Terms and Conditions.
Last Updated: October 2026
KARMAVIDA | Legals
Governing Law: These Terms & Conditions are governed by Spanish law. Disputes shall be subject to the jurisdiction of the competent Spanish courts, subject to mandatory applicable law.
1. Agreement & Reservations
These Terms & Conditions form part of the Karmavida Retreat Host Agreement, together with the Payment Proposal and any venue policies expressly incorporated into the booking documents.
Where provisions conflict, the signed Retreat Host Agreement takes precedence.
Bookings are confirmed only upon receipt of a signed Retreat Host Agreement and the non-refundable booking deposit.
The Payment Proposal specifies the agreed dates, services, fees and payment schedule.
Hosts confirm that all information supplied in connection with their reservation is accurate and complete.
Karmavida reserves the right to correct genuine typographical, administrative, calculation or pricing errors in quotations, Payment Proposals, brochures and other booking documentation.
An incorrect quotation or pricing error does not automatically entitle the Host to a discount or to services at the erroneous price. Where an error is identified after confirmation, any price adjustment shall be subject to mutual written agreement and applicable law.
2. Payments & Cancellation
Payments must be received by the agreed deadlines. Payment processing, currency conversion and bank charges are payable by the Host.
Payments overdue by more than 30 days may result in cancellation following written notice, subject to applicable law. Any retention of payments will be governed by the agreed cancellation terms.
Cancellation by the Host:
More than 4 months before arrival: The booking deposit is non-refundable. No further payments are due.
Between 2 and 4 months before arrival: The booking deposit remains non-refundable. Of any additional instalments already paid, 50% will be retained and the remaining 50% may, at Karmavida's discretion, be credited towards a future retreat within 12 months.
Less than 2 months before arrival: All payments made are non-refundable, subject to applicable law.
If Karmavida cancels for reasons within its control, all payments received will be refunded, without prejudice to any mandatory legal rights.
Alternative payment arrangements, date changes or booking transfers require prior written agreement.
3. Damage Deposit & Cleaning
A refundable damage deposit and compulsory cleaning fee apply, as specified in the Payment Proposal.
The damage deposit is payable three days before arrival and will be refunded within three days after departure, less any applicable deductions.
Hosts are financially responsible for damage, loss, misuse, smoking violations, excessive cleaning, litter or failure to remove waste caused by their guests, staff or contractors.
Deductions will reflect reasonable costs incurred or expressly agreed charges. Additional cleaning and laundry services may incur charges.
4. Check-In, Departure & Pre-Arrival Requirements
Guest check-in is from 14:00 and check-out by 10:30. Host check-in and check-out are at 12:00, unless otherwise agreed in writing.
At least three days before arrival, the Host must provide:
Final guest numbers and room allocations
Host and guest arrival times
Final retreat itinerary
Equipment, facility and room set-up requirements
Guest identification must be supplied as required for statutory registration.
Hosts are responsible for collecting and securely maintaining applicable health questionnaires, disclaimers, emergency contacts and relevant medical information in accordance with data protection requirements.
5. Retreat Management, Marketing & Commercial Responsibility
The Retreat Host operates independently and is solely responsible for planning, marketing, promoting, selling and managing their own retreat.
This includes guest recruitment, bookings, pricing, payments, communications, programme delivery and the financial viability of their event.
Karmavida provides venue hire and any additional services expressly agreed in writing. Karmavida does not guarantee guest bookings, ticket sales, profitability or the commercial success of any retreat.
Karmavida accepts no responsibility for insufficient bookings, unsuccessful marketing campaigns, low attendance, financial losses or the commercial failure of a retreat organised by the Host, except where liability arises from Karmavida's own breach of contract or cannot lawfully be excluded.
Any marketing materials, promotional assistance, business guidance or coaching provided by Karmavida are supplementary services and do not constitute a guarantee of results.
The Host remains responsible for fulfilling their obligations to their guests, including any refunds or cancellations arising from their own retreat operations.
6. Insurance, Liability & Host Responsibilities
Karmavida maintains public liability insurance for the property.
