PART 1 — BOOKING TERMS & CONDITIONS
Organiser: CeeKay Events, trading as Chapters Retreats, Molenweide 87, 2614 LJ Delft, the Netherlands. CoC/KvK: 94707960 | Retreat contact: info@chaptersretreats.com | Legal organiser: ceekayevents@gmail.com | Tel: +31 625 266375.
1. Agreement and booking
These Booking Terms, your booking confirmation, the final itinerary and the statutory package-travel information together form your agreement with Chapters. Our Privacy Policy, set out in Part 2 below, explains how we use your personal data.
By submitting a booking request and paying any amount after your booking is accepted, you confirm that you are at least 18, that the information you provide is accurate and that you accept these Booking Terms. Your place is confirmed only when we receive the €500 deposit within 72 hours, or when you complete the relevant full-payment option. There is no separate 14-day cooling-off period for this date-specific online booking, except where mandatory law provides otherwise.
2. Price, payment and what is included
Included. The agreed price and inclusions are shown in your booking confirmation. Unless stated otherwise, the retreat includes the listed accommodation, three meals per day, water, a daily snack and a non-alcoholic drink option, local group transport and programme activities.
The applicable participant contribution for insolvency protection is included in the total retreat price and will not be charged separately.
International flights, passports, visas, vaccinations, personal travel and cancellation insurance, personal spending and any unlisted or optional services are not included.
Payment. For instalment bookings, your total payments must reach 50% of the retreat price by 30 November 2026. The remaining balance is due by 17 January 2027. Full-payment bookings are due within five calendar days. You are responsible for bank and currency-conversion charges. If payment is late, we will send a written reminder and allow a reasonable opportunity to pay. We may then cancel the booking and apply the cancellation charges below.
3. Cancellation by you and transfer
Cancellation must be emailed and takes effect when we receive it. The €500 deposit is non-refundable if you cancel at any time. It forms part of—not an addition to—the cancellation charges below.
More than 120 days before the retreat: €500 non-refundable deposit.
120–61 days before the retreat: 50% of the total retreat price.
60–31 days before the retreat: 75% of the total retreat price.
30 days or fewer before the retreat, or in case of a no-show: 100% of the total retreat price.
Refunds. The charges reflect expected non-recoverable supplier and administration commitments, cost savings and the chance of resale. They will never exceed the appropriate and justifiable amount allowed by law. We will explain the calculation on request and refund any balance due within 14 days. No refund is due for late arrival, early departure or services you choose not to use.
Transfer to another person. You may transfer the booking to an eligible replacement by giving reasonable written notice. Notice given at least seven days before departure is always considered reasonable. You and the replacement are jointly responsible for any outstanding balance and the actual transfer costs.
4. Changes, price revision and cancellation by Chapters
Minor changes. We may make reasonable, insignificant changes to accommodation, timing, activities, meals, transport or suppliers. We will tell you about these changes in writing or by email. If a change is significant, you may accept it or cancel without a fee.
Cancellation by Chapters. We may cancel because of unavoidable and extraordinary circumstances, or if fewer than 10 paying participants have booked. If the minimum number is not reached, we will notify you no later than 15 December 2026. We will refund all retreat payments within 14 days, but we are not responsible for independently booked flights or other consequential costs unless mandatory law says otherwise.
If unavoidable and extraordinary circumstances at the destination or nearby significantly affect the retreat or transport there, you may also cancel without a fee and receive a full refund, but no additional compensation.
5. Your responsibilities, health, insurance and conduct
Insurance and travel documents. Comprehensive travel insurance is mandatory. It must cover cancellation and curtailment, emergency medical care, repatriation, delays, belongings and personal liability. We may request proof and refuse participation if it is not supplied. You are responsible for flights, entry rules, a valid passport and visa, a valid yellow-fever certificate, medication and professional travel or medical advice.
Health and dietary needs. Tell us promptly about allergies, dietary or medical needs, pregnancy, mobility or accessibility requirements and any later changes. We will make reasonable efforts to accommodate you, but cannot guarantee an allergen-free environment or prevent cross-contamination.
Participation in individual activities is voluntary. However, Chapters is designed as a shared group retreat, and participants are expected to attend the scheduled core programme. Personal time will be included in the itinerary. If you choose not to attend an activity, please inform Chapters in advance where reasonably possible. No refund is provided for activities you choose not to attend.
