Terms and Conditions
for Conscious Soul Connection

Effective Date: 14 February 2025

Article 1 – Definitions

In these conditions, the following terms shall be defined as:

  • Client: Any individual or entity that registers, signs up, or agrees to participate in any group retreat, bed and breakfast stay, or personal guidance service offered by Conscious Soul Connection. This includes any person who completes the booking process to attend a retreat or book accommodation, whether for themselves or on behalf of other participants, and who is the recipient of our services. The Client is responsible for ensuring that any and all participants they are booking for are aware of these terms and agree to them, and by completing the booking, the Client confirms that all participants accept these terms.

  • Organizer: Refers to Conscious Soul Connection, including its owner, volunteers, and any subcontractors acting on its behalf. The Organizer is responsible for arranging and providing the group retreat services, bed and breakfast accommodations, and personal guidance as described on the website or promotional materials, which may include accommodations, meals, activities, workshops, and transportation as part of the retreat package. The Organizer is the principal entity in charge of the planning, execution, and management of these services and is the point of contact for Clients regarding any inquiries, bookings, and customer service related to the services offered.

  • Participant: Refers to any individual who attends, engages in, or makes use of any service or activity offered during a retreat, bed and breakfast stay, or personal guidance session. This includes any person who is registered for the service by the Client, regardless of whether the Client is also a Participant. Each Participant is subject to the terms outlined herein and is obligated to comply with all rules, instructions, and guidelines provided by the Organizer for the duration of the service. The Participant is expected to acknowledge and accept all terms related to participation, including but not limited to waivers of liability and acceptance of risk, as may be required by the Organizer.

  • Services: Refers to the comprehensive suite of offerings provided by the Organizer, including but not limited to accommodation, meals, workshops, personal guidance sessions, and other activities or amenities as part of the retreat or bed and breakfast experience.

  • Entrepreneur: Refers to Conscious Soul Connection and its owner, who offers group retreat services, bed and breakfast accommodations, and personal guidance to the public. The Entrepreneur is the principal organizer, responsible for the planning, marketing, and facilitating of these services, including activities such as lodging, meals, workshops, and excursions. The Entrepreneur is the entity with whom the Client enters into a contractual agreement upon booking a service.

Article 2 – Entrepreneur’s Identity

Entrepreneur’s name: Olivier Vaneeckhout
Establishment address: Chemin de la Tour de la Badoque 41, 11300 Limoux, France
Email address: olivier@oliviervaneeckhout.com
VAT identification number: 48 940 047 673 – SIRET: 940 047 673 00014

Article 3 – Applicability of Terms

By completing the booking process, the Client and all Participants agree to be bound by these Terms and Conditions. Situations not expressly covered by these general terms and conditions shall be assessed according to the spirit and intention of these provisions, to ensure fairness and mutual satisfaction of both parties.

Article 4 – Booking and Confirmation

A booking is considered confirmed when the Client has completed the registration process and the Entrepreneur has received the required deposit. Confirmation will be communicated to the Client via email.

Article 5 – Payment Terms

The Client agrees to pay the total cost of the service as stated in the booking confirmation, according to the payment schedule outlined therein. Failure to meet payment deadlines may result in the cancellation of the booking without a refund of the deposit.

For Bed and Breakfast bookings:

  • Payments can be made by cash, bank transfer, or the following cards: Visa, Mastercard.
  • A deposit of 30% of the booking total is required to confirm the reservation.
  • The deposit will be refunded according to the cancellation conditions outlined in Article 6.
  • The full booking balance is due on the day of arrival.

Unless otherwise agreed upon, the amounts owed by the Client should be paid before the start of the program. The Client has the duty to report inaccuracies in provided or stated payment details immediately to the Organizer. In the event of default by the Client, the Entrepreneur has the right, subject to legal restrictions, to charge the reasonable costs previously made known to the Client. Our invoices are payable to our company bank account. From the due date, without a prior default notice, the statutory default interest and an administrative fee of 10% of the invoice amount with a minimum of €50 will apply. In case of disputes, only the courts of France are competent.

Article 6 – Cancellation by the Client

The Client has the option to dissolve the contract without giving any reason for at least 30 days, starting on the day of entering into the contract.

For Retreats and Personal Guidance:

  • More than 60 days before the start date: €100 cancellation fee.
  • 30 to 59 days before the start date: 50% of the total cost forfeited.
  • Less than 30 days before the start date: 100% of the total cost forfeited.

For Bed and Breakfast bookings:

  • If the booking is cancelled less than 30 days before arrival, a charge equal to 30% of the stay will be made.
  • If the booking is cancelled less than 14 days before arrival, a charge equal to the full booking amount will be made.
  • In the event of a no-show or booking reduction (after arrival date), the full cost of the booking is charged.

If the Client has paid an amount, the Entrepreneur shall refund this amount as soon as possible, but no later than 14 days following the cancellation.

