RALLY RETREATS

Booking Terms & Conditions

Thank you for choosing Rally Retreats. We look forward to welcoming you on one of our tennis or padel holidays.

These Booking Terms & Conditions explain the arrangements that apply when booking a retreat with us. Please read them carefully before confirming your booking.

1. About Rally Retreats

1.1  Rally Retreats Ltd (“Rally Retreats”, “we”, “us” or “our”) organises tennis and padel holidays in destinations including Spain, Ibiza and Portugal.

1.2  Our company details are:

Registered company name: Rally Retreats Ltd

Company registration number: 17327023

Registered address: 33 Orchard Way, Croydon, CR0 7NP

Email: [email protected]

Website: www.rallyretreats.co.uk

1.3  These conditions apply to bookings made directly with Rally Retreats, including through our website and authorised booking platform.

2. Making a Booking

2.1  To make a booking, you must complete the relevant booking form and pay the required deposit or full balance, as applicable.

2.2  Bookings are subject to availability and are only confirmed when we issue written booking confirmation.

2.3  The lead booker must be at least 18 years old and is responsible for ensuring that all information supplied is accurate and that everyone included in the booking is aware of these conditions.

2.4  Please check your booking confirmation carefully and notify us promptly of any errors.

3. What’s Included in Your Retreat

3.1  Each retreat has its own itinerary, inclusions and pricing, which will be clearly displayed before booking.

3.2  Depending on the retreat, your package may include:

• Accommodation for the specified number of nights.
• Tennis or padel coaching sessions.
• Organised matches, games or social tournaments.
• Access to selected tennis or padel facilities.
• Group activities or social events.
• Meals and refreshments where specified.
• Transfers or local transport where expressly included.

3.3  Only services specifically listed in your booking confirmation are included in the price.

3.4  Unless otherwise stated, flights, travel insurance, personal expenses, additional meals and optional activities are not included.

3.5  Guests are responsible for arranging their own travel to and from the destination unless transport is expressly included in the package.

4. Prices and Payments

4.1  All prices are quoted in pounds sterling (£).

4.2  The deposit required to secure your booking is £400 per person.

4.3  The final balance must be paid no later than 12 weeks before departure.

4.4  Payments will be processed through our authorised booking platform, WeTravel, or another payment method specified by Rally Retreats, which may include bank transfer or card payment via Stripe.

4.5  Any applicable booking or payment processing fees will be clearly disclosed before payment.

4.6  Where payment by instalments is offered, the payment schedule will be confirmed at the time of booking.

4.7  If a payment is missed, we will contact you and provide a reasonable opportunity to resolve the issue. Continued non-payment may result in cancellation of your booking, subject to the applicable cancellation terms.

4.8  Any changes to an agreed package price will only be made where permitted by applicable law and these conditions.

5. Cancellation by You

5.1  If you need to cancel your retreat, please notify us in writing as soon as possible.

5.2  You may cancel your booking at any time before departure. An appropriate and justifiable cancellation charge will apply, reflecting the timing of cancellation and the costs and losses reasonably incurred by Rally Retreats, taking account of any savings or alternative bookings.

5.3  The following cancellation charges apply:

5.4  Cancellation charges reflect Rally Retreats’ expected losses. We will provide an explanation of the charge upon request.

5.5  Where applicable package travel legislation entitles you to cancel without a termination fee, including certain unavoidable and extraordinary circumstances significantly affecting the destination or travel to it, those statutory rights will take precedence.

5.6  Any refund due will be processed within 14 days.

5.7  We strongly recommend obtaining suitable travel insurance that includes cancellation cover.

6. Changes to Your Booking

6.1  If you wish to change your booking, including your dates, accommodation arrangements or the name of a participant, please contact us as soon as possible.

6.2  We will do our best to accommodate reasonable requests, although changes may depend on availability and supplier arrangements.

6.3  Additional charges may apply where these represent reasonable costs incurred in making the requested changes.

6.4  Where package travel legislation applies, you may transfer your booking to another eligible person, subject to the applicable notice requirements and reasonable actual costs.

