yoga sessions, walking, and other retreat activities. Some retreats may involve hiking, swimming, or other physical activities. Please consult your physician before booking if you have any health concerns. In many cases, there will be daily required walking uphill/upstairs to reach certain activities & accommodations.
5.2 Medical Conditions
You must disclose any medical conditions, dietary restrictions, allergies, or physical limitations at the time of booking.
6. Accommodations and Services
6.1 Room Assignments
Accommodation assignments are made based on your booking preferences and availability. We cannot guarantee specific room locations or views. Single occupancy is available for an additional fee as specified in your retreat details.
6.2 Dietary Requirements
We accommodate vegetarian, vegan, and common dietary restrictions when disclosed at booking. Special dietary needs requiring significant meal modifications may incur additional charges.
6.3 Itinerary Changes
While we make every effort to adhere to published itineraries, we reserve the right to modify activities, accommodations, or schedules due to weather conditions, local circumstances, safety concerns, or other factors beyond our control.
7. Travel Documents and Requirements
7.1 Documentation Responsibility
Participants are solely responsible for obtaining and maintaining valid passports, visas, vaccinations, and any other required travel documents. Document requirements vary by destination and nationality.
7.2 Invalid Documentation
If you are denied boarding or entry to any country due to invalid or insufficient documentation, you will be responsible for all associated costs and no refund will be provided.
8. Liability and Risk Assumption
8.1 Assumption of Risk
Participation in yoga and travel retreats involves inherent risks including but not limited to physical injury, illness, property damage, or loss. By participating, you voluntarily assume all risks associated with the retreat activities.
8.2 Limitation of Liability
ThatLadyJade's liability is limited to the total amount paid for your retreat. We are not liable for indirect, consequential, or punitive damages, or for any losses or expenses not directly caused by our negligence.
8.3 Third-Party Services
We contract with third-party providers for accommodations, transportation, meals, and activities. We are not liable for the acts, omissions, or defaults of these independent contractors.
9. Conduct and Participation
9.1 Participant Behavior
All participants must conduct themselves in a respectful manner toward other guests, retreat leaders, and local communities. Disruptive behavior may result in removal from the retreat without refund.
9.2 Alcohol and Substances
Consumption of alcohol in moderation is permitted depending on the retreat location and policies/legalities of that country. Illegal drug use is strictly prohibited and will result in immediate removal from the retreat.
10. Force Majeure
We are not liable for delays, cancellations, or modifications due to circumstances beyond our control including but not limited to: natural disasters, weather conditions, war, terrorism, civil unrest, government actions, transportation strikes, or public health emergencies.
11. Dispute Resolution
11.1 Governing Law
These Terms and Conditions are governed by the laws of Texas, USA.
11.2 Mediation Requirement
Before pursuing legal action, parties agree to attempt resolution through mediation with a qualified neutral mediator.
12. Privacy and Photography
12.1 Photography Consent
By participating in the retreat, you consent to being photographed or filmed for promotional purposes. If you prefer not to be included in promotional materials, please notify us in writing at the time of booking.
12.2 Privacy Policy
Your personal information is handled according to our Privacy Policy, available on our website.
13. General Provisions
13.1 Entire Agreement
These Terms and Conditions constitute the entire agreement between you and ThatLadyJade regarding your retreat participation.
13.2 Modifications
We reserve the right to modify these terms at any time. Changes will be posted on our website and apply to bookings made after the effective date of such changes.
13.3 Severability
If any provision of these terms is found to be unenforceable, the remaining provisions will continue in full force and effect.
By booking a retreat with ThatLadyJade, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.
Last Updated: July 2025