General Terms and Conditions
Particulars
The Service
Service Title: As specified on Your Booking Confirmation (excluding retreats see separate Retreat Terms and Conditions)
Service Delivery Date/s: As specified in the Scheduling Confirmation
Booking Confirmation is the email sent from the Integral8 Team info@integral8.com confirming your payment and booking details and is subject to these terms and conditions.
Scheduling Confirmation is the email sent from scheduling@acuityscheduling.com and is subject to these terms and conditions.
Service Organiser
Name: Integral8 Ltd
Registered Address: 1st Floor, Sackville House, 143-149 Fenchurch Street, London EC3M 6BN
Authorised Representative: Peter Dawson
Email: info@integral8.com
Coaches
Peter Dawson, Integral8 Ltd, peter@integral8.com
Sue Dawson, SGPilates, sue@sensegreaterpeace.co.uk
Subject to the provisions herein the Services will be primarily led and delivered by the Coaches as specified in the Booking Confirmation.
Owner: the party or parties from whom the Coaches have hired the Property/ies from for the purposes of the Service.
Property: is the property the Coaches have hired for the purposes of the Service. (where applicable, full address and room allocation and areas available for use and access will be provided approximately 2 weeks prior to The Service in Your Pre Arrival Confirmation).
Caterers: the party or parties whom the Coaches have hired to supply, provide, prepare and serve the food and beverages for the purposes of the Service.
Parties to the Contract
This Contract is between Integral8 Ltd, “Service Organiser”, and the individual person/s, identified as the “Client Participant” “the Parties”.
References to “You” or “Your” or “Yourself” are references to the Client Participant/s.
Only communications, including payments, by and to the Client Participant/s will be deemed to be made in accordance with this Contract.
Capitalised terms not defined in these Terms and Conditions have the meanings given herein.
These Terms and Conditions and Annexures together constitute the entire agreement between You and the Service Organiser, the “Contract”.
Purpose of the Contract
This Contract is for the provisions of services for The Service, for the Specified Period at the Property as set out above the terms and conditions herein.
The Client Participant/s shall not use the Property for any other purpose and will be responsible, jointly and severally, for the conduct and behaviour of all Client Participants within this booking.
Client Participants
Client Participants are those named in the Booking Form submitted by the Main Contact upon booking.
Full Details of all Client Participants in this booking to be provided in the Booking Form by the Main Contact.
No additional people may visit or stay at the Property during the Service. Client Participants may not be substituted or transferred.
If sharing a room You must specify whom from Your group You are sharing with.
You confirm all Client Participants are over 18 as at the date of the Service.
The Client Participant who completed the booking will be deemed the Main Contact for all Client Participants in the relevant booking if not specified in the Booking.
Communication with the Main Contact will be deemed to be communication with all Client Participants members of the group. It is the Main Contacts obligation to ensure that all communication is passed to all the Client Participants in this booking forthwith and any relevant information is provided by them to us in relation to the Client Participants in this booking. All relevant terms of this contract will apply to each Client Participant.
The Main Contact confirms that they have the full authority to enter into this contract on behalf of all Client Participants within this booking and will ensure they comply with all the terms herein.
Payments
All Service Fees and prices are quoted in £GBP and are exclusive of VAT unless otherwise stated.
All Client Participants understand that The Service offering and prices do not include any travel of any form, to, from or throughout The Service, e.g. flights, car hire or transfers, taxi etc. which remain the sole responsibility and risk of the Client Participant to arrange, and pay for and complete.
100% of the full Service Fee (as specified) payable upon booking.
If You fail to make a payment due in full and on time, the Service Organiser will treat Your booking as cancelled by You.
The Service Organiser reserves the right to change the Service Fees and the terms and conditions at any point of time in the future.
Changes to Service Fees will not affect bookings already confirmed at the time of the change.
Security Deposit
Should the Service Organiser require a Security Deposit, of £500 per person it will notify the Client participants and it must be paid to the Service Organiser 12 weeks prior to the arrival Parties agree that such Deposit is subject to the terms of this Contract.
The Service Organiser will hold the Security Deposit to be applied against any damage to the Property and/or to or removal of any furnishings, fixtures and fittings and equipment and/or any reasonable additional cleaning of the Property. The Service Organiser will return the Security Deposit to You within fourteen days of the Service Delivery Date, less any deductions in accordance with the Contract.
The Security Deposit whether requested or not does not constitute a limit on Your liability. Certain damage to the Property can give rise to losses in excess of the value of the Security Deposit and You remain liable to the Service Organiser for the full costs of all repairs or replacements required or other losses incurred by the Service Organiser due to loss or damage to the Property, its contents or Owner or the Coaches or their equipment.
