Welcome to Brown Boy Travels Shop (“BBTS”), a trading name of BBTB Ltd, Company No. 14927370, registered in England and Wales. These Terms and Conditions govern all services provided by BBTS. By engaging our services, you confirm that you have read, understood and agreed to these terms.

1. Our Business

1.1 BBTS is a registered travel business operating as a bespoke wellness travel advisor. We hold the legal structure of a travel agency but do not sell pre-packaged deals or work from a brochure. We design bespoke wellness travel experiences built around each client’s individual needs, goals and life context.

1.2 Where bookings involve third-party suppliers, BBTS acts as a facilitator through our trusted affiliate partners. In such cases, the principal terms of the relevant supplier will also apply.

1.3 BBTS does not own, operate or control any accommodation, transport, retreat venue or wellness service booked on your behalf.

2. Definitions

• Client: Any individual engaging BBTS services.
• Service: Advisory, facilitation, retreat, and WAJD session services provided by BBTS.
• Booking: Any confirmed reservation made through BBTS, including travel, accommodation, retreat places and WAJD sessions.
• Booking Date: The date a service is confirmed with the relevant provider.
• Deposit: A non-refundable payment required to secure a service, the amount of which is confirmed at the time of booking.
• Retreat: A structured multi-day group wellness programme led by BBTS.
• WAJD: A private one-to-one reflective session held during or after travel, facilitated by Ucman Scher.

3. Services

3.1 Travel Planning and Booking

A deposit is required to initiate travel planning services. The deposit amount is confirmed at the time of booking and applied toward the final cost. All bookings are subject to the terms of the relevant third-party suppliers, which the client must review prior to confirmation. Planning fees, where applicable, are non-refundable if the holiday is cancelled by the client or provider. BBTS will assist in seeking alternatives within a reasonable timeframe.

3.2 Consultation Services

A consultation fee is required to book an initial session. The fee is non-refundable but is credited in full toward the final trip or service cost if a booking proceeds. Full details are set out in Clause 7.

4. Cancellations and Refunds

4.1 General

The deposit is non-refundable in all circumstances except one: if BBTS is unable to identify a suitable option that meets the client’s stated needs, the deposit will be returned in full. In all other cases the deposit is forfeited if the client does not proceed.

Confirmed bookings are subject to the cancellation policy of the relevant third-party supplier. BBTS will assist in facilitating any refunds due from suppliers, and any outstanding planning fee will be deducted from amounts recovered.

4.2 Cancellations by the Client

If a client cancels a confirmed booking, the applicable supplier cancellation policy governs any refund. BBTS administrative charges may also apply as set out in Clause 9.

4.3 Cancellations by BBTS

In the event BBTS cancels a retreat or WAJD session, the client will be offered a full refund of their deposit or a transfer to an alternative date, at the client’s choice.

5. Travel Insurance

BBTS strongly requires all clients to hold comprehensive travel insurance prior to departure or attendance at any retreat or wellness programme. Insurance must cover, at minimum:

• Trip cancellation and curtailment
• Medical emergencies and evacuation
• Lost, delayed or damaged baggage
• Personal liability
• Cancellation due to unexpected personal circumstances

For retreat attendees, we additionally recommend cover for activity-related risks and mental health-related cancellation where available.

It is the client’s sole responsibility to arrange adequate insurance. BBTS is not liable for any loss, cost or consequence that adequate insurance would have covered. Failure to hold appropriate insurance does not affect the client’s obligations under these terms.

6. Retreats

6.1 Booking, Deposit and Balance Payment

A non-refundable deposit is required to secure a retreat place. The deposit amount is confirmed at the time of booking. By paying the deposit, the client accepts these terms in full.

The remaining balance of the retreat fee is due no later than 45 days before the retreat start date. Failure to pay the balance by this date may result in the place being released and the deposit being forfeited.

6.2 Refund Policy

The retreat deposit and any balance paid are non-refundable except where BBTS cancels the retreat (see Clause 4.3). No refund is issued for cancellations made by the client, regardless of timing or circumstance.

6.3 Date Transfers

If a client is unable to attend their booked retreat date, they may request a transfer to another available retreat date, subject to availability. Transfer requests must be made as early as possible and are at the sole discretion of BBTS. No guarantee of an alternative date is given.

6.4 Rescheduling

A client may reschedule their retreat place up to twice, provided a minimum of 24 hours’ notice is given before the retreat start date. Rescheduling requests made with less than 24 hours’ notice cannot be accommodated and the deposit is forfeited.

6.5 No-Shows

If a client does not attend the retreat without prior notice, the full amount paid is forfeited and the place cannot be transferred or refunded.

