These Terms and Conditions apply to bookings made with Wild Fit Free and participation in a Wild Fit Free retreat.
Please read them carefully before submitting a booking or paying a deposit.
1. About Wild Fit Free
Wild Fit Free, referred to in these Terms as “WFF,” “we,” “us” or “our,” curates and hosts exclusive small-group pickleball, fitness, wellness and adventure retreats in South Africa.
WFF retreats are intended for adults aged 18 years and older unless a particular retreat expressly markets allows younger participants.
Our retreats may include accommodation, meals, transport, pickleball coaching, sporting activities, excursions, wildlife experiences, wellness services, social events and other activities described in the applicable retreat itinerary.
Unless expressly stated otherwise, WFF does not own or operate the accommodation establishments, airlines, transport companies, sporting venues, restaurants, activity operators or other third-party suppliers used during a retreat.
2. The Booking Agreement
Your booking agreement consists of:
- These Terms and Conditions;
- Your booking confirmation and invoice;
- The WFF Cancellation Policy;
- The WFF Guest Waiver and Indemnity;
- The WFF Code of Conduct;
- The WFF Privacy Policy;
- Your completed Medical Disclosure Form; and
- Any retreat-specific information or conditions supplied to you in writing.
These documents should be read together.
Where there is an inconsistency, the retreat-specific booking confirmation or invoice will apply to the commercial details of that booking, including the retreat date, price and payment deadlines.
By submitting a booking form, ticking the required acceptance boxes, paying a deposit or participating in a retreat, you confirm that you have read and accepted the documents applicable to your booking.
3. Eligibility
Unless WFF confirms otherwise in writing, guests must be at least 18 years old at the start of the retreat.
By making a booking, you confirm that:
- You have the legal capacity and authority to enter into the booking agreement;
- The information supplied by you is accurate and complete;
- You are authorised to provide information for any other person included in your booking; and
- You will ensure that every guest included in the booking reads and accepts the applicable WFF documents.
A person making a booking on behalf of other guests remains responsible for communicating all booking information and payment deadlines to those guests.
4. Booking and Confirmation
All bookings are subject to availability and acceptance by WFF.
Submitting a booking form or enquiry does not automatically reserve a place. A booking is confirmed only after:
- WFF has issued written confirmation;
- The required deposit has been received in cleared funds; and
- The guest has completed any required booking documents.
Retreat places are limited and are allocated according to confirmed bookings rather than preliminary enquiries.
WFF reserves the right to decline a booking where reasonably necessary, including where participation may create a material safety, operational or legal concern.
5. Retreat Price
Unless expressly stated otherwise:
- Retreat prices are quoted in United States dollars;
- The price includes only the services listed as included in the applicable retreat package;
- Flights, visas, passports, travel insurance and personal expenses are not included;
- Optional activities or services are charged separately; and
- Bank charges, international transfer fees and currency-conversion costs are payable by the guest.
The inclusions and exclusions for each retreat will be stated on the website, booking confirmation, itinerary or invoice.
6. Deposit and Payment
A non-refundable deposit of ZAR 16 500 (approx. USD 1 000) per guest is required to secure a booking, subject always to applicable consumer law.
The remaining balance must be paid in full within 90 calendar days of the booking date, unless:
- A different deadline appears on the booking confirmation or invoice;
- WFF agrees to an alternative arrangement in writing; or
- Earlier payment is reasonably required to secure accommodation or another essential supplier.
Where an earlier payment deadline is required, the guest will be informed before confirming the booking or as soon as WFF becomes aware of the supplier requirement.
If the balance is not received by the applicable deadline, WFF may:
- Cancel the booking;
- Release the guest’s place for resale; and
- Retain or apply the deposit in accordance with the Cancellation Policy and applicable law.
It remains the guest’s responsibility to make payment by the due date, whether or not a payment reminder is received. See cancellation policy.
7. Price Adjustments
Once a booking is confirmed, WFF will not increase the retreat price unless the increase results from circumstances beyond WFF’s reasonable control, such as:
- New or increased taxes, levies or government charges;
- Material currency fluctuations;
- Supplier-imposed surcharges;
- Changes requested by the guest; or
- A substantial change in the services required for the booking.