Additional Services
Where, at its absolute discretion the Service Organiser offers or agrees to provide or organise the provision of, Additional Services (as identified from time to time), then such services will, unless otherwise agreed, be provided subject to this Contract.
Unless otherwise agreed pricing for the Additional Services will be in £GBP and payment will be made by You to the Service Organiser in advance of the Service Delivery Dates.
Where the Coaches suggests other service providers that may be suitable for the Client Participant then, should the Client Participant decide to engage any such service provider, they do so at their own risk and this will not form part of this Contract and will be a direct relationship between the Client Participant and the service provider and the Service Organiser and Coaches will have no responsibility or liability.
Free Time and Excursions
The Client Participants accept the full cost, risk and responsibility for all activities undertaken during free time whether within or outside the curtilage of the Property.
The Client Participants accept the full cost, risk and responsibility for all activities undertaken outside the Property and any excursions or trips outside the curtilage of the Property. If the Service Organisers or Coaches accompany them on any such visits or excursions they shall have no responsibility whatsoever for or to the Client Participants.
Cancellation by You
To cancel Your booking the Client Participant must do so in writing by email to the Coaches email address shown above. A cancellation will not take effect until the Coaches receives written confirmation from You except as otherwise provided elsewhere in this contract.
If You cancel Your Team Day Service booking:-
i. More than 6 weeks before the Service Delivery Date, you may reschedule to your event to next available session within the service limits; or
ii. Less than 6 weeks but more than 3 weeks before the Service Delivery Date, the Service Organiser will be entitled to retain 50% of the Service Fee; or
iii. less than 3 weeks prior to the Service Delivery Date, the Service Organiser will be entitled to retain the entire Service Fee but will refund any Security Deposit within 14 days of the cancellation.
If You cancel any other Service booking (other than Retreats see separate Retreat Terms and Conditions):-
i. more than 48 hours before the Service Delivery Date, you may reschedule to your event to next available session within the service limits; or
ii. If 48 hours or less prior to the Service Delivery Date, the Service Organiser will be entitled to retain the entire Service Fee.
Cancellation by Service Organiser and/or Service Leader and service interruption
The Service Organiser reserves the right to cancel this Contract at any time if circumstances beyond its reasonable control make it impossible or commercially unviable for the Service Organiser or Coaches to make the Service and /or the Property available to You including in circumstances where providing the Property or any part thereof is against applicable laws or regulations.
The Service Leaders will contact You as soon as is reasonably practical and inform You of any such cancellation.
In the unlikely event that the Coaches cannot complete the contracted service (illness, disability death etc.) The Contract Organiser will discuss the option of finding another Coach or practitioner/coach/trainer/practitioner or amending the Service Schedule with the Client Participant so that the service can be completed satisfactorily. If in the opinion of the Service Organiser this cannot be reasonably arranged, a pro-rata refund of The Service Fee will be returned to the Client Participant as appropriate.
The Service Organisers Coaches and Owners will not be responsible for any temporary defect or stoppage in the supply of public services to the Property such as water, electricity or the internet or in respect of any non-functioning of equipment or appliances in the Property (including the garden).
If the Service Organiser or Coaches feels for any reason at their absolute discretion deem that this Service is not suitable for you or your inclusion will adversely impact the intended environment or experience of The Service or any of the other participants then it can refuse to accept or cancel your booking and will refund you any Service Fees paid for The Service within 28 days of such cancellation subject to the terms herein.
In the event of a cancellation in accordance with this clause the Service Organisers and Coaches only liability to You will be to refund any Service Fees paid by the Client Participant for The Service pro-rated for the proportion of the event or services not completed, less a fair proportion of any non recoverable costs and admin fees of the Coaches and Service Organiser.
Any refunds or pro-rated proportions are to be decided by the Service Organiser acting reasonably and are final.