Article 7 – Cancellation by the Organizer

The Organizer reserves the right to cancel the service at any time due to unforeseen circumstances. In such an event, Clients will be offered an alternative date or a full refund.

Article 8 – Changes to the Service

The Organizer may make necessary alterations to the itinerary or services offered due to external factors beyond their control. Clients will be notified of these changes at the earliest convenience.

Article 9 – Force Majeure

The Organizer shall not be liable for any delay or failure in performance of any part of the service due to events or circumstances beyond their reasonable control, including but not limited to natural disasters, governmental actions, strikes, utility or communication failures. If such an event occurs, the Organizer reserves the right to cancel, reschedule, or alter the service components as necessary, without liability for any inconvenience or expense incurred by the participants.

Article 10 – Personal Responsibility and Liability

Participants acknowledge that they are voluntarily participating in the service with knowledge of the potential dangers involved and agree to accept any and all risks of injury or death. Thus, the Organizer is not liable for any injury, illness, damage of personal property, loss of personal property, accident, delay, or other irregularity that may be caused to any participant. We strongly recommend that all participants seek medical advice regarding their fitness to travel and take out appropriate travel insurance.

Article 11 – Third-Party Services

The Organizer may contract with third-party suppliers to provide certain services, including but not limited to accommodation, transportation, catering, and activities for both retreats and bed and breakfast stays. The Organizer is not responsible for the acts, errors, omissions, representations, warranties, breaches, or negligence of any such suppliers for any personal injuries, death, property damage, or other damages or expenses resulting from the provision of these services.

The Organizer shall not be liable for any loss or damage as a result of any aspect of your booking or experience with third-party suppliers, even if the Organizer has assisted in selecting the suppliers.

Article 12 – Complaints

Any complaints should be addressed to the Organizer as soon as possible during the retreat, bed and breakfast stay, or personal guidance session. If a resolution cannot be found on-site, complaints must be submitted in writing within 7 days after the service has concluded.

The Organizer will make every reasonable effort to resolve the complaint fairly. Complaints made after this 7-day period may not be considered.

Article 13 – Legal Jurisdiction

The contractual relationship between the Client and the Organizer is governed by the laws of France. Any disputes shall be exclusively resolved in the competent courts of France.

If any part of these Terms and Conditions is deemed unenforceable or invalid under French law, the remainder of the Terms shall remain in full effect.

Article 14 – Data Protection & Privacy Policy

  • Personal data collected during the booking process will be used solely for the purpose of providing the services requested.
  • The Organizer will ensure compliance with GDPR (General Data Protection Regulation) regarding the handling, storage, and security of personal data.
  • Clients have the right to request access, correction, or deletion of their personal data at any time.

The Organizer does not sell or share personal information with third parties for marketing purposes. Any information shared with third-party suppliers (e.g., for accommodation or transportation) will be strictly limited to what is necessary for the service.

Article 15 – House Rules for Bed & Breakfast Stays

To ensure a comfortable and respectful stay for all guests, the following rules apply:

  • Check-in & Check-out:

    • Check-in is between 3:00 PM – 8:00 PM. Late check-in is only possible upon request.
    • Check-out is by 11:00 AM on the day of departure. Late check-out may be available upon request and at an additional charge.

  • Smoking & Pets:

    • Smoking is strictly prohibited inside the rooms and indoor areas. A designated smoking area is available outside.
    • Pets are only allowed with prior approval from the Organizer.

  • Guest Behavior & Noise Policy:

    • Guests are expected to respect the peaceful and tranquil environment of the property.
    • Loud music or disruptive behavior is not permitted.

  • Damage & Liability:

    • Guests are responsible for any damage they cause to the property or its furnishings.
    • Any necessary repairs or replacements will be charged accordingly.

  • Use of Facilities:

    • Shared spaces (e.g., gardens, lounge areas) must be respected and kept clean.
    • The Organizer is not responsible for accidents or injuries that may occur on the premises due to negligence or failure to follow house rules.

Article 16 – Responsibilities of the Organizer

The Organizer is committed to providing:
✔ A safe, clean, and well-maintained environment for both bed and breakfast guests and retreat participants.
✔ A clear and transparent booking process with fair payment and cancellation policies.
✔ An effort to resolve any concerns brought forth by Clients in a reasonable and fair manner.

However, the Organizer is not liable for:

  • Acts of nature or force majeure events that impact the Client’s stay or retreat experience.
  • Injuries, health issues, or accidents that occur due to the Client’s own actions or circumstances beyond the Organizer’s control.
  • Loss or theft of personal belongings.

Article 17 – Amendments to Terms & Conditions

The Organizer reserves the right to update, modify, or amend these Terms & Conditions at any time. Any changes will be reflected on the official website and will apply to all bookings made after the amendment date.

Clients are encouraged to review these Terms & Conditions periodically to stay informed of any updates.