Terms of Service
Our website terms and booking conditions.
Terms of Service
Last updated: April 2026
Welcome to Kaofela Retreats. Please read these terms carefully. They are split into two parts: Website Terms of Use and Participant Booking Terms.
Part A: Website Terms of Use
These terms govern your access to and use of kaofelaretreats.com.
1. About Us
1.1 This website (Site) at kaofelaretreats.com is operated by Kaofela Retreats Ltd, a company registered in England and Wales with registered number 15725143 and registered address is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. 1.2 For any questions about these terms, please can contact us at hello@kaofelaretreats.com. Notices to us must be in writing and are deemed received 1 business day after sending to the above email.
2. Use of This Website
2.1 You may use the Site only for lawful purposes and in accordance with these term. You must not: use the Site in any unlawful, harmful, threatening, abusive, harassing, defamatory, fraudulent, or objectionable way; infringe any third-party rights, including intellectual property rights; send unsolicited commercial communications or spam; attempt unauthorised access, interfere with, overload, or disrupt the Site or its related systems; introduce viruses, malware, or other harmful code; scrape, harvest data, or use automated tools without our prior written consent; or reverse engineer, decompile, or attempt to derive the source code of the Site. 2.2 We may suspend or terminate your access to the Site immediately without notice or liability if you breach clause 2.1 or we reasonably suspect misuse. 2.3 You indemnify us against all losses, liabilities, claims, damages, costs, and expenses (including legal fees) arising from your breach of these terms or your use of the Site.
3. Intellectual Property
3.1 All content on the Site including text, images, logos, graphics, video, and design (Content) is owned by or licensed to Kaofela Retreats Ltd and is protected by copyright, trademarks, database rights and other intellectual property laws. 3.2 You may view and print content from this Site for your own personal, non-commercial use only. You must not reproduce, distribute, modify, or use any content from this Site for commercial purposes without our prior written consent. 3.3 You must not reproduce, distribute, modify, commercially exploit, or create derivative works from the Content without our permission. Our trade marks (including "Kaofela Retreats") may not be used without written authorisation.
4. Accuracy of Information
4.1 We take reasonable care to ensure that the information on the Site is accurate and up to date. However, we make no warranties or representations regarding the accuracy, completeness, or suitability of any information on the Site. Prices, dates, availability, and retreat details are indicative only and subject to change without notice. 4.2 Retreat details including pricing, dates, inclusions, and venue information are subject to change. The information on the Site at the time of booking governs your booking, subject to the Participant Booking Terms and Conditions. 4.3 Images of the retreat venue and environment are for illustrative purposes. Wildlife sightings, weather conditions, and specific experiences cannot be guaranteed. 4.4 The Site is provided "as is" without warranties of uninterrupted access, error-free operation, or freedom from viruses. You are responsible for your own virus protection and backups. 4.5 We may suspend or discontinue the Site (or parts of it) for maintenance, upgrades, or other reasons without notice or liability.
5. User Generated Content
5.1 Where participants tag Kaofela Retreats on social media, post reviews, or share content referencing a retreat, the Company may repost, share, or otherwise use that content for marketing purposes. By tagging or publicly referencing Kaofela Retreats you grant the Company a non-exclusive, royalty-free licence to share that content across its own channels. 5.2 If you would prefer the Company not to share your content, please notify us at hello@kaofelaretreats.com and we will not do so going forward. We will also remove any content already shared where reasonably practicable. 5.3 You warrant that User Content does not infringe third-party rights, is not unlawful, and complies with clause 2.1. You indemnify us against all claims arising from User Content.
6. Retreat Bookings
6.1 If you make a booking through the Site, your booking is governed by our Participant Booking Terms and Conditions in addition to these Website Terms of Use. Please read the Participant Booking Terms and Conditions carefully before completing a booking. They are available in Part B of these terms. By starting a booking, you confirm you accept the Booking Terms and Conditions. 6.2 In case of conflict, the Booking Terms and Conditions prevail over these Website Terms. Payments are processed securely via third-party providers (e.g., Stripe). We are not liable for payment errors, failed transactions, chargebacks, or fraud except where caused by our negligence. 6.3 Promotional offers are subject to availability, terms, and eligibility as stated at checkout.
7. Third Party Links
7.1 This Site may contain links to third party websites. These links are provided for your convenience only. We do not control, endorse, or accept responsibility over the content of those websites and do not accept responsibility for any loss or damage that may arise from your use of them. 7.2 The inclusion of a link to a third party website does not imply our endorsement of that website or its operators. 7.3 You use third-party services at your own risk and subject to their terms.