Your General Obligations
a. You shall:-
i. comply with this Contract including the Property Requirements and additional required forms;
ii. comply with any applicable laws and regulations concerning the attendance of the Service including any applicable travel or health restrictions or requirements;
iii. have adequate travel insurance and any other insurances you reasonable require for your circumstances or health;
iv. be covered by comprehensive travel insurance (including cancellation, flight delays, loss and damage to baggage and other property) and health insurance (including evacuation and repatriation coverage);
v. keep and leave the Property and all furnishings, fittings and equipment clean and in good condition;
vi. advise the Coaches immediately of any breakages or other damage to items so that repairs (including cleaning) or replacements can be arranged;
vii. lock the Property at night and when it is not occupied;
viii. allow the Coaches, Owner or its representative access at any reasonable time during the Service for the purpose of repairs or maintenance;
ix. take all necessary steps to safeguard Your personal property and that of the Coaches and other guests and no liability to You is accepted by the Coaches or Owner, in respect of damage to or loss of such property; and
x. advise the Coaches in advance of any relevant health issues including any food allergies; The Service Leaders Owners and Caterers cannot cater for anyone with life threatening or otherwise serious medical allergies. The kitchens used to prepare the food are used for all foods/ingredients and so are technically contaminated with allergens.
xi. respect the reasonable rules advised by the Service Leader and Owner relating to the Service and Property; as set out in Property Requirements or Session Conditions.
xii. You agree not to:-
i. cause any damage to the Property nor to do anything that may be reasonably considered to cause a nuisance or annoyance to the Coaches, Owner or to any other guest or Client Participant on the Service or occupier of neighbouring properties;
ii. allow more people to either stay in the Property or visit the Property other than as expressly stated herein;
iii. take permit or allow a pet or animal into the Property,
if You do or permit any of the above, the Coaches and/or Owner can refuse to allow You to attend The Service or be on the Property or require You to leave it. The Service Organiser will treat any of these circumstances as a cancellation of the booking by You.
Limitation of Liability
Except in respect of death or personal injury caused by its negligence, the Service Organiser Coaches and Owners aggregate liability to You under this Contract is limited to a sum equivalent to the relevant Service Fee per Client Participant.
The Owner shall have no liability to You for any indirect or consequential loss suffered by any Guest.
You agree to indemnify the Service Organiser and Coaches in respect of any claims brought against the Service Organiser and Coaches by any Client Participant or Guest in connection with your attendance or behaviour.
Complaints
If You have any problems or concerns of any nature You must let the Coaches know straight away and no later than the Service Delivery Date so that they may be investigated and where reasonably possible resolved.
In the unlikely event that any issue cannot be reasonably resolved before the Service Delivery Date, You must write to the Coaches with full details within 7 days of the Service Delivery Date so that the issue can be investigated.
Confidentiality
The material contained in these terms and conditions and the Service represents proprietary, confidential information pertaining to Service Organiser and its associates services and its methods. The Client Participant hereby agrees that the information in this proposal shall not be disclosed outside of the Client Participant and shall not be duplicated, used or disclosed for any purpose other than to evaluate this proposal or attend the Service.
It is understood that client data is confidential and will not be shared with anyone other than the appropriate practitioners, Coaches and suppliers at or working with Service Organiser responsible for enabling or delivering the service.
Service Organiser’s privacy policy can be found in full at its website www.integral8.com
Service Organiser undertakes to keep all “Confidential or Proprietary Information” pertaining to the Client Participant obtained or otherwise received in the course of this engagement confidential.
Proprietary and Confidential Information includes but is not limited to: information communicated by the Client Participant to be confidential before sharing it and any session notes, analytics or assessments, conclusions, presentations, data, trade secrets and know-how, curriculum vitae, draft and final client reports and other material not available to the general public.
This restriction shall continue to apply after the completion of the project without limit in point of time but shall cease to apply to any such information which may come into the public domain other than through unauthorised disclosure by the Service Organiser.
This restriction shall not prevent Service Organiser from publicising its relationship with the Client Participant in line with the Publicity clause and
This restriction shall not prevent any information or data form being used anonymously for the purposes of analysis, research and/or publication.
Copyright and Intellectual Property Rights
Except where otherwise specifically provided in writing, all images and content contained within the Service Organiser services and the rights contained therein, including copyright, remain the sole and exclusive property of Service Organiser and its practitioners and or Coaches.
The client may not copy, reproduce, republish, download, post, broadcast, transmit, make available to the public, or train or teach anyone else in the material content or practices or otherwise use Service Organiser or Service Leader content framework or materials in any way except for personal, non-commercial use. The client will not adapt, alter or create a derivative from any Service Organiser content except for personal, non-commercial use. Any other use of Service Organiser content requires express prior written permission.
Where the Service Organisers and Coaches or Owners or Caterers provides You with any copyright materials, including photographs, You acquire no ownership in these materials and may only use these for the purposes of attending the Service and for your personal use only thereafter.