WFF will provide written details of any adjustment.
Where a material increase is proposed, WFF will consider any rights or remedies available to the guest under applicable law.
8. Cancellations, Transfers and Refunds
All guest cancellations must be submitted to WFF in writing.
Deposits, cancellation charges, booking transfers, no-shows, early departures, refunds and credits are governed by the separate WFF Cancellation Policy, subject to applicable consumer law.
A cancellation is effective only once it has been received and acknowledged by WFF.
Guests should not assume that a cancellation, transfer, refund or credit has been approved unless written confirmation has been issued by WFF.
9. Travel Insurance
Every guest is strongly encouraged to purchase comprehensive travel insurance immediately after confirming a booking.
The policy should provide appropriate cover for:
- Trip cancellation or interruption;
- Illness, injury and medical emergencies;
- Emergency evacuation and repatriation;
- Flight delays and cancellations;
- Missed connections;
- Lost, damaged or delayed baggage;
- Activities included in the retreat;
- Personal liability; and
- Unexpected events beyond the guest’s or WFF’s control.
Guests are responsible for confirming that their policy covers the full value of the retreat, flights and other travel arrangements.
WFF is not an insurer and cannot advise whether a particular insurance policy is suitable.
10. Passports, Visas and Entry Requirements
Each guest is responsible for:
- Holding a valid passport;
- Obtaining all necessary visas and travel authorisations;
- Meeting immigration, customs, vaccination and entry requirements;
- Checking that travel documents remain valid for the required period;
- Complying with airline and government requirements; and
- Paying all related costs.
WFF may provide general travel information as a courtesy, but this does not constitute immigration, medical or legal advice.
WFF is not responsible where a guest is delayed, refused boarding, denied entry or unable to participate because the guest has not met the applicable requirements.
11. Flights and Arrival Arrangements
Unless expressly included in the retreat package, guests are responsible for arranging and paying for their own flights.
Guests must provide accurate arrival and departure details by the deadline communicated by WFF.
Where an airport transfer is included, the guest must arrive at the designated airport and within the applicable transfer window. Additional transfers caused by late arrival, changed flights, missed connections or inaccurate information may be charged to the guest.
WFF is not responsible for airline delays, cancellations, missed flights or lost baggage.
12. Health and Fitness Responsibilities
WFF retreats may involve pickleball, walking, hiking, swimming, kayaking, fitness sessions, game drives, adventure activities and other forms of physical participation.
Each guest is responsible for:
- Assessing whether they are medically and physically able to travel and participate;
- Obtaining medical advice or clearance where appropriate;
- Disclosing relevant medical conditions, allergies, medication, injuries and mobility limitations;
- Bringing sufficient prescribed medication;
- Following reasonable safety instructions; and
- Choosing not to participate in an activity that exceeds their ability or comfort level.
Completion of a Medical Disclosure Form does not transfer responsibility for the guest’s health or fitness to WFF.
WFF does not provide medical advice and does not guarantee the availability of immediate medical care in every location.
13. Medical Disclosure and Emergencies
Guests must complete the WFF Medical Disclosure Form accurately and update WFF if relevant information changes before the retreat.
WFF may share necessary medical or emergency information with authorised team members, medical professionals or activity providers where reasonably required to protect the guest or another person.
In an emergency, WFF may arrange medical assistance or transportation where the guest cannot provide instructions. The guest remains responsible for the resulting medical, evacuation, transport and related costs.
The processing of medical and personal information is governed by the WFF Privacy Policy.
14. Assumption of Risk and Guest Waiver
Travel and physical activities involve risks that cannot be completely eliminated.
These may include injury, illness, falls, sporting accidents, wildlife encounters, water-related incidents, changing weather, transport incidents, property loss and delays in obtaining medical treatment.
Before participating, each guest must read and accept the separate WFF Guest Waiver and Indemnity.
Nothing in these Terms or the Guest Waiver is intended to exclude liability that cannot lawfully be excluded.
15. Third-Party Suppliers
WFF selects and coordinates third-party suppliers to provide parts of the retreat experience.
