Rooted Passage: Terms & Conditions
1. Introduction and Legal Framework
Welcome to Rooted Passage. These Terms & Conditions constitute a legally binding agreement between you (the "Participant," "Guest," or "you") and Rooted Passage ("we," "us," or "our"). These terms are meticulously designed to govern the entirety of your relationship with us, from the moment of initial inquiry and booking through to the conclusion of your participation in any Rooted Passage retreat (the “Retreat”). It is imperative that you recognize that by proceeding with a booking, whether through our website, via email, or through any authorized third-party platform, you are explicitly confirming that you have read, understood, and voluntarily agreed to be legally bound by every clause contained herein.
The essence of a Rooted Passage Retreat is built upon community, wellness, and mutual respect. These terms ensure that the administrative and legal foundations of our collective journey are transparent and fair. If you are booking on behalf of multiple individuals, you assume the responsibility of ensuring that every member of your party has read and consented to these terms. Your payment of a deposit or the full balance serves as your digital signature and acknowledgement of this contract.
2. The Retreat Experience: Scope of Services
The Rooted Passage experience is curated as an all-inclusive wellness journey, designed to alleviate the stresses of daily life by providing a structured yet soul-nourishing environment. Your booking fee covers a specific set of services which typically include: boutique accommodation for the duration of the Retreat; a curated menu of plant-based meals as detailed in your specific itinerary (designed to support physical detoxification and mental clarity); all scheduled group activities, curated local experiences, and specialized workshops; and local transportation required for group excursions during the Retreat dates. Furthermore, you will have the dedicated support of Rooted Passage hosts throughout the experience to facilitate your journey.
It is important to note the specific boundaries of this "all-inclusive" nature. While we provide a comprehensive experience, personal discretionary spending, additional spa treatments outside the itinerary, and individual excursions are not covered. Furthermore, unless explicitly stated in your specific Retreat itinerary (such as a celebratory final dinner where specified), alcohol is strictly not included in the package price. We advocate for a mindful approach to consumption during our retreats to maximize the benefits of the plant-based nutrition and wellness programming provided.
3. Personal Travel Arrangements and Logistics
While Rooted Passage manages the experience once you arrive at the designated meeting point, the logistics of reaching that destination remain the sole responsibility of the Participant. All travel to and from the Retreat—including but not limited to international and domestic flights, rail travel, visas, and entry permits—must be arranged and funded by you. We strongly recommend that you do not book non-refundable travel until your Retreat place is officially confirmed by our team.
Rooted Passage acts as an organizer of the Retreat experience and is not a travel agency or an airline carrier. Consequently, we are not liable for any disruptions to your travel plans, including delays or cancellations by airlines, rail providers, or other third-party transport entities. Furthermore, it is your responsibility to ensure you possess the correct and valid travel documentation, such as passports with sufficient validity and necessary visas. We cannot be held responsible for missed connections, late arrivals at the Retreat start point, or any expenses incurred due to your inability to enter the host country. Airport transfers are only provided and included in the price when specifically noted in the Retreat brochure; otherwise, these must be coordinated independently.
4. Mandatory Comprehensive Travel Insurance
Due to the nature of international travel and the inherent risks of group retreats, Rooted Passage requires all Participants to hold a comprehensive travel insurance policy. This is not merely a recommendation but a mandatory condition of participation. It is your responsibility to ensure that your policy is active from the moment you pay your deposit until the moment you return home.
Your insurance policy must, at a minimum, provide coverage for: emergency medical expenses and repatriation; trip cancellation or interruption (covering your retreat fee and travel costs); loss, theft, or damage of personal belongings; and significant travel delays or disruptions. By agreeing to these terms, you acknowledge that Rooted Passage is not liable for any financial losses or medical costs that would typically be covered by a standard comprehensive insurance policy. We reserve the right to request proof of insurance at any time; failure to provide adequate documentation may result in the cancellation of your booking without a refund. You are solely responsible for ensuring the adequacy of your coverage for the specific destination and activities involved in the Retreat.
5. Health, Fitness, and Personal Participation
5.1 Personal Responsibility for Wellbeing
A Rooted Passage Retreat is an active and immersive experience. By booking, you represent and warrant that you are in good physical and mental health and are fully capable of participating in the activities outlined in the itinerary. You acknowledge that you are the best judge of your own physical and mental limitations and agree to take full responsibility for your well-being throughout the duration of the program.
5.2 Disclosure of Medical Conditions and Requirements
Transparency is vital for your safety and the harmony of the group. You are legally obligated to inform us, in writing, prior to booking of any pre-existing medical conditions, physical injuries, mental health concerns, severe allergies, or specific dietary requirements. While we strive to be inclusive and accommodate various needs, Rooted Passage reserves the absolute right to restrict participation in certain activities or, in rare cases, decline a booking if we believe the Retreat environment is not suitable for your specific health needs or if we cannot safely accommodate your requirements.
