Reservation and Cancellation Policy
The following general terms and conditions have been set out to create a safe and enjoyable experience for all our guests at Surfasana.
Please take the time to carefully read the following general terms and conditions. By reserving and/or booking your stay, you agree to these bilateral respective rights and obligations set out here.
The following general terms and conditions apply to any commercial relationship between the company Caid Productions LLC d/b/a Surfasana and you, the customer.
The following names and terms herein have the meaning defined below:
Company: Caid Productions LLC doing business as Surfasana
Customer: guests / client / participant / you
1. Contract Closing and Reservation
In order to review reservations in the case of a misunderstanding, reservation requests must be submitted in written form via the reservation form on our website. The contract between Surfasana and the guest is effective when the reservation confirmation has been sent from Surfasana to the guest, who implicitly accepts the general terms and conditions of Surfasana by submitting the guest registration form and paying for the fee in full.
The reservation is complete once full payment has been received.
All reservations are subject to availability
All requests and reservations are subject to the prices and conditions at the moment of booking, as given on the website of Surfasana (http://surfasana.com)
The minimum age for booking without written parental consent is 18 years.
State of health / physical fitness: With the reservation, the client confirms that he/she is physically fit and does not have any pre-existing conditions or injuries that could be affected by surf activities and/or yoga activities. To participate, swimming skills and physical fitness are required. If you have any doubts, contact your doctor before making a reservation.
2. Insurances and Travel Documents
International travel to and from the Dominican Republic is not included in the package prices and is the responsibility of the client.
We highly recommend travel insurance to cover cancellation and/or injury.
Travel documents: Each guest is responsible for the procurement of necessary travel documentation such as a passport. Please contact your local embassy if you have any concerns regarding the Dominican Republic entrance requirements.
3. Payment Conditions
For Guests who have received the reservation confirmation containing the invoice, payment must be made according to the below conditions:
A deposit of 25% of the total invoiced amount to be paid to secure the Guest’s reservation. The remaining 75% of the total invoiced amount to be paid in full no later than 6 weeks prior to the event.
All payment arrangements are subject to the cancellations & refunds policies outlined below.
4. Cancellations and Rebooking
Cancellation and Rebooking by the Customer
Unfortunately, due to several last minute cancellations in the past, we have been forced to implement the following cancellation policy.
Every cancellation or rebooking request must be submitted in written form via email. In case of cancellation, the following cancellation fees may apply, depending on the date of cancellation.
The date of receipt of the written cancellation notice is equal to the date of cancellation.
If the reservation is cancelled 6 or more weeks prior to the event, the 25% deposit will be fully refunded.
Should the cancellation notice be received within 6 weeks of the event, the 25% deposit is not refundable. In this instance, the value of the deposit can be credited toward a future retreat experience, subject to space and availability.
Customers who want to cancel and/or transfer their booking, regardless of the date of written notice, have the right to assign a replacement person, who will fulfill all the conditions set out in these general terms and conditions and payment in full on behalf of the original Customer initiating the transfer.
Should the Guest fail to make payment for the remaining 75% of their invoiced amount, they will be contacted by Surfasana. If payment is not received in the subsequent 48 hours, their reservation will be forfeit and the initial deposit will not be refunded.
Cancellation by the Company
Surfasana reserves the right to resign from a contract under extraordinary circumstances:
If the booked service and/or arrangement can not be provided due to force majeure (e.g. epidemics, storms, catastrophes, strikes, political unrest, war, terrorism, staff illness etc), or if certain conditions present unacceptable danger to the participant, the company has the right to cancel the contract with immediate effect. Payments already made by the customer will be refunded within two weeks of the cancellation.
5. Pricing and Services
Prices and services are subject to change. The customer will be charged the rate specified on the Surfasana website at the time of booking – the reservation confirmation and invoice will outline the package and current rates. Surfasana reserves the right to change its prices without prior notice, if conditions change (e.g. newly introduced or changed fees of third party providers, governmentally imposed price regulations and currency fluctuations).
Surfasana reserves the right to change its offer or individually agreed services due to extraordinary circumstances (e.g. force majeure, governmental regulations, delays of third parties, weather and oceanic conditions). If any essential contract paragraph is changed, the customer will be informed immediately.
Guests are responsible for all international travel fees.
Customers participation in any of the Surfasana services, activities or any other arranged event is at the customer’s own risk. The customer releases, waives and holds harmless the company, its officers, agents and/or employees from all claims, losses, damages, commitments, expenses (including legal costs) during or in conjunction with his/her participation in activities conducted and organized by Surfasana, which may arise from, but are not limited to any injury, accident, illness, death, material damage or personal damage to the customer or to others.
