Terms and Conditions.

Last Updated: Feb 2025

Introduction
These Terms and Conditions (the "Agreement") are made between you, whether acting individually or on behalf of an entity ("you") and Karmavida.es ("we," "us," or "our"), managed by Tessa Smith, regarding your access to and use of the website www.karmavida.es (the "Site"), including all related media, social channels, and applications.

By using our Site or signing any related agreements, you agree to these Terms and Conditions, including any updates, changes, or additional provisions as outlined. We reserve the right to modify these Terms, and your continued use of the Site will constitute acceptance of such modifications.

1. Booking Process

  • Payment Proposal: To begin the booking process, Karmavida will issue a Payment Request for the dates you have chosen, usually within 48hrs of online inquiry or 1-2-1 discussion.

  • Reservation Contract: Hosts must submit a Reservation Contract and a copy of their passport to Karmavida

  • Payment: The reservation is confirmed only when the non-refundable deposit is received. Payments may be made in Euros or GBP (subject to an administrative fee). A tax invoice listing all payments received will be issued at the end of each Spanish tax quarter.

  • Payment of damages deposit, 3 days prior: 350 euros
    Damages to property: soft furnishings, walls, decking; Hot tub water discolouration; Litter left in the outside common areas; Smoke damage or cigarette butts dropped outside (this is a fire hazard); Left garbage on property (this should be taken to the closest disposal area, 5 mins drive). I understand that the full damages deposit will be returned if the above items have been adhered to.

  • Payment of cleaning fee, on arrival.

2. Deposit and Payment Schedule

  • Deposit: A non-refundable deposit of 20% of the total booking cost or €500 (whichever is higher) is required to secure your reservation.

  • Payment Plans: Depending on your booking time frame, payment may be divided into installments:

    • Easy Plan (12-6 months prior): 

    • 20% deposit, 

    • 40% due 4 months before, 

    • 100% payment due 1 month before the event.

    • Standard Plan (<6 months prior): Similar to the Easy Plan, with specific payment deadlines.

    • Last-Minute Plan (<3 months prior):
      75% deposit
      100% payment due 2 weeks before the event.

    • A refundable damage deposit is required 3 days prior to the event (amount depends on the event type).

3. Check-In and Departure

  • Check-In Times: Guests may check in after 2 PM, with a departure time of 10:30 AM. Hosts may check in at 12 PM and check out by 12 PM. Flexible check-in or check-out times are subject to availability and may incur additional charges.

  • ID Verification: All guests over 16 must provide a copy of their passport or ID at least ´3 days´ prior to arrival. Hosts will save copies of passports to google drive.


https://drive.google.com/drive/folders/1wOCTeYPjQrIoKrrK1VSLgW5AInl6QNBa?usp=sharing


This requirement is tied to local laws and regulations designed for safety, security, and proper record-keeping. Spain requires accommodation providers to record the identity and nationality of foreign guests. This is a security or immigration measure.

4. Damage Deposit
A damage deposit is required for all bookings and will be refunded within 3 days of the event’s conclusion. The deposit covers potential damages to the property, including soft furnishings, walls, hot tubs, and areas outside the property. Specific damage fees may apply in cases of smoking, littering, or failure to remove waste.

5. Cleaning Fees
A cleaning fee of €300 (2025) & €360 (2026) & (payable in cash upon arrival) is required for all retreats. Additional cleaning can be arranged €15 per hour (2025) & €18 per hour (2026), with extra charges apply for laundry services or bed changes. For stays of 7 nights or more, a complimentary cleaning service is included.

6. Personal Information and Privacy
Karmavida complies with the General Data Protection Regulation (GDPR) concerning the collection and storage of sensitive personal data. We do not share banking or personal data with third parties unless required for the execution of our services. By engaging with our services, you consent to our collection and use of personal information in accordance with GDPR guidelines.

7. Insurance and Liability

  • Host Responsibilities: The Host must ensure all necessary documentation is submitted, including health forms and disclaimers for guests and staff.

  • Insurance: The Host is responsible for obtaining appropriate public liability insurance for all event-related activities.

  • Guest Disclaimer: All guests must sign a PAR-Q Health Form and an event disclaimer, particularly if participating in any physical activities.

8. Governing Law and Jurisdiction
This Agreement is governed by the laws of Spain. Any disputes arising from or related to these terms will be subject to the exclusive jurisdiction of the Spanish courts.

By using our services, you confirm that you have read, understood, and agree to abide by these Terms and Conditions. Please reach out to info@karmavida.es if you have any questions or require further clarification.