5.3 Professional Medical Advice
Our staff and hosts are wellness facilitators, not medical doctors or licensed therapists. If you have any doubts regarding your fitness to travel or participate in activities such as yoga, hiking, or breathwork, you must consult a qualified medical professional before finalizing your booking. Any advice provided by Rooted Passage staff is for informational purposes only and does not replace professional medical consultation.
5.4 Pregnancy Policy
We welcome expectant mothers; however, safety is our priority. If you are pregnant at the time of the Retreat, you must provide a written statement from your doctor or midwife confirming that you are fit to travel and participate in the specific activities of the Retreat. We also ask that you keep us updated on your status, as some activities may need to be modified for your comfort and safety.
5.5 Illness, Vaccinations, and Preventative Health
It is the Participant's responsibility to research and obtain any required vaccinations or preventative medications (such as malaria prophylaxis) for the Retreat destination. Rooted Passage is not liable for any illness contracted during or after the Retreat, including but not limited to food-borne illnesses, tropical diseases, or respiratory infections. You are responsible for managing your own medications and health protocols while on-site.
5.6 Acknowledgement of Inherent Risks
You acknowledge that the Retreat may take place in remote locations or developing countries where standards of infrastructure, hygiene, and medical facilities may differ from your home country. Participation involves inherent risks, such as traversing uneven terrain, exposure to wildlife, and physical exertion. By attending, you voluntarily assume all risks associated with the experience and agree that Rooted Passage is not liable for injuries resulting from the natural environment or the inherent nature of the activities.
6. Financial Terms: Booking and Payment
6.1 The Deposit System
To initiate a booking and secure your place in a Rooted Passage Retreat, a $500 deposit is required. This deposit is non-refundable under all circumstances (subject to the cooling-off period in Section 7.1), as it covers immediate administrative costs, host venue deposits, and the reservation of resources. The deposit is applied directly toward the total cost of your Retreat.
6.2 Final Balance and Payment Deadlines
The remaining balance of your Retreat fee must be paid in full no later than 60 days before the scheduled start date. This deadline is strict. If the balance is not received by this time, Rooted Passage reserves the right to treat your booking as cancelled by you. In such an event, your $500 deposit will be forfeited, and your spot may be offered to an individual on our waiting list. If you book a Retreat less than 60 days before the start date, the full amount is due immediately upon booking.
6.3 Pricing Transparency
All prices quoted are per person and are based on shared occupancy unless a single supplement or private room is explicitly selected and paid for. We reserve the right to adjust prices in the event of extreme currency fluctuations or tax changes, though we will always strive to honor the price at the time of your deposit.
7. Cancellation and Refund Policy
7.1 The 14-Day Cooling-Off Period
We offer a 14-day cooling-off period from the date of your initial deposit. During these 14 days, you may cancel for any reason and receive a refund of any monies paid, minus the $500 non-refundable deposit. Please note that this cooling-off period is only applicable if your cancellation occurs at least 45 days before the Retreat start date. If you book within 45 days of the start date, the cooling-off period does not apply.
7.2 Cancellation Timeline: 45 to 30 Days
If you choose to cancel your booking between 45 and 30 days prior to the Retreat start date, we will refund 50% of the total amount paid (including the balance payment). The initial $500 deposit remains strictly non-refundable and will be deducted before the 50% calculation is applied.
7.3 Cancellation Within 30 Days
If a cancellation is made within 30 days of the Retreat start date, no refunds will be provided. At this stage, Rooted Passage has already committed full funds to accommodation, catering, and local providers. We strongly urge you to utilize your mandatory travel insurance to claim for any losses due to unforeseen circumstances preventing your travel.
7.4 Transfer of Booking
If you are unable to attend, you may request to transfer your booking to a friend or family member. Such a transfer is subject to our written approval and the requirement that the new participant meets all health and fitness criteria. An administration fee may be applied to cover the costs of updating manifests and logistics.
7.5 No Shows and Early Departures
No refunds, partial or full, will be issued for "no-shows," late arrivals, or participants who choose to leave the Retreat early for any reason. Similarly, no credit or refund will be given for any unused portion of the Retreat, including meals, workshops, or excursions that a Participant chooses not to attend.
8. Amendments and Cancellations by Rooted Passage
8.1 Right to Amend Itinerary
While we strive to follow the published itinerary to the letter, the nature of travel requires flexibility. We reserve the right to make reasonable changes to the schedule, accommodation, or activities due to weather, local conditions, or provider availability. In the rare event that a specific accommodation or activity becomes unavailable, we will provide an alternative of an equal or higher standard.
