Fertility Retreats Ltd Terms & Conditions

Thank you for considering using Fertility Retreats Ltd to help you in your fertility journey to becoming a parent.

This document is herein referred to as the “Terms and Conditions” and forms the entire agreement between the Client and Fertility Retreats Ltd. Headings in this document are used for convenience only.

Definitions

In this document, unless stated otherwise, the following expressions have the following meanings:

Booking – A Booking made by the Client on the booking page of the website belonging to Fertility Retreats Ltd.

Contract – The agreement entered into between Fertility Retreats Ltd and the Client at the time of the Booking and governed by these Terms and Conditions.

Client/You – The individual, group or Company that makes a booking with Fertility Retreats Ltd.

Fee – The full amount payable to Fertility Retreats Ltd at the time of Booking.

Force Majeure – Any act, event, omission, or accident beyond the reasonable control of Fertility Retreats Ltd. This includes but is not limited to; acts of God, war, riot, civil unrest, compliance with laws and regulations, accident, pandemic, fire, flood, storm, adverse weather, strikes, breakdown of machinery, industrial disputes or transport.

Hotel – Down Hall Hotel & Spa, Matching Road, Hatfield Heath, Bishop’s Stortford, CM22 7AS

Partner Providers/Third Party Providers – Companies or individuals who provide services at a Fertility Retreats event who are not directly employed by Fertility Retreats Ltd.

Fertility Retreat – Inclusive of one night stay at Down Hall Hotel & Spa.

Services – Those services provided by Fertility Retreats Ltd to the Client as identified in the ‘What We Provide To You’ section of this document.

We – Fertility Retreats Ltd.

Websitewww.fertilityretreats.co.uk.

Website

The term ‘Fertility Retreats Ltd’, or ‘us’ or ‘we’ refers to the owner of the website.

The use of this website, and together with our Privacy Policy is subject to the following terms of use:

  • The content of the pages of this website is for your general information and use only, which is subject to change without notice.
  • This website uses cookies to monitor browsing preferences as per our Privacy Policy. If you do not allow cookies to be used, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of the website. Further information about cookies and how to disable them please visit allaboutcookies.org.
  • Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
  • Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
  • This website contains material which is owned by Fertility Retreats Ltd. This material includes, but is not limited to, the design, layout, look, appearance, pictures, videos and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these Terms and Conditions.
  • All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
  • Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
  • From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
  • Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.
  • You may retrieve and display the content of the Fertility Retreats Ltd website on a computer screen, mobile phone, iPad or any other technical drive, and may print such content for your own personal use, provided you keep intact all copyright and proprietary notices. You may not reproduce, modify, copy or distribute or use for commercial purposes any of the Fertility Retreats Ltd Programme, information, or content without written permission from Fertility Retreats Ltd.

Who We Are

Fertility Retreats Ltd – www.fertilityretreats.co.uk (“We”). We are a company that is incorporated and registered in England and Wales under Company Number 12865984 whose registered office address is at 65 Heatherburn Court, Woodham, Newton Aycliffe, County Durham DL5 4UZ, United Kingdom.

Our Aim For You As a Valued Guest

The aim of our Terms and Conditions is to ensure that as our valued Client, you are fully informed of your contract with Fertility Retreats Ltd upon booking.

If there is anything we can help you with regarding these Terms and Conditions, then please e-mail – info@fertilityretreats.co.uk or call 07903 523157 where a member of the team will be able to help you.

We understand that you may experience some degree of vulnerability during your stay at a Fertility Retreats event. To help alleviate any worries, concerns or answer any queries which you may have during your physical attendance at a Fertility Retreats event, Fertility Retreats Ltd will provide a host who will be available to speak to at the Hotel and will be able to address any questions or concerns.

Fertility Retreats is not a place to attend if you have a serious medical condition, including mental health issues. We advise that you contact your GP for any serious complex health conditions.

