EVENTS, WORKSHOPS & RETREATS
TERMS AND CONDITIONS

 Booking your Workshop or Event        

• Where necessary, please book through the online booking system.

• You must pay for the upfront, via the online booking system. 

• If payment is not received, you will lose your allocated space. 

• All new clients must complete a health questionnaire prior to their first class.

• If you arrive at the event without having booked or paid, you will not be permitted to attend.

• PAYMENT PLANS; You can pay in either 2 or 3 instalments. All outstanding fees must be paid prior to the event taking place. A final payment date will be agreed upon. Payments are non-refundable. 

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ONLINE WORKSHOPS

• You must pre-book and pay upfront via the online booking system.

• You will be sent a Zoom Meeting link to join the class.

• Payment must be made for each individual who joins the online workshop. For example, two people in one household must both have booked and paid separately.

• Each person is required to complete a health questionnaire before their first session.

• If you have any injuries or medical conditions please make sure you are cleared buy your Doctor / GP to join in with physical activity such as Yoga. Please let us know of any conditions that you may have which could affect your practice, prior to joining the event.

• Sophie must be able to clearly see you on the screen so set your camera up in a way that shows you on your mat, whilst making sure that you can also see and hear the teacher on the screen.

• Make sure your practice space is clear and safe. Move any dangerous objects out of the way.

• Check your internet connection, camera and audio facilities to get the best experience out of our online Yoga practice.

• Please wear loose, comfortable clothing and have your space set up before you join, along with any blocks, blankets for under the knees and a strap. If you don't have props - use your imagination, a sturdy book instead of a block, a scarf instead of a strap or blanket.

• Remember to always listen to your body and work within your own range of movement and comfort zone. If you experience pain at any time, please come out of the position you are in or adjust yourself accordingly. 

• Please remember that this type of practice is very different to a face to face event.

• Sophie will do her best to provide options and variations during the practice. Take the option that feels best for you. 

• All participants take part at their own risk. Whilst we take reasonable steps to make the sessions safe, Sophie Rey accepts no liability for any injury or damage suffered by any participant or any other person in a class. You are fully responsible for your own health and safety during any online sessions that you participate in with Sophie (this includes both Live and Pre-Recorded material.)  

• Sophie's own Yoga sessions (not Studio classes) may be recorded for safety, insurance and marketing purposes. 

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IN-PERSON WORKSHOPS

• You must pre-book and pay upfront via the online booking system.

• Bookings should be made per person, unless specified as 'household' or 'group deal'.

• Each individual is required to complete a health questionnaire form. 

• Please wear loose, comfortable clothing and have your space set up before you join, along with any blocks, blankets for under the knees and a strap. If you don't have props - use your imagination, a sturdy book instead of a block, a scarf instead of a strap or blanket.

• No hands-on adjustments or physical contact will be made unless consent has been given by the client.

• Remember to work within your own range of movement and comfort zone. If you experience pain at any time, please come out of the position you are in or adjust yourself accordingly. 

• Feel free to ask any questions after the practice, if there's anything you're unsure of. 

• Sophie does her best to provide options and variations during the practice. Take the option that feels best for you. 

• All participants take part at their own risk. Whilst we take reasonable steps to make the sessions safe, Sophie Rey accepts no liability for any injury or damage suffered by any participant or any other person in a session. You are fully responsible for your own health and safety during any session that you participate in.

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Health and Safety

• Certain medical conditions could affect your Yoga practice. You must confirm whether you have any conditions stated on the questionnaire and inform your Yoga teacher of any changes to medical history.  

• In certain circumstances, GP permission may be required before taking part. Please speak to your GP regarding any health concerns you have prior to class. 

• If you have any pre-existing medical conditions or injuries, you understand that you must inform Sophie Rey where necessary and that Sophie is not liable for any future medical issues / injuries which may occur.

• You understand that your Yoga Teacher is not able to diagnose or treat any injuries / medical conditions.

• During Art Workshops, you may be exposed to materials or objects that could cause allergic reactions or skin irritation, however this is rare. If you have any allergies or concerns please inform Sophie before the event.

• Some workshops may include objects such as food (fruit), flowers or plants which could cause allergies or irritation. Sophie will inform you all via the pre-information email, as to what materials will be at the event. Please tell Sophie beforehand if you have any allergies.

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Personal Data

• Information gathered through the consultation form allows Sophie Rey to understand any particular needs you may have. Your Yoga Teacher has a legitimate interest to protect clients before, during and after classes and this allows them to make any necessary adjustments to meet those needs.

• You will be asked to give consent for personal data processing by confirming that you agree to this on the Health Questionnaire.

• Personal data is kept completely confidential and secured by Sophie Rey.

• Your data is kept safe and confidential by Acuity Scheduling (booking system). 

• Your data is not distributed to any other persons or parties, unless it is a collaboration with another practitioner.

• You have the right to withdraw personal data at any stage. 

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CANCELLATION POLICY

You have a contractual right to cancel any booking you have made with Sophie Rey, however this must adhere to the following terms. 