8.2 Minimum Occupancy Requirements
Our Retreats are designed for a specific group dynamic and require a minimum of 75% occupancy to proceed. If this threshold is not met 30 days before the start date, we reserve the right to cancel the Retreat. In this specific scenario, you will receive a 100% refund of all monies paid to Rooted Passage. Please note that we are not responsible for any external costs, such as non-refundable flights or visa fees, and we cannot refund third-party payment processing fees (e.g., Stripe or credit card fees).
8.3 Force Majeure
Rooted Passage is not liable for failure to perform its obligations if such failure is the result of "Acts of God" or Force Majeure. This includes, but is not limited to, natural disasters, fires, floods, pandemics, government-imposed travel restrictions, war, civil unrest, or major transport strikes. In such cases, while we are not legally bound to provide a refund, we will endeavor to offer a partial refund or, more commonly, a credit toward a future Retreat.
9. Limitation of Liability and Assumption of Risk
9.1 General Indemnity
By participating in a Rooted Passage Retreat, you agree to indemnify and hold harmless Rooted Passage, its directors, employees, and contractors from any and all claims, demands, or causes of action which are in any way connected with your participation. This is a comprehensive release of liability.
9.2 Financial and Medical Limitations
We do not provide medical, accident, or life insurance. You are solely responsible for any costs associated with medical treatment, emergency evacuation, or personal liability incurred during the Retreat. We are not responsible for any psychological or physical distress that may arise from the workshops or activities.
9.3 Protection of Personal Property
Rooted Passage is not liable for the loss, theft, or damage of any personal belongings, including jewelry, electronics, or cash, regardless of where the loss occurs (including within provided accommodation). We recommend leaving valuables at home and using provided safes where available.
9.4 Independent Third Parties
We often collaborate with third-party providers for transport, specialized workshops, or excursions. While we vet our partners carefully, they are independent contractors. Rooted Passage is not liable for the acts, errors, omissions, or negligence of these third parties.
10. Standards of Behaviour and Group Harmony
To maintain a safe and supportive environment, we expect all Participants to behave with respect, kindness, and cultural sensitivity. Rooted Passage reserves the right to terminate the participation of any individual, without refund, whose behavior is deemed disruptive, unsafe, or inappropriate. This includes, but is not limited to, verbal or physical abuse, illegal drug use, or repeated failure to follow the host's safety instructions. In the event of expulsion, the Participant is responsible for their own return travel and costs.
11. Group Bookings and Authority
If you are making a booking on behalf of a group or another individual, you are designated as the "Lead Participant." By completing the booking, you warrant that you have the legal authority to bind all members of your group to these Terms & Conditions. You are responsible for disseminating all Retreat information and these terms to your party.
12. Conflict Resolution and Complaints
If you encounter an issue or are dissatisfied with any aspect of the Retreat, you must notify a Rooted Passage host immediately. Most issues can be resolved quickly on-site. If a resolution is not reached, any formal complaint must be submitted in writing within 14 days of the Retreat's conclusion. We will not consider complaints raised for the first time weeks or months after the event.
13. Data Privacy and Protection
Your privacy is paramount. Any personal information collected—including health data and contact details—is handled in strict accordance with our Privacy Policy and relevant data protection laws. We use your data only to facilitate your Retreat experience and will never sell your information to third parties.
14. Media Consent and Usage
By attending a Rooted Passage Retreat, you acknowledge that professional photography and videography may take place. You consent to your image, likeness, and voice being used by Rooted Passage for marketing and promotional purposes across various platforms, including social media and our website. If you wish to opt out of appearing in promotional media, you must notify us in writing prior to the start of the Retreat.
15. Logistics and Transportation
Where group transport is provided (e.g., a shuttle from a specific meeting point), it is your responsibility to provide us with accurate travel details (flight numbers, arrival times) at least 14 days in advance. If you fail to provide this information or arrive outside the designated window, you will be responsible for arranging and paying for your own transport to the Retreat venue.
16. Governing Law and Jurisdiction
These Terms & Conditions, and any dispute or claim arising out of them, shall be governed by and construed in accordance with the laws of England and Wales. You irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms.
17. Final Acceptance of Terms
By paying your deposit to Rooted Passage, you signify your total and unconditional acceptance of these Terms & Conditions. You acknowledge that you have had the opportunity to ask questions and seek legal counsel if desired. This document represents the entire agreement between you and Rooted Passage, superseding any prior verbal or written communications. We look forward to welcoming you on this transformative journey.
4th of April 2026