What We Provide To You

Fertility Retreats Ltd offers a safe and supportive place where you can relax and unwind whilst gaining specialised fertility advice on how making lifestyle changes can help increase the chance of a pregnancy; all of which are provided within the Fertility Retreat event at Down Hall Hotel & Spa.

Fertility Retreats Ltd will refer anyone who attends a Fertility Retreat event to Third Party Providers under their instruction to make available fertility treatments and other specialised fertility services after a Fertility Retreat event.

Information We Collect From You

We need to collect some information from you in order to be able to provide the Fertility Retreat event to you. It is important that the information you provide to us is correct. We will only use your personal information as set out in our Privacy Policy.

What’s Included During Your Stay

Included in each Fertility Retreat event is the following, giving all attendees access to a wealth of specialised fertility information to help improve the chance of a pregnancy:

Clinical Advice from an IVF Specialist Fertility Retreats Host Throughout Your Stay
Diet and Nutritional Advice Take Home Fertility Retreats Gift Bag
Holistic Approach to Fertility Advice Mini 1-2-1 Consultations (Day 1)
Fertility Fitness Advice Fertifa Promotional Offer (All Couples)
Emotional and Relationship Advice Free Consultation with a Fertifa Fertility Advisor
Healthy Snacks, Lunch & Non-Alcoholic Drinks (Day 1) Free Consultation with a Nutritional Specialist
Overnight Stay in a Luxury Hotel Free Consultation with a Fertility Coach
3 Course Dinner & Full English Breakfast Free Consultation with a Fitness Specialist
Use of the Wellness Centre & Hotel Facilities Access to Holistic Wellbeing Specialists
Late Room Check Out (11.00am) Continued Specialised Support After Your Stay

Complementary consultations will be arranged as a telephone consultation after a Fertility Retreat event and not during the Fertility Retreat event (limited to 20 mins – free).

What’s Not Included During Your Stay

Additional services including, without limitation, additional food, non-alcoholic drinks, any alcohol, any wellbeing treatments Down Hall Hotel & Spa offers, additional overnight accommodation and any other additional costs incurred at the Hotel venue are not included as part of the Fertility Retreat event or package.

Healthy snacks, lunch and dinner are only included during day 1 of any Fertility Retreats event / stay as per the itinerary set refreshment break times. Non-alcoholic refreshments are also included on day 1 of a Fertility Retreats event / stay but are limited between the hours of 08.30am-5.00pm, also as per the itinerary set refreshment break times. Non-alcoholic refreshments are included during dinner on day 1 and also during breakfast on day 2, which for the avoidance of doubt are limited to water, juice, and tea and coffee only.

Additional food, non-alcoholic drinks that do not form part of the set itinerary on day 1 or day 2 of the Fertility Retreats event, and alcohol are all additional costs that are not included in your stay with us. Wellbeing treatments, additional overnight stays and any other costs incurred are also not included in your stay with Fertility Retreats Ltd.

All additional costs must be paid directly to the Hotel venue and are subject to their Terms and Conditions, as well as their Privacy Policy.

Hotel Venue Pictures

Pictures on the Fertility Retreats website of the Hotel and accommodation may vary differently and are not an exact match of the image on the Hotel website.

Our Rights

Fertility Retreats Ltd reserves the right to adjust, modify, or cancel elements of the suggested timetable of events without notice which may be due, but are not limited to, emergencies, illness, or travel disruption.

Fertility Retreats Ltd reserves the right to remove any guest who is abusive and / or obstructive to other guests, Fertility Retreats staff, or Hotel staff.

Fertility Retreats Ltd reserves the right to change the start and finish time of a Fertility Retreats event with very little or short notice due to unforeseen circumstances.

Although our Fertility Retreats events are staffed by specialised fertility specialists / holistic providers, we offer no guarantee outcomes either during or after any Fertility Retreat event.