Non Competition
As a harmonious and dedicated Service Organiser and Coaches, we value the diverse skill sets and expertise our Client Participants bring to our Services. We understand and appreciate that many of our Client Participants may be professional experts or practitioners in fields that overlap or compete with those of the Service Organisers and Coaches. In recognition of this, we require that you abide by the following stipulations:
Should you provide any services or operate a business that are similar to or competes with those offered by the Service Organiser or Coaches, you agree not to solicit business from any participant of The Service, during The Service or for a period of the following 12 months. This extends to all participants, Client Participants, Owners and Caterers.
This restriction can be waived only by obtaining express written consent from the Service Organisers. Your adherence to this clause is appreciated and vital in maintaining the tranquil and cooperative environment we strive to provide at our Services.
Disclaimer and Limitations of Liability
Service Organiser services are not intended to replace medical consultations or treatments by licensed physicians, psychologists or other healthcare professionals.
Service Organiser and its Service leaders are insured for Professional and Public Liability with a limit of indemnity of £5 million.
However, under no circumstances will Service Organiser or its practitioners or Coaches be liable for any of the following losses or damage (whether such losses were foreseen, foreseeable, known or otherwise and based on advice given by Service Organiser): (a) loss of data; (b) loss of revenue or anticipated profits; (c) loss of business; (d) loss of opportunity; (e) loss of goodwill or injury to reputation; (f) losses suffered by third parties; or (g) any indirect, consequential, special or exemplary damages arising from the use of Service Organiser services, regardless of the form of action.
Photos Video Training Publicity and Marketing
Respectful and mindful photos, audio, videos or timelapses maybe taken on the Service and classes and sessions for the purposes of feedback training or assessment and learning by our team and for marketing on our website, social media or other forms of advertising and you agree to their usage, you may share these on your social media but you must tag @sgpilates on Instagram and @sgpilatesuk on Facebook or please tag Sue Dawson Integral8 and Peter Dawson Integral8 if posting on LinkedIn
The Service Organisers and Coaches reserve the right to also record the sessions for sharing on their website or other media as practices after The Service for the Client Participants or other clients.
The Client Participants agree they have no right to ownership, use or licence fees and grant a fee free licence in perpetuity to the Service Organiser and Coaches for the use of all photos videos, timelapses and audio recordings of any kind taken by the Service Organiser and Coaches or others on their behalf.
Client Participants are not permitted to record audio or video or automatically transcribe in any Classes, sessions workshops or one to ones. You may take notes of insights or actions for your personal non commercial use only.
Both parties to this agreement shall be free reasonably and accurately to publicise the commercial relationship constituted by this agreement, including any feedback, comments or recommendations or testimonials given in connection with the event or any of the services provided and used anonymously for the purposes of research and/or publication.
The images and text used in the Service Organisers Coaches Owner’s and or Caterers website social media and marketing materials for the Service and Property and service provided illustrate the general style of the Service and quality of the houses, grounds services and food and facilities but they represent only a snapshot in time and the Service Organiser Coaches Owner and Caterer does not guarantee that all or any individual activity product or service shown, equipment or appliances or facilities will be available during Your Service Delivery Dates nor that the weather will be as shown.
Classes, Sessions, Team Days, Workshops, Sound Baths, One to Ones and Additional Services (Class or Classes) Conditions
The Timetable for The Service as shared from time to time is indicative only and is subject to amendment to enable the Service Organiser and Coaches at their absolute discretion to flex the design, quantum of sessions and timings to meet the overall intention and spirit of The Service taking into account all prevailing conditions at the time.
All classes sessions workshops sound baths one to ones and Additional Services are optional for the Client Participants. If the Client Participant chooses not to attend any such Classes then no substitute will be offered and no refund will be due. If you are 15 mins or less late for a scheduled session no additional time is due nor added. Being more than 15 minutes late for a scheduled class or Additional Service will be deemed as a Cancelled Session by You and no substitute will be offered and no refund will be due.
One to One Sessions, 48 hours cancellation notice is required or full charge will occur and no replacement session will be offered. One to one Sessions are not transferable to other persons.
Any refunds will be subject to the deduction of admin/costs charge. So please reschedule to save fees where possible.
If an in person One to One Session is cancelled by the Service Leader for any reason, you will given a session transfer valid for the next available session within the time frame of the Service, or an online session may be offered after The Service. If neither are suitable for you then a refund of the relevant one to one session fee will be made.
All One to One Sessions must be booked paid for and scheduled online at Integral8.com.
The Prices quoted for an Executive Leadership Team Days and Retreat Days are for a maximum of 7 hours of Coaches and/or practitioners time per day.
Outdoor sessions are weather dependent and will be taken indoors if there is a suitable alternative space available at the time. Outdoor sessions will not be refunded if cancelled due to the weather or alternately done indoors.