8. Limitation of Liability
8.1 To the fullest extent permitted by law, Kaofela Retreats Ltd excludes all liability for any loss or damage arising from your use of or inability to use this Site, including but not limited to indirect, consequential, or special loss. 8.2 We do not exclude liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded under English law. 8.3 Subject to clause 8.1, our total aggregate liability arising from these terms or the Site (in contract, tort, breach of statutory duty, or otherwise) is limited to £100 (or the amount you paid us, if higher). 8.4 We do not warrant that this Site will be uninterrupted, error-free, or free from viruses or other harmful components. You are responsible for implementing appropriate safeguards on your own devices. 8.5 To the extent permitted by law, we exclude liability for: indirect, consequential, special, or punitive loss; loss of profit, revenue, data, business, or goodwill; or loss from Site inaccuracy, unavailability, viruses, or reliance on Content.
9. Privacy and Cookies
9.1 Your use of this Site is subject to our Privacy Policy is available at https://kaofelaretreats.com/privacy-policy, which details data collection, use, cookies, and your rights under UK GDPR. By using the Site, you consent to non-essential cookies only after accepting our cookie banner. Marketing communications require separate opt-out consent.
10. Changes to These Terms
10.1 We reserve the right to update these terms of use at any time. The current version is always available on this Site. Your continued use of the Site after any changes constitutes your acceptance of the updated terms. 10.2 These terms (with the Privacy Policy and Booking Terms where applicable) form the entire agreement and supersede prior representations. 10.3 If any term is invalid or unenforceable, the remainder continues in full effect.
11. Governing Law
11.1 These terms of use are governed by and construed in accordance with the laws of England and Wales. Any dispute arising out of or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Part B: Participant Booking Terms and Conditions
These terms apply once you make a booking for a retreat.
1. Definitions
1.1 "Company" means Kaofela Retreats Ltd, registered in England and Wales. 1.2 "Participant" means the individual who has booked a place on a retreat and any companion included in that booking. 1.3 "Retreat" means the wellness and fitness retreat programme operated by the Company at the designated venue and dates confirmed at the time of booking. 1.4 "Booking" means a confirmed reservation of a place on a retreat, completed through the Company's website and secured by payment of the deposit or full retreat fee. 1.5 "Retreat Fee" means the total cost of the retreat as quoted at the time of booking, inclusive of all items listed under "What Is Included" on the retreat booking page. 1.6 "Deposit" means the non-refundable amount of £900 per person required to secure a booking. 1.7 "Balance" means the remaining Retreat Fee payable after the Deposit has been received. 1.8 "Force Majeure Event" means any event beyond the reasonable control of either party, including but not limited to natural disaster, pandemic, epidemic, government travel restriction, armed conflict, civil unrest, terrorism, or act of God.
2. Booking and Confirmation
2.1 A booking is made when the Participant completes the booking process on the Company's website and makes payment of the Deposit or the full Retreat Fee. A booking is confirmed when the Company issues a written booking confirmation by email. 2.2 The Participant must be at least 18 years of age at the time of the retreat. 2.3 The Participant warrants that the information provided at the time of booking is accurate and complete. The Company shall not be liable for errors or omissions in booking information provided by the Participant. 2.4 Places on each retreat are limited. A booking confirmation from the Company constitutes a binding contract between the Participant and the Company on the terms set out in this document. 2.5 The Company reserves the right to decline a booking at its sole discretion, including where it considers a retreat may not be suitable for a Participant based on health or fitness information provided. 2.6 The Participant acknowledges that the Retreat is a leisure service and/or accommodation booked for specific dates. To the extent permitted by the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, the statutory 14-day cancellation right does not apply to this Booking. Nothing in these Terms affects any non-excludable statutory rights that the Participant may have.