Hosts are responsible for the safe organisation and delivery of their retreats and must ensure that instructors, therapists, caterers and contractors hold appropriate insurance, qualifications and licences.
Hosts must obtain applicable participant health declarations and disclaimers and comply with relevant health, safety and data protection requirements.
All staff and volunteers must review the venue's General Risk Assessment and applicable fire safety procedures.
Karmavida is not responsible for the independent acts or omissions of Hosts or third-party providers, except where liability cannot lawfully be excluded.
7. Property Use, Damage & Safety
Hosts and guests must comply with venue safety procedures, respect private areas and use facilities responsibly.
Smoking is permitted only in the designated area.
Open flames, incense and fire ceremonies require prior approval and compliance with local regulations.
Electrical consumption may be managed to protect the solar energy system.
Equipment and facilities must not be altered, repaired or removed without authorisation.
Damage, hazards, accidents and significant incidents must be reported promptly.
Hosts are responsible for damage or loss of venue property caused by their guests, staff or contractors.
Karmavida is not responsible for loss or damage to personal belongings except where liability cannot lawfully be excluded.
Karmavida may suspend unsafe activities or restrict facility access where reasonably necessary.
8. Venue Access & Support
The owners reside on the property and retain reasonable access to communal areas for operational and maintenance purposes.
Routine support is available from 11:00 to 18:00. Outside these hours, direct contact is reserved for genuine property emergencies.
In medical emergencies, the Host must contact emergency services immediately.
Hosts must report concerns promptly and allow Karmavida a reasonable opportunity to investigate and resolve them.
9. Facilities & Additional Services
Facility use, equipment, cinema sessions, hot tub access and additional services must be arranged in advance where required.
Complimentary activities are subject to availability, weather and operational conditions.
Karmavida reserves the right to make reasonable operational adjustments that do not materially affect the retreat.
Pool & Hot Tub
Hosts are responsible for ensuring guests comply with pool and hot tub safety rules.
Hot tub use is limited to a maximum of 1.5 hours per day for the group and must be scheduled within the retreat itinerary.
Availability is subject to weather, maintenance, solar energy supply and water quality.
A €250 water replacement charge may apply where misuse necessitates replacement.
Treatments & Additional Services
Unless otherwise agreed, treatments last one hour. Late arrivals may result in reduced treatment time without a corresponding price reduction.
Additional services are subject to availability and any separately agreed charges.
10. Photography & Intellectual Property
Karmavida's professional photographs and promotional materials are licensed solely for marketing retreats hosted at Karmavida.
Copyright remains with Karmavida and/or the original photographer.
Permission to use promotional materials ends when the professional relationship ends.
Commercial filming, unrelated advertising and promotional use of the property require prior written consent.
11. Guest Conduct & Compliance
Hosts are responsible for ensuring their guests, staff and contractors comply with these Terms & Conditions and applicable venue policies.
Karmavida may require the immediate cessation of unsafe or unlawful activities and, where justified, the removal of individuals whose conduct seriously threatens safety, property or other guests.
Serious breaches may result in restricted facility access, reasonable deductions from the damage deposit or termination of the retreat, subject to applicable law.
12. Force Majeure
Karmavida shall not be liable for failure or delay in performing its obligations due to circumstances beyond its reasonable control, including natural disasters, pandemics, government restrictions or other unforeseen events, subject to applicable law.
13. Travel Arrangements & Insurance
Transport is not included unless expressly agreed.
Hosts and guests are responsible for their travel arrangements, delays, cancellations and appropriate insurance.
Karmavida is not responsible for losses arising from independently arranged transport or travel services, except where liability cannot lawfully be excluded.
14. Data Protection
Personal information shall be processed in accordance with applicable data protection legislation, including the General Data Protection Regulation (GDPR), and Karmavida's Privacy Policy.
Hosts are responsible for the lawful collection, handling and secure storage of guest information obtained in connection with their retreat activities.
Acceptance of Terms
By signing the Retreat Host Agreement, the Host acknowledges that they have read, understood and agree to these Terms & Conditions.
Karmavida Retreats