Completed Health and Wellbeing Questionnaires including emergency contact details are required to be submitted for each Client Participant. Please make sure you have submitted this at least 4 weeks prior to arrival or you will not be admitted to The Service or any meal Class or session.
No meal, session, group or one to one can be taken until the appropriate Health and Wellbeing Questionnaires have been completed and submitted by each Client Participant.
You are responsible for keeping your Health and Wellbeing Questionnaire up to date with any information that may be relevant and alerting the Coaches and Caterers and You confirm that have done so.
When you attend ANY Service session, in person, online or use recordings or practices supplied by the Coaches you agree that:
You do so at Your own risk, and You are responsible for Yourself.
You book a Service and attend knowing that You are responsible to make sure You are fit and well enough to join. Please seek appropriate medical or psychological advice prior to booking.
That You will tell the Coach or practitioner if You are unsure of any guidance given, that You stop if You experience any pain or discomfort, and You alert the Coach or practitioner if You need assistance, clarification, modifications or support at anytime.
Ensure You always work within Your body and mind’s own capability and do not do more than Your body mind is able to do safely.
Our ethos is to mindfully move, listening to our bodies wisdom and be guided by our own architecture and how we feel in the moment, there is no competition, pushing and no such thing as “perfect”
If You do not want hands on guidance You must inform the Coach or practitioner and Coaches beforehand.
That the space around You has been checked by You and is safe to move without obstructions.
You bring Your own equipment should You require it or desire it to any session as applicable.
Please make sure You bring any appropriate warm blankets, mats, cushions, eye masks to make Your session as cosy and comfortable as possible, these will not be supplied unless stated specifically otherwise in Your Pre Arrival Confirmation.
Ensure any equipment You use, whomever supplied it, is checked by You prior to and during class or session to ensure it is fit for purpose.
You are respectful to any other Client Participant attendee guest and Your Coach or practitioner/s.
Please do not attend an in person session if You think, or have COVID or relevant other infectious illness.
If You need to leave any session or The Service early please let the Coach or practitioner or Coaches know beforehand and leave without disrupting the Service for other Client Participants.
Property Requirements
The following are requirements relating to conduct at The Service and the use of the Property as specified from time to time by the Service Organisers, Coaches or Owners.
You agree to respect them during The Service and to require all members of Your party to do so.
The Service Leaders and Owner reserves the right to make reasonable changes or additions to these requirements and where reasonable will advise the Client Participant in writing.
Use of the Property — The properties as defined in Your Pre Arrival Confirmation.
The commercial kitchen is not available for use by any Client Participant.
Dress Code — Your choice, please feel free to be relaxed and comfortable and suitable for the activity being undertaken and the prevailing conditions. In order to provide a safe and respectful space please note no nudity, is allowed in any shared spaces at the Property, thank You.
Noise levels — We need to respect our neighbours by keeping noise to an acceptable level.
No smoking or Vaping or recreational drug use- For the comfort health and safety of all of our guests smoking vaping or recreational drug use is not allowed anywhere inside or outside or within the grounds or curtilage of the Property at any time. If You choose to go outside of the boundaries or curtilage of Property to smoke cigarettes or vape please always safely dispose of cigarette butts to avoid litter and accidental fires and extra cleaning.
The Studio/Gym — The Studio space is for adult use only and is not supervised outside of scheduled classes. Unsupervised use is not permitted at any time, including use of any and all equipment provided within it.
Breakages/spillages — Accidents happen and most things are easily fixed if known about. If You do break or damage anything at the property (including spillages on the carpets or soft furnishings) please do let the Coaches know at the time so that we can inform the Owners and organise any additional cleaning replacement or fix the item for You and future guests.
Non transferable
This contract is for the Client Participants specified and The Service and at the dates and times specified as the Service Delivery Dates only and are not transferable by the Client Participant
Governing law and Conflict Resolution
In the event of any conflict arising out of this agreement both parties agree to enter in good faith into conflict resolution with an independent professional mediator within two months of the dispute arising.
At all times including failing to reach any such mediated agreement this agreement shall be governed by English Law and English courts shall have exclusive jurisdiction in dealing with disputes arising from this agreement.
Force Majeure
The Service Organiser and Coaches shall not be liable for any delay or non-performance of its obligations under this Agreement arising from any cause or causes beyond its reasonable control including, without limitation, any of the following: act of God, governmental act, war, fire, flood, explosion or civil commotion.
Entire Agreement
This Agreement contains the entire agreement of the parties with respect to the subject matter of this Agreement and supersedes all previous written and oral agreements, understandings and arrangements between them relating to that subject matter.