3. Payment
3.1 The following payment options are available at the time of booking: 3.1.1 Pay in full — the Participant pays the full Retreat Fee at the time of booking and receives a 5% discount on the total amount. This discount applies only where payment is made in full at the time of booking. 3.1.2 Deposit and lump balance — the Participant pays the Deposit at the time of booking and settles the remaining Balance in one payment by the balance due date confirmed at the time of booking. 3.1.3 Deposit and instalments — the Participant pays the Deposit at the time of booking and settles the remaining Balance in equal monthly instalments, with all instalments clearing by the balance due date confirmed at the time of booking. This option is subject to availability based on the date of booking. 3.2 The Deposit forms part of the Retreat Fee and is non-refundable once paid. The Deposit reflects the Company’s administrative costs, allocation of places, and loss of opportunity in reserving a place for the Participant. 3.3 The Balance must be paid in full by the due date confirmed at the time of booking. If the Balance is not paid by that date, the full Retreat Fee becomes immediately due and payable and the Company may treat the Booking as cancelled by the Participant and the Deposit shall be retained. 3.4 Where an instalment payment fails, the Company will notify the Participant by email. If the outstanding amount remains unpaid 7 days after its due date, the Company may cancel the Booking, retain the Deposit, and recover any outstanding instalments and reasonable collection costs incurred, to the extent permitted by law. 3.5 The Participant must ensure their chosen payment method remains valid and has sufficient funds at all times until at least one month after the retreat end date. The Participant is responsible for any bank or card fees incurred due to failed payments. 3.6 All payments are processed in GBP through Stripe. Where a Participant pays in a currency other than GBP, the amount charged will reflect the prevailing exchange rate at the time of payment. The Company accepts no responsibility for exchange rate fluctuations. 3.7 Where a refund is due under these terms, payment processing fees charged by the payment gateway that are not refunded to the Company by the processor will be deducted from the refund amount. 3.8 The Company reserves the right to correct any pricing errors on its website. Where a booking has been made at an incorrect price, the Company will notify the Participant and offer the option to proceed at the correct price or receive a full refund of any amounts paid.
4. Cancellation by the Participant
4.1 Any cancellation by the Participant must be given in writing by email to hello@kaofelaretreats.com and takes effect only when received by the Company. 4.2 The Deposit is non-refundable in all circumstances. 4.3 If the Participant cancels after paying the Deposit and/or part of the Balance, any refund of the Balance will be calculated as follows: 4.3.1 more than 120 days before the Retreat start date: 100% of the Balance paid, less any non-refundable payment processing fees; 4.3.2 between 90 and 120 days before the Retreat start date: 50% of the Balance paid, less any non-refundable payment processing fees; 4.3.3 90 days or fewer before the retreat start date: no refund. If any part of the Retreat Fee remains unpaid, the Participant remains liable to pay the full Retreat Fee. 4.4 Where a Participant has paid in full at the discounted rate, refunds under clause 4.3 are calculated on the full undiscounted Retreat Fee minus the Deposit, not on the discounted amount paid. 4.5 No refund or credit will be given for late arrival, missed sessions, early departure, voluntary withdrawal, failure to obtain travel documents, or failure to hold adequate insurance. 4.6 The Participant is strongly advised to obtain comprehensive travel insurance at the time of booking, including cancellation cover, medical cover, evacuation cover, and personal liability cover. The company accepts no responsibility for costs incurred by a Participant as a result of cancellation.
5. Transferring a Booking
5.1 A Participant may request to transfer their booking to another person by notifying the Company in writing at least 30 days before the retreat start date, provided the replacement participant meets all conditions including minimum age and health requirements. 5.2 The original Participant remains liable for any outstanding sums due until the Company has confirmed in writing that the transfer is complete and all required information has been received from the replacement participant. 5.3 The Company may charge a reasonable administrative fee for a transfer, provided the fee is notified to the Participant in advance and is proportionate to the Company’s actual administration costs. 5.4 The Company may refuse a transfer where, acting reasonably, it considers the replacement participant unsuitable on health, safety, insurance, legal, or operational grounds.
6. Cancellation or Alteration by the Company
6.1 The Company reserves the right to cancel or postpone a retreat in the following circumstances: 6.1.1 Insufficient bookings to make the retreat viable. 6.1.2 Circumstances beyond the Company's reasonable control including Force Majeure Events. 6.1.3 Safety concerns at the venue or in the region. 6.2 If the Company cancels the Retreat for reasons other than a Force Majeure Event, the Participant may choose either: (a) a credit for amounts paid, to be used towards a future Kaofela retreat within 12 months; or (b) a refund of amounts paid, excluding any non-refundable payment processing fees and any amounts already provided to third-party suppliers that are non-recoverable by the Company. Refunds will be processed within 21 days. 6.3 Where the Company cancels a retreat due to a Force Majeure Event, the Company will use reasonable endeavours to offer the Participant a transfer to a future retreat date. Where a transfer is not possible or not accepted by the Participant within 30 days of the Company's offer, the Company will refund the Balance paid. The Deposit will be retained as credit towards a future Kaofela retreat, to be used within 12 months of the original retreat date. Where no future retreat is available within that period, the Deposit will also be refunded. 6.4 The Company shall not be liable for any indirect or consequential loss or for any costs incurred by the Participant in connection with a cancellation or postponement, including but not limited to flights, travel insurance, visas, or accommodation booked independently of the retreat. 6.5 The Company may make reasonable changes to the itinerary, venue arrangements, instructors, timings, and activities where necessary for safety, operational reasons, weather, supplier availability, or other circumstances beyond the Company’s reasonable control, provided the Retreat remains substantially of the same character.