Booking

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 these Terms and Conditions and has the authority to and agrees to be bound by them.
  • Consents to our Privacy Policy and use of personal data and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including, but is not limited to; full name, date of birth, address, mobile telephone number, sexual orientation, and where applicable any special categories data such as information on health conditions or disabilities and dietary requirements.
  • Agrees that all personal details given at the time of making full payment to be given to the Hotel venue by Fertility Retreats Ltd for reservation purposes and is authorised on behalf of all persons named on the booking to also disclose their personal details to the Hotel venue. This information includes, but is not limited to; full name, date of birth, address, mobile telephone number, sexual orientation, and where applicable any special categories data such as information on health conditions or disabilities and dietary requirements.
  • Is over the age of 18 years of age and is a resident of the United Kingdom.
  • Accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.

All bookings are subject to availability at the time of booking. We do not guarantee any Fertility Retreats events we advertise will still be available at the time of booking.

By providing us with verbal or written confirmation that you wish to book to attend a Fertility Retreat event, you are requesting us to confirm your reservation and booking on your behalf, which includes passing all personal details of those named on the booking to the Hotel venue for reservation purposes.

Once full payment has been made, you have entered into a legally binding agreement with Fertility Retreats Ltd to attend a Fertility Retreat event.

Payment & Cancellation Policy

You are required to make full payment at the time of your booking by transferring the total fee to Stripe, a payment processing platform that Fertility Retreats Ltd uses to allow Clients to process payment by a way of debit or credit card. This payment is made online via our website.

If you need to cancel the booking, you can do so by advising Fertility Retreats Ltd in writing by e-mailing  info@fertilityretreats.co.uk. Any cancelled booking will be subject to cancellation charges.

For the avoidance of doubt, the following cancellation charges are based on the number of weeks before the arrival date of a Fertility Retreats event as specified below:

Cancellation between 1 and 8 weeks                      No refund will be given

Cancellation between 9 and 12 weeks                    50% refund will be given

Cancellation 13 weeks or more                                  75% refund will be given

Fertility Retreats Ltd reserves the right to cancel, modify, or terminate a reservation in the event there are serious grounds for doing so. We will of course contact you should these circumstances arise and handle any losses in line with your legal rights.

If Fertility Retreats Ltd has to unfortunately cancel a Fertility Retreat event prior to the commencement, the Client will be offered an alternative date or a full refund.

Insurance

Personal Accident & Cancellation Insurance is highly recommended prior to making any booking to attend a Fertility Retreat event to cover potential eventualities of you not being able to attend on the designated date.

Special Requests

Any special requests in connection with your stay at a Fertility Retreat event must be advised to us at the time of booking in writing. Fertility Retreats Ltd will endeavour to fulfil any special requests, however we cannot guarantee all special requests will be met.

Minimum Age Requirements / Restrictions

You must be over the age of 18 to attend a Fertility Retreat.

Assignment to Third Party

If you are unable to attend a Fertility Retreat event yourself, then you are able to nominate a person of your choice to take your place. At this point they accept and adhere to our Terms and Conditions, as well as our Privacy Policy accordingly.

The named person on the booking agrees to be personally held responsible in paying for the cost of additional services and treatments that are not included in the package that Fertility Retreats Ltd offers for themselves and the other person(s) on the booking form.

Should the Client seek to assign their booking to a third party, they must first obtain the consent of Fertility Retreats Ltd. Fertility Retreats Ltd reserves the right to refuse an assignment without reason.

Hotel

All Hotel venues, including the wellness centre, gardens and car park are smoke free, which includes vaping. Further clarification can be sought by viewing the Hotel’s website.

An additional ‘deep clean charge’ will automatically be charged by the Hotel venue in the event of any Client found to be smoking in the bedrooms. This is the responsibility of the Client to pay the hotel directly and not the responsibility of Fertility Retreats Ltd.

Any item damaged by neglect, or deliberate action, including, but is not limited to, sheets, quilts, pillows, bathrobes, towels etc, damaged by application of hair dyes, false tans or cosmetics will be automatically charged by the Hotel venue and is the responsibility of the Client to pay the Hotel directly.

