Terms & Conditions
Everything you need to know before you join us.
1. Booking & Payment
Deposit: 20% of the total package price (in EUR) is due at booking to secure your place. Non-refundable (see cancellation policy below).
Balance: Remaining balance due 6 weeks (42 days) before the retreat start date, aligned with the cancellation notice period below. Bookings made within this window require full payment upfront.
Accepted payment methods: Bank transfer, Stripe, or PayPal. All prices are in Euros (EUR).
If paying via PayPal, please select “Friends & Family” — otherwise an €8 payment processing fee applies.
Payment reference/details must include: full name, number of people, the FitXperience booked, and the date.
Confirmation: Booking is only confirmed once the deposit is received and a confirmation email is sent.
2. Cancellation Policy (Client-Initiated)
We require 6 weeks (42 days) notice prior to your scheduled arrival. Outside of this window, the following charges apply:
Time before arrival Charge
- More than 6 weeks Deposit is non-refundable; remaining balance refunded
- Between 6–5 weeks 50% of the total amount charged
- Between 5–4 weeks 75% of the total amount charged
- Within the last 4 weeks, or failure to communicate any cancellation/change 100% of the total amount charged
As FitXperience trips are bespoke, one-off experiences, no refunds and no replacements are available within these windows. Cancellations must be submitted in writing (email) — the date the email is received is the operative date.
3. Cancellation or Changes by FitXperience
FitXperience reserves the right to cancel or reschedule a retreat if minimum participant numbers are not met, notifying clients no later than [X] days before start date, with a full refund offered in that case.
FitXperience reserves the right to substitute accommodation, instructors, or venues of equivalent standard due to circumstances beyond its control (force majeure: extreme weather, strikes, government restrictions, venue closure, etc.), without liability for compensation beyond the direct cost paid.
4. Travel & Insurance
Clients are strongly encouraged to purchase travel insurance covering trip cancellation, medical emergencies, and personal belongings — ideally “cancel for any reason” coverage. Given no refunds or replacements are offered within the cancellation windows above, insurance is highly recommended.
FitXperience is not responsible for flights, visas, or travel arrangements to/from the retreat location; clients arrange and are responsible for their own travel to Portugal.
Any additional costs due to flight delays, missed connections, or travel disruption are the client’s responsibility.
5. Health, Fitness & Liability
Clients confirm they are in adequate physical health to participate in the activities offered (fitness training, yoga, surf, hiking, padel, etc.) and must disclose any relevant medical conditions, injuries, or physical limitations at time of booking.
A signed health/liability waiver is required as part of the booking process before participation.
FitXperience and its instructors are not liable for injury, illness, loss, or damage arising from participation, except where caused by proven negligence.
FitXperience reserves the right to modify or restrict a client’s participation in specific activities based on health disclosures or on-site assessment by instructors.
6. What’s Not Included
Flights, travel insurance, personal expenses, spa treatments beyond what’s listed, alcohol, optional excursions (surf, kayaking, etc. if priced separately). In most of the Camps breakfast is included, but no lunch or dinner.
7. Age Requirements
Minimum age to attend is 18
8. Image & Content Use
Photos/videos may be taken during the retreat for marketing purposes (Instagram, website). Clients may opt out by notifying staff in writing before the retreat starts.
9. Data Protection (GDPR)
We collect your name, contact details, payment info, and health disclosures solely to process your booking and keep you safe during your FitXperience. Your data is never sold and is only shared with partners directly involved in delivering your trip. You can request access to or deletion of your data anytime
10. Governing Law
These Terms & Conditions are governed by Portuguese law. Any disputes arising from your booking will be subject to the exclusive jurisdiction of the Portuguese courts.
11. Acceptance
By paying the deposit, the client accepts these Terms & Conditions in full.