Surfasana is not responsible for the theft of valuables, delays, traffic obstructions and any related expenses that may result from such circumstances. The customer also indemnifies Surfasana its officers, agents and/or its employees against all claims, losses, damages or expenses that any one or more of his/her executors, administrators, heirs, next of kin, successors or assignees may have in conjunction with his/her participation in activities conducted and organized by Surfasana, and against any costs including legal fees that may incur as a result of any such claims, losses damages or expenses whether valid or not.
It is the customers’ responsibility to inform the company about any chronic diseases or illnesses prior to arrival. The customer accepts all risk and will not hold the company responsible for any health impairments resulting from his/her chronic disease or illness. Accidents or injuries of any kind or origin (surfing, falling, etc.) are beyond influence and the company cannot be held responsible.
The customer will be responsible for any damage caused by the customer to equipment that belongs to the company (SURF BOARDS, sheets, cameras, watersports equipment, furniture) and will be charged a repair or replacement fee. Please note that temporary tattoos and colored sunscreen can permanently stain bed sheets and towels, if stains cannot be removed, the guest will be charged a replacement fee.
Surfasana values customer safety and adheres to strict safety standards. By providing qualified and trained surf-coaches and yoga instructors and carefully choosing the surf spots according to the surf level of participants, Surfasana minimizes the risk of accidents and injuries. Surfasana cannot be held responsible for any accidents or injuries that may occur while participating in surf activities. The customer accepts all costs for medical care and therefore should carry international medical insurance.
Please remember to check your travel insurance policy to ensure it covers activities such as surfing.
The customer is responsible for any damage and loss of property or equipment of Surfasana (for example rented surf equipment). Repair or replacement fees will be paid by the customer prior to their departure. Surfasana cannot be held responsible for poor surf conditions, therefore your arrival signifies the start of your ‘Surfasana retreat’, regardless of the conditions, including possible non-surf days. There may be days with poor waves, too big of a swell, strong wind or thunderstorms. These are factors that we can neither predict nor influence. We will do our absolute best everyday to find great surf breaks and quality waves.
Surfasana is not responsible for services provided by third parties.
7. Exclusion of Participation
The participant is obligated to follow the instructions of the company staff. If the customer conceals physical and/or health issues, is unfit, acts irresponsibly and/or causes disruptions that endanger the provision of the service and/or the health of other participants, the image of the company, its reputation and its employees or equipment the customer can be excluded from the participation of the Surfasana offer after an initial warning. If the situation arises, the contract will be terminated without further notice, already paid costs are nonrefundable and incurring costs are to be paid by the customer.
Sport activities, especially on or in the ocean such as surfing, carry with them some degree of risk. Each participant must carefully judge whether his/her state of health and fitness level permit them to undertake such an activity under the prevailing conditions. The customer consents to at his/her own cost receive medical treatment deemed necessary by Surfasana in the case of injury, accident or illness during the course of undertaking a surfing lesson or taking part in any other activities associated with surfing lessons or yoga lessons and also agrees to indemnify the company in respect of such medical treatment.
9. Data Usage and Protection
On occasion we will produce promotional items such as brochures, calendars, websites, films, etc. Therefore, the customer agrees that he/she may be photographed and/or filmed during his/her stay and/or activities in connection with Surfasana and also agrees that Surfasana may use such recordings for promotion and/or advertising purposes without any prior consent. The customer agrees that his/her personal data may be used by the company for marketing and market research purposes. The company assures that all personal data will be treated confidentially and not be transferred to any third party other than necessary to fulfil the booking or deliver the requested service. The customer can terminate this agreement at any time in written form via email. In that case, the personal data and/or footage will not be used for market research purposes.
10. Ineffectiveness of Individual Provisions
The ineffectiveness of individual provisions of the contract or of the general terms and conditions does not affect the validity of the remaining provisions.
I HAVE READ THE WAIVER OF LIABILITY, ASSUMPTION OF RISK, AND INDEMNITY OF THIS AGREEMENT, FULLY UNDERSTAND ITS TERMS, AND UNDERSTAND THAT I AM GIVING UP SUBSTANTIAL RIGHTS. I ACKNOWLEDGE THAT I AM SIGNING THIS AGREEMENT FREELY AND VOLUNTARILY, AND INTEND BY COMPLETION OF MY BOOKING TO AGREE TO A COMPLETE AND UNCONDITIONAL RELEASE OF ALL LIABILITY.