Fertility Retreats Ltd will not be responsible for this liability.

Fertility Retreats Ltd has no strict dress code; however, we ask all guests to dress appropriately for a Fertility Retreat event and in accordance with the Hotel’s expectations. Further clarification can be sought by viewing the Hotel’s website and reading their dress code policy.

Mobile phone devices are permitted; however, we ask all Clients to avoid using mobile phones and any other electronic device during the education talks, the communal areas of the hotel venue, wellness centre, garden and grounds.

Fertility Retreats Ltd operates a strict ‘zero policy’ towards disruptive Clients. Where a situation may arise, Clients will be asked to leave a Fertility Retreat event immediately without a refund.

Clients that unfortunately need to leave a Fertility Retreat event due to illness, family emergencies or for any other reason, a part refund is not available.

Fertility Retreats Ltd does not accept any liability or damage to Clients’ personal items during a Fertility Retreat event.  Large amounts of cash or valuables will need to be covered by your own insurance and we encourage you not to bring high value items with you to a Fertility Retreats event.

There is free parking at the Hotel venue. However, Fertility Retreats Ltd accepts no responsibility for any loss of, or damage to your property, vehicle or the contents therein, however caused. Further clarification and advice can be sought directly with the Hotel venue.

Responsibilities of the Client

Each Client is responsible for ensuring the appropriate travel arrangements are in place before booking to attend a Fertility Retreat. Travel costs to and from a Fertility Retreats event are not included in the cost and remain the responsibility of the Client.

It is each Client’s responsibility to arrive 15 minutes prior to commencement of a Fertility Retreat event and as per advice and guidance from Fertility Retreats Ltd.

Any Client who arrives late for a Fertility Retreat event will not be entitled to a part refund.

It is the responsibility of each Client to inform Fertility Retreats Ltd in writing of any health issues that may make them unsuitable to use the wellness centre at the Hotel venue. Failure to do so, may result in the Contract being cancelled without a refund.

Our Rights To Make Changes

We may make changes to a Fertility Retreats event itinerary at short notice, or on the day of the Fertility Retreat event in the case of:

  • To reflect changes in guidance and regulatory requirements
  • Client safety requirements
  • If a Partner Provider changes what treatments, they offer or how they deliver them

Partner Providers

Partner Providers are fully responsible for all treatments and other services that are provided to you by them. Fertility Retreats Ltd accept no responsibility for any potential breach of contract by a Partner Provider either during or after a Fertility Retreats event.

All treatments and other services provided to you by Partner Providers either during or after a Fertility Retreats event will be on the Terms and Conditions of such Partners Providers, under applicable laws, guidance or regulations, disclaims liability for the performance of such treatments or other services. We strongly recommend that you familiarise yourself with each Partner Provider’s own Terms and Conditions prior to engaging in their services.

Competition Entries

These Terms and Conditions serve all competitions hosted by Fertility Retreats Ltd on social media platforms including Facebook, Twitter, LinkedIn and Instagram unless otherwise stated.

By entering our competitions, an entrant is indicating his/her agreement to be bound by these Terms and Conditions.

There is no entry fee and no purchase necessary to enter the competitions. To enter, the participant will be required to engage with a Facebook, Twitter, LinkedIn or Instagram post as specified in the competition announcement.

Unless otherwise stated within the competition announcement – a winner, or winners, will be picked entirely at random from the pool of eligible entries within 48 hours of the stated competition closing date/time, and the winner will be notified within 5 days.

If the winner cannot be contacted or does not claim the prize within 14 days of notification, we reserve the right to withdraw the prize from the winner and pick a replacement winner.

Entries after the closing date/time will not be valid.

Prizes cannot be exchanged or refunded and there is no cash alternative.

Prizes must be booked and completed within 3 months of notification.