Those suppliers may operate under their own terms, conditions, waivers and safety requirements. Guests must comply with reasonable supplier instructions.
To the extent permitted by law, WFF is not responsible for an independent supplier’s acts, omissions, negligence, insolvency, schedule changes or service failures where these are outside WFF’s reasonable control.
WFF will, however, take reasonable steps to assist guests and address supplier-related problems where practicable.
16. Itinerary and Service Changes
Published itineraries are intended as a guide and may need to change because of:
- Weather or sea conditions;
- Safety concerns;
- Supplier availability;
- Road or transport conditions;
- Wildlife movements;
- Government restrictions;
- Venue availability;
- Illness or emergency;
- Events beyond WFF’s reasonable control; or
- Changes that reasonably improve the guest experience.
WFF may substitute an activity, venue, supplier, restaurant or other service with a reasonably comparable alternative.
Minor itinerary adjustments do not entitle a guest to a refund.
Where a material part of the retreat cannot be provided, WFF will consider a suitable alternative, credit or refund where appropriate and legally required.
17. Minimum Guest Numbers
A retreat may require a minimum number of confirmed guests.
WFF may postpone, reschedule or cancel a retreat if the minimum number is not achieved.
Where WFF cancels a retreat for this reason, guests will be offered the remedies set out in the WFF Cancellation Policy, which may include:
- Transferring to another available retreat;
- Receiving a future-retreat credit; or
- Receiving a refund of eligible amounts paid directly to WFF.
WFF is not responsible for independently booked flights, accommodation, visas, insurance or other third-party expenses. Guests should protect these costs through appropriate travel insurance.
18. Events Beyond WFF’s Reasonable Control
WFF will not be liable for a failure or delay caused by circumstances beyond its reasonable control.
These may include:
- Extreme weather;
- Fire, flood or natural disaster;
- Epidemic or public-health emergency;
- War, terrorism or civil unrest;
- Government action or travel restrictions;
- Strikes or transport disruption;
- Closure of an airport, road, venue or attraction;
- Utility or communications failure;
- Supplier insolvency or unavoidable supplier failure; or
- Another event that could not reasonably have been prevented.
Where such an event affects a retreat, WFF may modify, postpone, reschedule or cancel the affected services.
Any refund, credit or transfer will be determined in accordance with the Cancellation Policy, recoverable supplier amounts and applicable law.
19. Guest Conduct
All guests must behave respectfully and comply with:
- The WFF Code of Conduct;
- Reasonable instructions from WFF team members;
- Supplier and venue rules;
- South African law; and
- Reasonable health and safety requirements.
WFF may restrict or terminate a guest’s participation where the guest’s conduct is unlawful, abusive, threatening, discriminatory, persistently disruptive, unsafe or materially harmful to another person or the retreat experience.
Where reasonably possible, WFF will first explain the concern and give the guest an opportunity to correct the behaviour. Immediate action may be taken where safety or serious misconduct is involved.
A guest removed for serious misconduct will be responsible for their own accommodation, transport and onward travel costs and may not be entitled to a refund, subject to applicable law.
20. Alcohol, Illegal Substances and Safety
Guests consuming alcohol remain responsible for their conduct and personal safety.
Illegal drugs and unlawful conduct are prohibited.
WFF or a supplier may prevent a guest from participating in an activity where that guest appears intoxicated, impaired or otherwise unable to participate safely.
No refund will be payable for an activity missed for this reason, subject to applicable law.
21. Personal Property
Guests remain responsible for their money, passport, electronics, luggage, sporting equipment and other personal belongings.
WFF is not responsible for lost, stolen or damaged property unless the loss results directly from conduct for which WFF is legally liable.
Guests should use available safes, secure valuables and maintain suitable travel insurance.
22. Photography, Video and Guest Content
WFF may arrange photography or video recording during a retreat.
The collection and use of identifiable guest images are governed by:
- The WFF Privacy Policy;
- Any media consent selected by the guest; and
- Any separate photography or media release provided by WFF.
WFF will not rely solely on a general acceptance of these Terms for promotional use where separate consent is appropriate.