6.6 Mid-Retreat Departure

If a client chooses to leave a retreat before its conclusion, no refund will be issued for any unused portion of the programme, accommodation or meals. The same principle applies to any confirmed travel arrangement: if a client departs a trip early for any reason other than a verifiable medical emergency, no refund will be provided for unused services. BBTS will assist in facilitating any refunds available from third-party suppliers but cannot guarantee their outcome.

6.7 Conduct

All guests are expected to engage respectfully with the retreat leader, facilitators and fellow participants. BBTS and the retreat leader reserve the right to remove any guest whose behaviour is deemed disruptive, disrespectful or incompatible with the group environment, at the sole judgement of the retreat leader. In such circumstances, no refund will be provided and the guest will be required to make their own arrangements for onward travel and accommodation.

6.8 Photography and Social Media

To protect the privacy and confidentiality of all participants, photography, audio recording and video recording are not permitted during programme sessions without the explicit prior consent of the retreat leader and all individuals present. Guests must not share, post or publish any images, recordings or personal disclosures relating to other participants on social media or any other platform, whether during or after the retreat. BBTS may photograph or record the retreat for promotional purposes and will seek consent from guests before doing so.

6.9 Guest Confidentiality

Retreat programmes involve small group settings in which participants may share personal, sensitive or emotional disclosures. Guests are required to treat all such disclosures as strictly confidential. Nothing shared by another participant within a retreat setting may be discussed, repeated or shared with any third party, whether in person or on any digital platform. This obligation continues after the retreat has concluded.

6.10 What is Included

The retreat fee includes accommodation, all meals, the full programme of sessions, and one private WAJD session. Travel to and from the venue is the client’s responsibility and is not included in the retreat fee.

6.11 Group Size

Retreats are limited to a maximum of eight guests. BBTS reserves the right to cancel a retreat if the minimum viable number of bookings is not reached, in which case Clause 4.3 applies.

6.12 Minimum Age

Retreats are open to participants aged 18 and over only. BBTS reserves the right to refuse a booking where it believes a participant does not meet this requirement.

6.13 Health Disclosure and Suitability

Clients are required to disclose any significant physical or mental health conditions to BBTS prior to confirming a booking. This information is treated in strict confidence and is used only to ensure that the retreat is appropriate and safe for the individual. Retreat programmes include psychologically informed content, reflective exercises and group work. They are not a substitute for clinical treatment. Clients with significant mental health conditions are strongly advised to consult a qualified professional before booking and to discuss their suitability with BBTS in advance. BBTS reserves the right to decline a booking where it believes the retreat environment may not be suitable for a prospective participant.

7. WAJD Sessions

7.1 Nature of the Service

WAJD is a private, one-to-one reflective session held during or after travel, facilitated by Ucman Scher in his capacity as an advanced integrative psychotherapy trainee. WAJD is not a clinical intervention and does not constitute therapy, counselling or any form of regulated mental health treatment.

7.2 Minimum Age

WAJD sessions are available to participants aged 18 and over only.

7.3 Booking and Deposit

A non-refundable deposit is required to book a WAJD session. The amount is confirmed at the time of booking.

7.4 Refund Policy

WAJD session deposits are non-refundable in all circumstances, except where BBTS cancels the session, in which case a full refund or rescheduled date will be offered.

7.5 Rescheduling

A client may reschedule a WAJD session once only, provided a minimum of 24 hours’ notice is given before the scheduled session time. No further rescheduling is permitted. A new deposit will be required for any additional booking.

7.6 No-Shows and Late Cancellations

If a client fails to attend a WAJD session, or cancels with less than 24 hours’ notice, the deposit is forfeited in full.

7.7 Confidentiality

All information shared during a WAJD session is treated with strict confidentiality. Nothing disclosed within a session will be shared with third parties except where required by law or where the facilitator has a duty of care obligation that cannot be overridden by confidentiality.

8. Consultation, Deposit and Rescheduling Policy

8.1 The consultation fee is non-refundable but is credited in full toward the final trip or service cost if a booking proceeds. 

8.2 If a client fails to attend a consultation without prior notice, or cancels with less than 24 hours’ notice, the consultation fee is forfeited.

8.3 Clients may reschedule a consultation up to twice, provided at least 24 hours’ notice is given before the scheduled time. Any further rescheduling will require a new consultation fee.

8.4 The deposit is refunded in full only if BBTS is unable to identify a suitable option that meets the client’s stated requirements.

9. Administrative Charges

• Flight booking changes: 20% administrative fee plus any applicable airline charges.
• Itinerary modifications after initial delivery: 20% of the cost of affected services.
• Changes to requirements after the initial consultation: 20% of the cost of affected services.
• Changes more than 15 days before departure: 20% fee plus any price differences.
• Changes fewer than 15 days before departure: 30% fee where changes are possible.