Participants understand and agree that the social media sites which host such competitions (Facebook, Twitter, and Instagram) do not in any way sponsor, endorse or administer any of Fertility Retreats Ltd competitions and are in no way associated.

By entering a Fertility Retreats Ltd competition, you completely release all social media sites from any liability to the participant arising from or as a result of participant’s participation.

You consent to the Promoter using the images uploaded on its own website and any other social media sites or other media form in perpetuity to promote the brand, Fertility Retreats Ltd.

The competition and these Terms and Conditions will be governed by English law and any disputes will be subject to the exclusive jurisdiction of the courts of England.

Intellectual Property

The content of our website – www.fertilityretreats.co.uk is protected by copyright, trademarks, database rights and other intellectual property rights.

All intellectual property rights in the Fertility Retreats events, all Information associated with our programme, our brand and the Fertility Retreats logo throughout the world (“our IPR”) belong to us.

You have no intellectual property rights in, or to, our IPR other than the right to use them in accordance with these Terms and Conditions.

The logo and branding of our Partner Providers and other business partners are trademarks and/or owned by such parties.

Media and Marketing

Fertility Retreats Ltd reserve the right to take photographs of the Client during their stay at a Fertility Retreat event.

The Client accepts that all rights whatsoever arising from these photographs shall be owned by Fertility Retreats Ltd and may be used for marketing purposes.

On-Line Fertility Events

These Terms and Conditions apply in full to all On-Line Fertility events that Fertility Retreats Ltd may host from time to time, unless otherwise stated.

Complaints Procedure

All complaints should be addressed to Sarah Day in writing at sarah@fertilityretreats.co.uk.

Fertility Retreats Ltd will endeavour to respond and resolve all complaints within 15 working days of receiving such complaint.

Force Majeure

Force Majeure events cover acts of God, flood, drought, earthquake. a pandemic, epidemic, civil war, civil commotion, natural disasters, nuclear, chemical or biological disaster, or any law or action taken by the countries governing body, or public authority, strikes, industrial action or non-performance by suppliers or subcontractors.

Under the Force Majeure event, if Fertility Retreats Ltd is prevented from operating our business under our normal Terms and Conditions, we will not be liable for any breach of contract, or for any such delay in the performance of our obligations, which will not affect or terminate the termination of our contract with you.

If the Force Majeure hinders in any way our ability to deliver on the commitments of your booking , you are entitled to cancel your booking.

If the Force Majeure hinders or affects your booking in any way, within 90 days of your arrival date, no refund will be due to you. However, Fertility Retreats Ltd will offer an alternative date to re-book your stay with us, which once re-booked, will be subject to our normal Terms and Conditions.

Other Important Terms

We may amend these Terms and Conditions from time to time. Please note the date at the bottom of these Terms and Conditions to see when they were last updated.

These Terms and Conditions come into force at the time of your booking, and will apply to the Agreement between you and Fertility Retreats Ltd.

We may revise these Terms and Conditions from time to time to reflect changes in relevant laws and regulatory requirements. If we have to revise these Terms & Conditions before your attend a Fertility Retreat with us, we will contact you to give you reasonable advance notice of the changes and advise how you can cancel the Agreement if you are not happy with the changes.

We may also need to make changes to these Terms and Conditions due to events beyond our control that are in relation to the hotel venue.

Covid-19. Safe Operating Procedures and Protocols.

Please be advised that we can only accept the number of guests allowed at a Fertility Retreat in line with current Government Guidelines. Please visit the Government website for more information and clarification and the Hotel website.

We encourage all guests to view the Fertility Retreats event venue / Hotel for more information on their Covid-19 Hygiene and Social Distancing Policy prior to booking a Fertility Retreats event.

We encourage all guests to adhere to and follow the wearing of masks, social distancing and the Hotel’s policy on Covid-19 to keep everyone as safe as possible.

Jurisdiction

These terms and conditions shall be governed and construed in accordance with English and Welsh law.

This Terms & Conditions Policy was updated on the 1 April 2021.

Menu