Terms & Conditions
These Terms & Conditions (“Terms”) govern your booking of and participation in retreats and experiences offered by [WILD FIT FREE LEGAL ENTITY NAME] (“Wild Fit Free”, “WFF”, “we”, “us”, “our”). By making a booking, paying a deposit, or participating in any WFF retreat, you agree to these Terms on behalf of yourself and all guests in your booking.
1. About Wild Fit Free
Wild Fit Free curates and facilitates fitness and lifestyle retreats — including pickleball, coaching, safari and wildlife experiences, ocean and adventure excursions, accommodation, dining and social activities — primarily in and around Plettenberg Bay, South Africa. We coordinate these experiences on your behalf. Except where expressly stated, we do not own or operate the airlines, lodges, villas, vehicles, vessels, venues or activity operators involved; these are provided by independent third parties.
2. Eligibility
By booking you confirm that you are at least 18 years of age (or booking with the consent of a parent/legal guardian), have the legal authority to accept these Terms, and that all information you provide is accurate and complete.
3. Bookings and Payments
3.1 Reservations. All bookings are subject to availability and confirmation. Each retreat is strictly limited to 20 guests. A place is not guaranteed until you receive written confirmation from us and your deposit has been received.
3.2 Prices and currency. Prices are quoted in [CURRENCY — USD / ZAR] unless otherwise stated, as set out on our website or booking confirmation at the time of booking.
3.3 Deposit and balance. A non-refundable deposit of [AMOUNT / %] is payable at the time of booking to secure your place. The balance is due by [X days before / date]. Failure to pay the balance by the due date may be treated as a cancellation by you, and your deposit and place may be forfeited without refund.
3.4 Payment methods. Payments are processed securely via [Stripe / PayPal / PayFast / Peach]. You are responsible for any bank, card or currency-conversion fees charged by your provider.
3.5 Price changes. Once your booking is confirmed and deposit paid, your price is fixed except where a supplier or government imposes an unavoidable increase, which we will pass on transparently.
4. Cancellations, Changes and Refunds
4.1 Cancellation by you. Unless a different policy is stated at booking: the deposit is non-refundable; cancellations more than [X days] before the retreat: [refund of balance paid, less deposit]; cancellations within [X days] of the retreat, or no-shows: no refund. We strongly recommend comprehensive travel and cancellation insurance.
4.2 Transfers. With our written agreement, you may transfer your booking to another eligible person, subject to any administrative fee and supplier conditions.
4.3 Cancellation or changes by us. We may modify or cancel a retreat due to insufficient participation, weather, safety, supplier failure or force majeure. If we cancel, we will offer an alternative date where possible or a refund of amounts paid, less any unrecoverable third-party costs. We are not liable for incidental costs such as flights, visas or insurance.
5. Itinerary Changes
The itinerary is a guide. Activities and their order may change due to weather, tides, wildlife, seasonal conditions, safety or supplier availability. We will always aim to provide an experience of equivalent quality.
6. Assumption of Risk
Pickleball, safari, water-based and adventure activities involve inherent risks, including physical injury, illness, property loss or death. You acknowledge and voluntarily assume all risks, known and unknown, associated with participation. Participation is entirely at your own risk.
7. Health, Fitness and Medical Responsibility
You are solely responsible for determining your physical fitness and medical readiness, obtaining any necessary medical clearance, disclosing relevant medical conditions and dietary requirements in advance, and carrying adequate health and travel insurance for the full duration of the retreat. We do not provide medical advice or care.
8. Liability Waiver and Release
To the maximum extent permitted by law, you release, waive and discharge Wild Fit Free, its owners, employees, contractors, partners and agents from any and all claims, liabilities, damages or expenses arising from your participation, including claims based on negligence, except where such exclusion is prohibited by law. Nothing in these Terms excludes liability that cannot lawfully be excluded under South African law.
9. Third-Party Providers
We act as an intermediary between you and independent third-party providers (lodges, villas, transport, vessels, coaches, venues, activity operators). We are not responsible for their acts, omissions, delays, cancellations, injuries or losses, though we will use reasonable care in selecting them.
10. Travel Documentation and Compliance
You are responsible for holding valid passports, visas and travel documents; complying with South African and international laws, customs and health regulations; and any consequences of non-compliance. International flights to South Africa are not included unless expressly stated.
11. Code of Conduct
We reserve the right to remove any guest from a retreat, without refund, for behaviour that is disruptive, unsafe, abusive, illegal, or harmful to others or to the experience.
12. Intellectual Property
All content associated with Wild Fit Free — text, logos, images, videos and branding — is the property of Wild Fit Free or its licensors and may not be reproduced, distributed or exploited without our prior written consent.
13. Guest Content and Photography
Retreats are photographed and filmed for guest keepsakes and marketing. By participating you consent to being photographed/filmed and grant us a royalty-free, worldwide licence to use such images and any content you submit for marketing and promotional purposes. If you do not wish to appear in marketing material, notify us in writing before the retreat.
14. Limitation of Liability
To the maximum extent permitted by law, our total liability arising from your booking shall not exceed the amount you paid to us for the applicable retreat, and we shall not be liable for indirect, incidental, special or consequential damages.
15. Indemnification
You agree to indemnify and hold harmless Wild Fit Free from any claims, damages, losses or expenses arising from your participation, your breach of these Terms, or your violation of any law or third-party rights.
16. Governing Law and Jurisdiction
These Terms are governed by the laws of the Republic of South Africa. Any disputes are subject to the exclusive jurisdiction of the South African courts.
17. Changes to These Terms
We may update these Terms from time to time. The version in force at the time of your booking applies to that booking.
18. Contact
Wild Fit Free
Email: [EMAIL]
Phone: [PHONE]
Website: [WEBSITE]