10. Package Holidays and Protected Travel

Where products are sold as packages protected by ABTA, ATOL or other regulatory bodies, protections are provided by our trusted partners who act as the principal travel provider. The terms of those partners apply to the relevant booking. Financial protection is provided by the third-party supplier, not BBTS. Details of the specific protection applicable to a booking will be provided at the time of reservation.

11. Supplier Terms and Direct Contracts

11.1 When making a booking, the client enters into a direct contract with the travel provider.

11.2 All reservations are subject to the provider’s own terms and conditions.

11.3 Complaints or disputes relating to supplier services must be resolved directly with the relevant provider. BBTS will assist in facilitating communication but is not responsible for the outcome.

12. Medical and Psychological Disclaimer

12.1 BBTS wellness travel services may involve discussions about stress, sleep, emotional wellbeing and lifestyle. These are not a substitute for professional medical, psychological or psychiatric advice.

12.2 Nothing provided by BBTS should be used to diagnose, treat or manage any health condition. Clients must consult a qualified medical or mental health professional for any clinical concerns.

12.3 BBTS accepts no liability for medical, emotional or psychological outcomes arising from use of its services.

13. Liability

13.1 BBTS is not liable for service delivery by third-party travel providers.

13.2 BBTS shall not be liable for any indirect, incidental, special, consequential or punitive damages.

13.3 Clients agree to indemnify and hold BBTS harmless from any claims arising from their travel arrangements.

13.4 Nothing in these terms excludes or limits BBTS liability where it would be unlawful to do so under English law, including liability for death or personal injury caused by negligence.

14. Force Majeure

Neither BBTS nor its travel providers shall be liable for failure to perform obligations due to circumstances beyond reasonable control, including acts of God, war, pandemic, government action or natural disaster. Provider policies will apply for cancellations arising from such events.

15. Client Obligations

• Provide accurate and complete information during booking and planning.
• Review all travel documents and confirm their accuracy before departure.
• Communicate changes to travel requirements promptly.
• Comply with all laws and regulations of travel destinations.
• Arrange comprehensive travel insurance as required under Clause 5.
• Ensure fitness to travel, attend retreats or participate in wellness programmes.

16. Passport, Visa and Immigration Requirements

16.1 Clients are responsible for meeting all passport, visa and immigration requirements for their destinations.

16.2 BBTS will provide general guidance but accepts no liability for issues arising from travel documentation.

17. Special Requests

17.1 BBTS will relay special requests to travel providers but cannot guarantee fulfilment. Special requests may be subject to additional charges.

18. Payment Terms

18.1 Payments may be made in GBP, USD or EUR. Payments made by debit or credit card are subject to a processing fee of 2% of the total transaction value. Payments made by business card are subject to a processing fee of 3.1% of the total transaction value. These charges reflect third party processing costs and are applied in addition to the quoted price. Prices exclude VAT or other applicable taxes where relevant.

18.2 The deposit amount is confirmed at the time of booking. Full payment for bookings is due at confirmation unless otherwise agreed in writing.

18.3 All fees and charges will be communicated and agreed in advance of any commitment being made.

19. Privacy and Data

BBTS processes personal data in accordance with the UK GDPR and the Data Protection Act 2018. No credit card or payment card data is stored by BBTS. Full details of how we collect, use and protect your data are set out in our Privacy Policy at https://brownboytravels.shop/privacy/

20. Confidentiality

20.1 BBTS maintains strict confidentiality regarding client travel plans, personal data and information disclosed during consultations, retreat sessions and WAJD sessions.

20.2 Client information will not be disclosed to third parties except as required by law or with the client’s explicit consent.

21. Intellectual Property

21.1 All programme materials, frameworks, methodologies, written content, session structures and other materials created and used by BBTS in the delivery of retreats, WAJD sessions and travel planning services are the intellectual property of BBTB Ltd.

21.2 Clients may not reproduce, distribute, publish, share or use any such materials for commercial purposes without the prior written consent of BBTS.

21.3 This clause does not restrict a client from keeping personal notes made during their own participation in a session or retreat.

22. Dispute Resolution

21.1 Clients should contact BBTS directly in the first instance. Complaints will be addressed within 14 days of receipt.

21.2 Any dispute that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the courts of England and Wales.

23. Amendments

BBTS reserves the right to amend these Terms and Conditions at any time. Changes will be communicated to existing clients and updated on the website. Continued use of services after amendment constitutes acceptance of the revised terms.

24. Governing Law

These Terms and Conditions are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

25. Entire Agreement

These Terms and Conditions, together with the Privacy Policy and any service-specific agreement, constitute the entire agreement between BBTS and the client. Any amendments must be agreed in writing.

26. Contact

BBTB Ltd, trading as Brown Boy Travels Shop

Company No. 14927370, registered in England and Wales

Email: contact@brownboytravels.shop

Website: https://brownboytravels.shop