7. Flights, Travel, and Associated Costs
7.1 The Retreat Fee does not include international or domestic flights to or from South Africa. The Participant is solely responsible for arranging and funding their own flights. 7.2 The Company shall not be responsible for any loss, cost, delay or inconvenience arising from airline, transport, visa, passport, border, or travel issues, including cancellations, delays, missed connections, schedule changes, or price changes arising from any cause including but not limited to geopolitical events, fuel price increases, airline insolvency, or government travel restrictions. 7.3 The Participant acknowledges that flight costs may fluctuate significantly between the time of booking and the retreat date due to factors outside the Company's control. The Company makes no representation regarding the availability or cost of flights to or from South Africa at any time. 7.4 Return ground transfers between OR Tambo International Airport, Johannesburg and the retreat venue are included in the Retreat Fee on the designated transfer dates confirmed by the Company. Transfers on any other dates are the Participant's responsibility to arrange. 7.5 The Participant is responsible for ensuring they hold a valid passport and any required visas for travel to South Africa. The Company shall not be liable for a Participant's failure to obtain appropriate travel documentation. 7.6 The Participant is responsible for checking all current travel, visa, passport, health, and entry requirements for South Africa and for any transit countries before travel.
8. Health, Fitness, and Medical Disclosure
8.1 The Participant confirms that they are physically and mentally fit to participate in the Retreat and understand that it includes structured exercise such as Reformer Pilates, strength and conditioning, yoga, assisted stretching, wildlife-related travel, and other outdoor activities in game reserve conditions. 8.2 The Participant acknowledges that the Company does not provide medical advice. Where the Participant has any health concerns, they must seek clearance from a qualified healthcare professional before booking. 8.3 The Participant is required to complete a pre-retreat health questionnaire no later than 30 days before the retreat start date. Failure to complete the questionnaire may result in the Participant being unable to take part in certain sessions. 8.4 The Participant must disclose all relevant medical conditions, injuries, medications, and physical limitations on the health questionnaire. The Company shall not be liable for injury or adverse health outcomes arising from a Participant's failure to make full and accurate disclosure. 8.5 The Company may, acting reasonably and in the interests of health and safety, refuse participation in any activity, restrict participation, or remove a Participant from the Retreat without refund where disclosure is incomplete, the Participant is unfit to participate, or the Company reasonably believes participation would present a risk. 8.6 The Company reserves the right to restrict a Participant's involvement in specific sessions on the advice of the coaching team where a health or safety concern has been identified. No refund will be issued in such circumstances. 8.7 The Participant is responsible for bringing sufficient personal medication for the full retreat period. The Company does not guarantee access to specific medications at or near the retreat venue.
9. Insurance
9.1 It is a condition of booking that the Participant arranges and maintains comprehensive travel and health insurance for the full duration of the retreat and associated travel. Insurance must cover as a minimum: medical expenses including emergency evacuation, trip cancellation and curtailment, personal liability, and loss or damage to personal belongings. 9.2 The Participant's insurer must be made aware that the Participant will be staying in a Big Five game reserve and participating in physical fitness activities including Reformer Pilates and strength and conditioning. 9.3 The Company may request evidence of travel insurance cover at any time before the retreat. Failure to provide evidence of adequate insurance may result in the Participant being refused entry to the retreat without refund. 9.4 The Company shall not be liable for costs that would have been covered by adequate travel insurance. 9.5 The Participant warrants that the insurance required under this clause is valid, comprehensive, and sufficient for the Retreat and associated travel.
10. Participant Conduct
10.1 The Participant agrees to conduct themselves in a respectful and considerate manner towards other participants, the coaching team, venue staff, and any third parties encountered during the retreat. 10.2 The Company may, acting reasonably and in the interests of safety, remove or suspend a Participant from the Retreat without refund where the Participant behaves dangerously, unlawfully, abusively, disruptively, intoxicatedly, or in a manner that materially interferes with the safety, experience, or enjoyment of others, or where the Participant fails to comply with reasonable instructions. 10.3 The Participant agrees to follow all safety instructions given by the Company, the coaching team, and the venue including instructions relating to wildlife, game drives, and movement within the reserve. 10.4 The Participant acknowledges and accepts the inherent risks of travel and physical activity in a wilderness environment, including proximity to wildlife. The Company will take all reasonable precautions but cannot guarantee the elimination of all risk. 10.5 The Participant acknowledges that wildlife, terrain, weather, and outdoor activity involve inherent risks and agrees to comply with all reserve rules, vehicle instructions, and safety briefings at all times.