Conduct and damage. Unsafe, abusive, discriminatory, harassing, illegal or seriously disruptive conduct may lead to removal without a refund. You will be responsible for onward travel and other resulting costs. You must also pay for any loss, damage or exceptional cleaning you cause.
6. Performance, liability, complaints and law
Problems during the retreat. Chapters remains responsible for proper performance of the package as required by law, including services delivered by suppliers. Tell a host immediately about any problem so we have the opportunity to correct it or offer a suitable alternative.
Liability. We are not liable to the extent a loss is attributable to you, an unforeseeable or unavoidable third party unconnected with the services, or unavoidable and extraordinary circumstances. Where lawful, we exclude indirect loss, loss of earnings or business, and loss relating to travel or services you arranged independently. Where the law allows us to limit compensation, the limit is three times the retreat price. This limit never applies to personal injury or damage caused intentionally or negligently. Nothing excludes liability that cannot legally be excluded.
Complaints, media and law. Report an unresolved complaint to info@chaptersretreats.com, preferably within 28 days after the retreat. Delay may affect our ability to investigate, but does not remove mandatory rights. We use identifiable photographs or video only according to the separate media choice you make. Dutch law applies and Dutch courts have jurisdiction, subject to mandatory consumer rights. If one clause is invalid, the remaining clauses stay effective.
PART 2 — PRIVACY POLICY
Controller: CeeKay Events, trading as Chapters Retreats, Molenweide 87, 2614 LJ Delft, the Netherlands. CoC/KvK: 94707960 | Privacy contact: info@chaptersretreats.com | Legal organiser: ceekayevents@gmail.com.
This Privacy Policy explains how we use personal data under the EU General Data Protection Regulation (GDPR). It is separate from the Booking Terms above.
1. Data we collect
We may collect your name, contact and billing details; booking, payment-status and room preferences; passport, flight and emergency-contact details needed for the retreat; dietary, allergy, medical and accessibility information you choose to provide; media preferences; messages and feedback; and limited website data such as your IP address, device, cookies and form information.
Payment providers process card or payment credentials under their own privacy notices. We usually receive only confirmation and transaction details.
2. Why we use it and our legal bases
Answering enquiries, registration, communication and delivery of the retreat. We process this data to take steps before entering into a contract and to perform our contract with you.
Invoices, tax records, fraud prevention and legal claims. We process this data to comply with legal obligations and for our legitimate interests.
Dietary, health, accessibility and emergency support. We process this data with your explicit consent or, in a genuine emergency, to protect vital interests.
Newsletters, optional cookies and identifiable photos or video. We process this data with your consent, which you may withdraw.
Where we rely on consent for health information, marketing, optional cookies or identifiable photos and video, we will request it separately where required. Refusing or withdrawing optional consent will not affect consent given for a different purpose.
3. Who receives data and international transfers
We do not sell personal data. We share only what is necessary with our website, email and payment providers, accountant and professional advisers, and trusted Ghana-based accommodation, transport, catering, activity and emergency providers. We may also disclose data where law or safety requires it.
Some recipients are outside the European Economic Area, including in Ghana. Where required, we use an appropriate lawful transfer mechanism and safeguards; contact us for information about those safeguards. Each independent provider may also have its own privacy notice.
4. How long we keep it
Enquiries are normally kept for up to 12 months; ordinary booking correspondence for up to two years after the retreat; invoices and core accounting records for seven years; and health, dietary and emergency details for up to three months after the retreat, unless an incident or legal obligation requires longer.
Marketing data is kept until you unsubscribe or consent is withdrawn. Media is kept only for the stated purpose and reviewed periodically. We securely delete or anonymise data when it is no longer needed.
5. Your choices and rights
You may ask to access, correct, delete, restrict or receive your data, or object where processing relies on legitimate interests. You may withdraw consent at any time without affecting earlier lawful use. We do not make decisions about you based solely on automated processing.
To exercise a right, email info@chaptersretreats.com; we may verify your identity. You may complain to the Dutch Autoriteit Persoonsgegevens at autoriteitpersoonsgegevens.nl.
6. Cookies, security and updates
Our website uses necessary cookies to function. Analytics or marketing cookies are used only where your consent is required and given through the cookie banner; you can change or withdraw that choice.
We use reasonable technical and organisational safeguards, but no system is risk-free. We may update this Privacy Policy when our services or the law change; the version in force when data is collected will apply unless a legal update is required.