Where a guest voluntarily submits a testimonial, photograph or video for publication, WFF may use that content for the purpose agreed with the guest.
The guest confirms that they own the submitted content or have permission to provide it.
23. Website and Intellectual Property
The WFF name, logo, website, written material, itineraries, designs, photographs, videos and other branded content are owned by or licensed to WFF.
They may not be copied, reproduced, republished, commercially used or distributed without prior written permission.
Guests may share publicly available WFF content for personal, non-commercial purposes, provided that it is not altered, presented misleadingly or used in a way that harms WFF’s rights or reputation.
24. Website Information
WFF takes reasonable care to ensure that information on its website is accurate and current.
Website content may nevertheless contain errors or become outdated. Retreat details are subject to confirmation in the guest’s written booking confirmation and itinerary.
WFF does not guarantee that the website will always be available, uninterrupted or free from technical faults.
25. Limitation of Liability
Nothing in these Terms excludes or limits liability where doing so would be unlawful.
Subject to that qualification and to the maximum extent permitted by law:
- WFF is not liable for indirect, special or consequential loss;
- WFF is not liable for losses caused by a guest’s own actions, failure to follow instructions or breach of these Terms;
- WFF is not liable for events outside its reasonable control;
- WFF is not liable for independent third-party services except to the extent WFF is legally responsible; and
- WFF’s total liability relating to a booking will not exceed the amount paid directly to WFF for the affected guest’s retreat, unless applicable law requires otherwise.
26. Guest Responsibility and Indemnity
A guest may be held responsible for loss, damage, injury, penalties or expenses caused by:
- The guest’s unlawful or negligent conduct;
- Deliberate damage to property;
- Breach of these Terms or the Code of Conduct;
- Failure to follow reasonable safety instructions; or
- Infringement of another person’s lawful rights.
Any indemnity given by a guest applies only to the extent permitted by law and is further addressed in the WFF Guest Waiver and Indemnity.
27. Complaints
Guests should report a problem to a WFF representative as soon as possible during the retreat so that WFF has a reasonable opportunity to address it.
A formal complaint should be submitted in writing to hello@wildfitfree.com within 14 days after the retreat ends and should include:
- The guest’s name;
- The applicable retreat;
- A description of the concern;
- Relevant supporting information; and
- The resolution requested.
WFF will acknowledge and investigate complaints within a reasonable period.
This clause does not remove any rights or remedies available under applicable law.
28. Privacy
WFF processes personal and medical information in accordance with the WFF Privacy Policy and applicable data-protection law.
Guests should read the Privacy Policy before submitting a booking or Medical Disclosure Form.
Marketing consent will be requested separately and may be withdrawn at any time.
29. Notices and Communication
Booking notices, payment reminders, itinerary updates and other important communications may be sent to the email address or mobile number supplied by the guest.
The guest is responsible for keeping these details current and checking their email, including junk or spam folders.
Formal cancellations and material booking changes must be communicated in writing.
30. Governing Law and Jurisdiction
These Terms and the booking agreement are governed by the laws of the Republic of South Africa.
The parties will first attempt to resolve a dispute through good-faith discussions.
Nothing in these Terms prevents a consumer from approaching a court, tribunal, ombud, regulator or other body having jurisdiction under applicable law.
Subject to those rights, legal proceedings may be brought before a competent South African court.
31. Severability
If any provision of these Terms is found to be invalid or unenforceable, that provision will be limited or removed only to the extent necessary.
The remaining provisions will continue to apply.
32. No Waiver
A failure or delay by WFF in enforcing a provision does not mean that WFF has waived its right to enforce that provision later.
33. Changes to These Terms
WFF may update these Terms for future bookings to reflect changes in its services, suppliers, operating procedures or legal obligations.
The version accepted when a guest’s booking is confirmed will generally apply to that booking.
A material change affecting an existing confirmed booking will be communicated to the guest and will apply only where permitted by law or agreed with the guest.
34. Contact Details
Wild Fit Free
Email: hello@wildfitfree.com
Website: www.wildfitfree.com
Telephone: +27 71 465 4000
Business address: Plettenberg Bay, South Africa
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