 

In the event that you can no longer attend a workshop, a refund (minus a 10% + admin fee) will be made for cancellations made more than 28 days before the start date.

For cancellations less than 28 days before the workshop there will be no refunds or transfers unless:

• The workshop is full and your space can be filled from a waiting list.

• You can find someone to fill your space. They must contact me head of the event to complete a health form.

• You are sick, injured or pregnant and can provide a Doctors note in support of this.

• In the above instances, your booking will either be moved to the next available session or Sophie will refund your fee, minus 20% + admin fees (booking fees).

• There are no refunds for cancellations made 14 days or less. Please find someone to fill your space or contact me and I can see if there's a waiting list.

• PAYMENT PLANS; If you have an agreed payment plan for an event but you need to cancel before final payments are made, you will not receive a refund. 

• Please contact Sophie directly if you need to cancel a workshop or event booking.

• Sophie Rey has the right to cancel an event due to unforeseen circumstances. If this is the case, you will receive a full refund.

• Sophie Rey has the right to cancel without notice, if the room or environment is unsuitable or if Sophie is taken ill. You will receive a full refund.

• Sophie Rey has the right to refuse entrance if the client appears to be / is intoxicated or inebriated.

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• Unexpected Circumstances that are out of Sophie's Control. Sophie is not liable under the circumstances of Natural Disaster, War, Pandemic, Failure by the Venue or other situation that is out of Sophie's control. Where possible, refunds will be available however Sophie will do her best to sort alternative arrangements depending on the scale of the situation.

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Courses 

• Replacement classes and refunds cannot be offered in exchange for missed sessions.

• Please see above for the cancellation / refund policy.

• Online Sessions can be recorded for those who may need to miss a day, but no discounts will be provided for this. 

• In-person Courses cannot be recorded and again refunds cannot be offered in exchange for missed sessions. 

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Inappropriate Behaviour

• Sophie Rey has the right to ask clients to leave immediately if the client demonstrates inappropriate or sexual behaviour. 

• Sophie Rey has the right to refuse anyone who displays inappropriate behaviour.

• A refund will not be given under these circumstances.   

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Feedback forms

• At various intervals, you may be asked to complete a feedback form, which will be sent to you via email. This includes those who have ticked that they do not wish to receive email marketing material. 

• Feedback content may be used for website purposes, with the permission of the client.

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Children's Yoga Workshops

Physical / Hands on adjustments 

• Yoga Teachers will from time to time need to use physical contact when working with the participants and you accept and acknowledge this. 

• Verbal cues are used in the first instance, however if a child is unsafe or needs assistance, then the teacher may have to intervene and use light hands on assist. In this instance, Sophie will ask for consent from the child and inform the parent after the session.

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Health and Safety 

• All participants take part in classes at their own risk. Whilst we take all reasonable steps to make the classes safe, Sophie Rey accepts no liability for any injury or damage suffered by any participant or any other person in a class. 

• Parents are responsible for their child’s safety before and after class times. Please do intervene with any incidents or upsets that might occur (in the class) with your child. The teachers are there to teach the yoga and not get involved in such occurrences (such as needing the toilet, or nose wiping, tears, etc). If you are staying in the class, either watching or participating, please do keep an eye on your child to ensure that they remain focused on the teaching and class content. This will help keep the child happy, and focused, but most of all safe. (Then if parents aren't staying we need to be able to get hold of them urgently). 

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Illness / Medical Conditions 

• It is your responsibility to seek appropriate medical approval regarding any pre-existing condition of a participant and to disclose any such condition to us before booking. Sophie Rey accepts no liability arising from the medical condition of any participant. 

• If you miss a lesson, during a block booking, due to illness or any other reason you will not be refunded but you may be able to attend a catch up lesson where there is space within the same block of lessons.

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Photography / Filming

• Photographs and videos are never taken of participants during Yoga classes. This is a sacred time for you and Sophie respects your confidentiality. 

• Photographs / videos are taken during Art workshops. 

• If you do not wish us to photograph / video you, or your child, please notify us in writing. These images are used for marketing and general promotional purposes. 

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General

• Children should wear comfortable / appropriate clothing with no shoes and socks or tights for their lesson. 

• Please be prompt when arriving to class. Please arrive at least 10 - 15 minutes before the class is due to start. This is to ensure your child is settled and that the class can start on time. If you arrive late and the class has already begun, your child may not be able to attend the session. Arriving late can be disruptive for both the other children and the teacher. 

• If a participant or any other attendee is unduly disrupting a class, we reserve the right to require him or her to leave the class / wait in the reception area. No fees will be refunded.

• If a course is full, your child will be added to a waiting list and contacted as a priority for the next group. This also relates to if your child has to drop out early for any reason. 

• We will not force a child to take part in any activity if they do not wish to, however we will lightly encourage them if we feel it is appropriate. 

• We recommend that you bring a healthy snack and a bottle of water for your child, for after class.

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Lost Property

• Sophie Rey takes no responsibility for any items that are left behind / go missing.     

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