7. Changes or Cancellation by Rally Retreats

7.1  Occasionally, circumstances may require us to make changes to a retreat.

7.2  Minor changes, such as adjustments to coaching schedules, court allocations or the order of activities, may be necessary to ensure the smooth running of the holiday. We will inform you of relevant changes.

7.3  If we need to make a significant change to an essential part of your package before departure, we will explain the proposed change and your options, which may include accepting the change, accepting a suitable alternative retreat where available, or cancelling for a full refund.

7.4  We may also need to cancel a retreat because of insufficient participant numbers or unavoidable and extraordinary circumstances.

7.5  Where a minimum number of participants is required, this will be stated before booking, together with the applicable cancellation notification deadline.

7.6  Where Rally Retreats cancels a package in circumstances permitted by law, we will provide the refunds and any compensation required by applicable legislation.

8. Travel Documents and Entry Requirements

8.1  You are responsible for ensuring that you hold the necessary travel documents for your destination, including:

• A valid passport.
• Any required visa or travel authorisation.
• Appropriate documentation for your nationality and personal circumstances.
• Any required health or entry documentation.

8.2  We recommend checking the latest official travel advice and entry requirements well before departure.

8.3  Rally Retreats cannot accept responsibility for losses arising from a guest’s failure to meet entry requirements, except where the law provides otherwise or we have failed to fulfil our own obligations.

9. Travel Insurance

9.1  We strongly recommend that all guests arrange comprehensive travel insurance from the time of booking.

9.2  Your policy should provide appropriate cover for:

• Medical treatment and emergency assistance abroad.
• Participation in recreational tennis and padel.
• Cancellation or curtailment.
• Lost or damaged luggage and personal belongings.
• Personal liability.
• Any pre-existing medical conditions, where relevant.

9.3  Please check that your policy specifically covers the sporting activities you intend to participate in.

9.4  Rally Retreats’ financial protection arrangements are not a substitute for personal travel insurance.

10. Health, Fitness and Participation

10.1  Our retreats welcome players of different abilities, from beginners to experienced competitors, subject to any specific requirements stated for an individual retreat.

10.2  Tennis and padel are physical activities and involve an inherent risk of injury.

10.3  Guests should ensure that they are sufficiently fit to participate in their chosen activities and should seek appropriate medical advice where necessary.

10.4  Please notify us before travelling of any medical condition, injury, disability or other requirement that may affect your participation or for which reasonable arrangements may be needed.

10.5  We will endeavour to accommodate individual requirements where reasonably possible, but we cannot guarantee that every venue, activity or facility will be suitable for all guests.

10.6  Guests must follow reasonable safety instructions provided by coaches, venue staff and retreat representatives.

10.7  Nothing in these conditions excludes or restricts liability for death or personal injury caused by negligence or any other liability that cannot lawfully be excluded.

11. Coaching and Sporting Activities

11.1  Coaching sessions and organised activities will be delivered according to the itinerary for your chosen retreat.

11.2  We aim to provide an enjoyable experience appropriate to the group’s abilities and the available facilities.

11.3  Coaching schedules, group allocations and playing arrangements may be adjusted where reasonably necessary due to weather, participant numbers, venue availability or other operational circumstances.

11.4  Where a scheduled activity cannot take place, we will seek to provide an appropriate alternative or remedy in accordance with our legal obligations.

11.5  Participation in activities is voluntary, and guests should not undertake activities beyond their abilities or contrary to medical advice.

12. Accommodation

12.1  Accommodation details will be provided in the relevant retreat description or booking confirmation.

12.2  Room types, occupancy arrangements and any single-person supplements will be explained before booking.

12.3  Where accommodation changes become necessary, we will endeavour to provide a suitable alternative and will comply with any applicable rights relating to changes in the holiday package.

12.4  Guests are expected to respect accommodation rules and treat the property and its facilities responsibly.

12.5  Guests may be responsible for damage they cause through negligence or deliberate misconduct, subject to applicable law.