9. Payment Installment Information

(A) Payment Installment Terms
At the time of reservation, the full deposit amount stated on the Payment Plan must be paid, regardless of any fluctuations in currency, credit card processing fees, transfer fees, or third-party charges. Payments are to be made via PayPal, Stripe (with an additional 3% fee to host), Bizum, or bank transfer. For each installment, please refer to your Payment Plan document for the correct bank details. Payments may be made in GBP (note: a €15 administrative fee applies for GBP payments).
Please ensure to include your name and retreat date as a reference for bank payments. We will notify you once we have received the payment. If you do not hear from us, please contact us via email, phone, or other available communication methods.

(B) Installment Penalties
Four months before the retreat date, we will reach out to confirm your attendance and request the next 40% installment payment. Please ensure you respond promptly.
The remaining installments must be paid in full by the dates outlined on your invoice.

Cancellations within 3 to 2 months prior to the event will result in the forfeiture of 50% of the installment payment, with the remaining 50% transferable to the following year. Cancellations within 2 months of the event will result in the forfeiture of all pre-paid amounts.
We offer support at every stage to help you avoid this situation. Communication is essential, and we are here to assist you. We provide Retreat Host Coaching, Marketing & Sales Coaching, and Social Media packages to help ensure the success of your retreat.
By the two-month mark, you should have ideally sold enough retreat experiences to comfortably cover the final installment. It is rare for hosts to reach this stage without making the final payment. If you are experiencing challenges, please contact us as early as possible for assistance or an extension.

Note: Any deviation from the agreed payment schedule without prior discussion may result in the forfeiture of the booking, with no refund of previous payments. Please stay in communication with us, as we are always here to support your sales journey.
Late Payment Penalties: Payments that are over one month late may lead to cancellation of your booking. However, we will always communicate with you before taking such action. We are here to help and provide guidance throughout your sales process.

10. Cancellation Policy

  • All deposit payments are non-refundable and non-exchangeable under all circumstances.

  • We are committed to assisting you at every stage to avoid cancellation. If you are unable to make sufficient sales and need to cancel, we may offer the option to exchange your retreat dates, depending on the notice given. Early communication is crucial for us to provide support.

  • If the Host cancels within 12 to 4 months of the event date, no further costs will be incurred. Please inform us of any cancellation as early as possible so that we can help manage the situation.

  • Cancellations within 4 to 2 months will result in the forfeiture of 50% of the paid installment, with the remaining 50% transferred to the following year.

  • Cancellations within 2 months will result in the forfeiture of all pre-paid amounts.
    Late Payment Penalties: Failure to pay installments within one month of the due date may result in cancellation of the booking. We will always discuss cancellations with you before taking action.

  • Any deviation from the payment schedule could lead to the forfeiture of your booking, without refunding previous payments. Please stay in touch and communicate openly with us.

  • In rare or exceptional circumstances where Karmavida must cancel a retreat, the Retreat Host will receive a full refund, plus a €500 voucher as compensation.

Travel Insurance: Please note that Karmavida is not a travel agency or a tourist service provider. We recommend that both Hosts and guests obtain retreat insurance for the Hosts and travel insurance for guests. This ensures that, in the event of exceptional circumstances, you may be covered for your losses.

This version provides clear, professional language that meets legal expectations, while making it accessible for your website audience. Let me know if you need any further adjustments or clarifications!

11. Covid-19 Policy
Force Majeure: The venue is not responsible for failure to fulfill its obligations due to circumstances beyond its control, including but not limited to natural disasters, pandemics, or government restrictions.

In the event that circumstances related to COVID-19 (Coronavirus) impact your retreat in 2025, we are offering Safe and Flexible options for retreat leaders, teachers, and participants who have already booked. You will not lose any payments.

Option 1: Postponing/Rescheduling – If you prefer a different date, you may change your retreat attendance to another time without penalty.

Option 2: Retreat Voucher – You will receive a voucher valid for 14 months, which can be used as cash for one or more retreats or for any new bookings. The voucher balance may be applied to future retreats until it is fully used.

12. Liability Limitations

Retreat Liability Waiver:
While the venue will take every reasonable measure to ensure the safety of the Host during the retreat, we cannot control all circumstances. The Host and Client are legally responsible for their own safety and belongings and agree to the following:
"I, the Host, and the Client accept all risks to my health, injury, or death that may result from participation in the retreat. I hereby release the venue, its officers, employees, interns, sponsors, and representatives from any liability for loss, damage, or injury, including death, resulting from my participation in the retreat, whether caused by negligence or otherwise. I agree to indemnify and hold harmless the venue and any third-party from liability for injury, death, or property damage arising from my actions during the retreat.”