11. Liability and Indemnity
11.1 Nothing in these terms excludes or limits the Company's liability for death or personal injury caused by its negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited under English law. 11.2 Subject to clause 11.1, the Company's total aggregate liability arising under or in connection with the Booking, whether in contract, tort, negligence, breach of statutory duty, or otherwise, shall be limited to the Retreat Fee actually paid by the Participant. 11.3 Subject to clause 11.1, he Company shall not be liable for any indirect, special, incidental, or consequential loss, loss of enjoyment, loss of profit, loss of opportunity, or loss arising from: 11.3.1 - the Participant’s failure to follow instructions; 11.3.2 - the Participant’s failure to disclose relevant medical information; 11.3.3 - third-party acts or omissions; or 11.3.4 - the ordinary inherent risks or travel, outdoor activity, and wildlife exposure. 11.4 The Participant agrees to indemnify the Company and its employees and contractors against all losses, liabilities, claims, damages, expenses and reasonable costs arising from: the Participant's breach of these terms; the Participant's negligent or wilful acts or omissions; or the Participant's misconduct or failure to follow reasonable safety instructions. This indemnity does not apply to losses caused by the Company's own negligence or breach of contract.
12. Media, Photography, and Privacy
12.1 The Company may capture photographs and video footage during the retreat for operational, safety and promotional purposes including marketing, social media, and promotional materials. By proceeding with a booking the Participant grants the Company permission to use images in which they appear for these purposes. 12.2 By making a Booking, the Participant grants the Company a non-exclusive, royalty-free, worldwide licence to use images or footage in which they appear for marketing and promotional purposes, subject to any valid written opt-out notified to the Company before publication where reasonably practicable. Participants may opt out of marketing use at any time by written notice to hello@kaofelaretreats.com. The Company will take reasonable steps to avoid featuring the Participant in future marketing content and to remove content under its control where practicable. This does not affect content already published. 12.3 The Participant acknowledges they will not receive payment for such use and has no right to inspect or approve finished materials. 12.4 The Company collects and processes personal data in accordance with its Privacy Policy, available at https://kaofelaretreats.com/privacy-policy and applicable data protection law. By booking, the Participant confirms they have read the Privacy Policy. 12.5 Health information collected via the pre-retreat health questionnaire is special category data under the UK GDPR. It is collected with the Participant's explicit consent, stored securely, and used solely to ensure the Participant's safety and wellbeing during the retreat.
13. Force Majeure
13.1 Neither party shall be liable to the other for any failure or delay in performing their obligations under these terms where such failure or delay results from a Force Majeure Event. 13.2 Force Majeure Events include but are not limited to: natural disaster, pandemic, epidemic, government travel restriction or advisory, armed conflict, civil unrest, terrorism, strike, labour dispute, or any other event beyond the reasonable control of the affected party. 13.3 The party affected by a Force Majeure Event shall notify the other party as soon as practicable and shall use reasonable endeavours to mitigate the effect of the event. 13.4 Where a Force Majeure Event prevents the Company from operating the retreat, the provisions of clause 6.3 apply. 13.5 Where a Force Majeure Event prevents a Participant from attending a retreat that the Company is still able to operate, the standard cancellation terms in clause 4 apply. Comprehensive travel insurance covering cancellation due to Force Majeure Events is strongly recommended.
14. Complaints
14.1 Any complaint arising during the retreat should be raised with the Company's representative at the earliest opportunity so that the Company has the chance to address it. 14.2 Complaints not resolved during the retreat should be submitted in writing to hello@kaofelaretreats.com within 14 days of the retreat end date. The Company will acknowledge receipt within 5 working days and aim to respond fully within 28 days. 14.3 Complaints submitted after 14 days of the retreat end date may still be considered at the Company's discretion.
15. General
15.1 These terms constitute the entire agreement between the Participant and the Company in relation to the booking and supersede all prior representations and agreements. 15.2 The Company reserves the right to update these terms from time to time. The version in force at the time of booking applies to that booking. 15.3 If any provision of these terms is found to be invalid or unenforceable, the remaining provisions continue in full force and effect. 15.4 These terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of England and Wales. Subject to any mandatory consumer protection laws, the courts of England and Wales shall have exclusive jurisdiction. 15.5 Notices under these terms shall be given in writing. Notices to the Company should be sent to hello@kaofelaretreats.com. Notices to the Participant will be sent to the email address provided at the time of booking and will be deemed received when sent, unless the sender receives a delivery failure message.