13. Guest Conduct

13.1  We want every Rally Retreats holiday to be welcoming, enjoyable and respectful.

13.2  All guests are expected to:

• Treat fellow guests, coaches and venue staff with courtesy and respect.
• Follow reasonable health and safety instructions.
• Use sporting equipment and facilities responsibly.
• Respect local laws, customs and venue rules.
• Avoid behaviour that places others at risk or seriously disrupts the retreat.

13.3  We reserve the right to take proportionate action where a guest’s behaviour creates a serious safety risk or significantly affects others, including ending their participation where reasonably necessary.

13.4  Any consequences, refunds or additional costs will be considered in accordance with the circumstances and applicable law.

14. Weather and Circumstances Beyond Our Control

14.1  Outdoor tennis and padel activities may be affected by weather conditions.

14.2  Where possible, we will endeavour to rearrange affected sessions or provide suitable alternatives.

14.3  In exceptional circumstances beyond our control, including severe weather, natural disasters, serious disruption or government restrictions, changes to the itinerary may be unavoidable.

14.4  Where such circumstances significantly affect the package, your rights under applicable package travel legislation will apply.

15. Complaints and Assistance

15.1  We want every guest to have a fantastic experience.

15.2  If something is not as expected during your retreat, please notify your Rally Retreats representative or the relevant service provider as soon as possible so that we have an opportunity to resolve the issue.

15.3  If the matter cannot be resolved during your stay, please contact us in writing at: [email protected]

15.4  Rally Retreats will provide appropriate assistance to guests experiencing difficulties during their package holiday, in accordance with applicable law.

15.5  Our contact details for complaints and assistance are:

Customer service email: [email protected]

Emergency contacts during retreat:

Casey Lyonette: 07940 518188          Duncan Mattey: 07540 723494

16. Responsibility and Liability

16.1  Rally Retreats accepts responsibility for the proper performance of the travel services included in a package booking, as required by applicable law.

16.2  Where any part of your package is not performed as agreed, you may be entitled to an appropriate remedy, price reduction or compensation, depending on the circumstances.

16.3  We are not responsible for services that you independently arrange and purchase outside your Rally Retreats booking, except where applicable law provides otherwise.

16.4  Nothing in these conditions limits your statutory rights or excludes any liability that cannot legally be excluded.

17. Financial Protection

17.1  The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Rally Retreats Ltd (ABTOT member number to be inserted upon confirmation), and in the event of their insolvency, protection is provided for non-flight packages.

17.2  ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if transportation was included in your package. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Rally Retreats Ltd.

17.3  In the unlikely event that you require assistance whilst abroad due to our financial failure, please call the ABTOT 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.

17.4  You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made

17.5  You can find out more about ABTOT here: https://www.abtot.com/

18. Personal Information and Privacy

18.1  We collect and process personal information necessary to administer bookings, arrange travel services and communicate with guests.

18.2  We may need to share relevant booking information with accommodation providers, sporting venues, coaches, payment providers and other suppliers involved in delivering your retreat.

18.3  Personal information will be handled in accordance with applicable data protection legislation and our Privacy Policy.

18.4  Our Privacy Policy is available on our website at www.rallyretreats.co.uk

19. Photography and Video

19.1  We may take photographs or videos during retreats for promotional purposes.

19.2  Where identifiable images of guests are used for marketing, we will obtain any consent or other lawful permission required under applicable data protection and privacy laws.

19.3  Guests may advise us if they do not wish to be included in promotional photography or filming.

20. Applicable Law

20.1  These Booking Terms & Conditions are governed by the laws of England and Wales, subject to any mandatory consumer protections and jurisdiction rights that apply to you.

20.2  Nothing in these conditions removes any statutory rights you may have as a consumer.

21. Contact Us

21.1  If you have any questions about your booking or these conditions, please contact:

Rally Retreats Ltd

Email: [email protected]

Website: www.rallyretreats.co.uk

Registered address: 33 Orchard Way, Croydon, CR0 7NP

21.2  These Booking Terms & Conditions should be read alongside the specific retreat description, booking confirmation, payment schedule, applicable package travel information and Privacy Policy.

Rally Retreats Ltd  |  Company No. 17327023  |  Version 1.0  |  October 2026