I acknowledge and agree to be financially responsible for any medical or legal costs incurred due to emergency medical treatment during the retreat. I will notify the venue of any pre-existing medical conditions, food allergies, or medications I am taking. Failure to do so may result in the venue not being responsible for any health issues that arise.

13. General Terms & Conditions

(A) Health & Safety Liability Disclaimers:
As a self-employed retreat host, you are responsible for your own safety regulations and legal requirements. You and your guests will sign a disclaimer prior to arrival. The event will have insurance, as will professional leaders and the venue. All guests are legally required to complete a PAR-Q Health Form if partaking in any activities.
Health conditions or dietary requirements must be communicated to retreat organizers two weeks before the event. The venue is not liable for any injuries or accidents during your stay.
Risk Assessment: All staff and volunteers must review the General Risk Assessment and be familiar with fire safety protocols.

(B) Fire Safety & Management:
The retreat host is responsible for informing guests of the risks of smoking and the proper disposal of cigarettes. A General Risk Assessment must be reviewed and understood by all staff, with appropriate fire safety measures in place.

Fire Ceremonies: Open fires are illegal during summer months, and the retreat host may be liable for fire-related damages. Fire ceremonies are only permitted in specific areas with prior council approval.

(C) ID/Passports:
It is mandatory by law to provide copies of identity documents or passports for all guests aged 16 or older, uploaded at least 3 days prior to arrival.

https://drive.google.com/drive/folders/1wOCTeYPjQrIoKrrK1VSLgW5AInl6QNBa?usp=sharing

(D) Private Catering:
The retreat host is responsible for hiring a catering team with up-to-date hygiene certifications and public liability insurance for Europe. If using a non-recommended catering service, the host must ensure the provider meets these requirements, for the health and safety f our guests.

(E) Treatments:
All personal training sessions, massages, and other treatments last one hour, unless otherwise agreed. If guests are late, the full hour may not be provided.

(F) Maintenance:
The maintenance team may need access to the accommodation to clean the pool and garden but will not enter the villa's interior.

(G) Damages & Loss:
The venue is not responsible for any loss or damage to personal belongings. Any damage should be reported immediately to the event manager, and the host will be responsible for any damages caused by their guests. A damages deposit of €350 is required.

(H) Your Group's Travel Arrangements:
Transportation costs to and from the retreat venue are not included in the booking price. The venue is not responsible for travel-related cancellations or delays. The retreat host should ensure guests have travel insurance covering retreat activities, and recommend a “cancel for any reason” option. Retreat hosts are also responsible for providing event insurance and obtaining guest disclaimers.

(I) Hot Tub Management:
The retreat host is responsible for ensuring guests follow the hot tub guidelines. This includes ensuring guests shower before use and respect the rules for the hot tub and pool. A €250 fee applies if the water needs to be changed due to misuse. Onsite manager is there to give full instructions at Meet & Greet.

(J) Legal Requirements
Host Responsibilities:

  • Public Liability Insurance (for activity provided)

  • Professional Qualifications (for activities provided)

  • First-Aid Certification

  • Risk Assessment (provided by Karmavida, must be read) Link to general risk assessment

  • Passport Compliance (copies collected and uploaded)

  • Catering Providers with Professional Qualification (Health & hygine, Allergies)

  • Allergies/Intolerances disclosed to Chefs 2 weeks prior

  • Emergency procedures

Guest Responsibilities:

  • Travel Insurance (advised: to cover cancellations and activities)

  • Health Form & Liability Disclaimer (signed by Guests - template provided by Karmavida)

  • Allergies/Intolerances disclosed at booking

  • Provide copy of passport

Venue Responsibilities:

  • Public Liability Insurance

  • On-call Manager

  • First-Aid Certification

  • Disclaimers (signed by Hosts and Guests)

  • Risk Assessment provided to Hosts

  • Event Insurance - Karmavida

  • Catering Providers with Professional Qualifications & Pubic Liability Insurance

(K) Intellectual Property Rights
All content and designs, including text, photos, and logos, are the property of the venue and protected by copyright. Any use of this content for commercial purposes must be credited with the copyright information "LIGHTTRAPPER PHOTOGRAPHY."

(L) User Representations
By making a reservation, the Host affirms that all submitted personal and professional information is accurate and complete. The Host agrees to comply with these terms and not use the retreat venue for illegal purposes.

(M) Use of Facilities
Hosts and guests are expected to respect the property. Any damage caused by guests will be charged to the host, and the venue reserves the right to ask guests to leave without refund if their behavior is deemed inappropriate.

Acceptance of Terms
By making a reservation, guests acknowledge and agree to these terms and conditions.