Retreat Terms & Conditions

Last updated: 29 Oct 2026

Warning: This is an important document which affects your legal rights and obligations. Please read it carefully and do not agree to it unless you are satisfied you understand it. By choosing to use Evolv's website, booking engine, classes, products and offers you understand and agree to the following:

Please read the following terms and conditions carefully, particularly in relation to cancellations and credits, what evolv. Yoga is and is not responsible for, and the requirement that you have adequate insurance. In completing a purchase or checking the terms and conditions box upon purchase at www.evolvyoga.com.au you agree to be bound by these conditions which constitute the agreement between evolv. Yoga and yourself. In these Terms and Conditions, evolv. Yoga Retreats means our staff, Guides, officers, employees, agents and licensees, including any Guides to whom we subcontract duties under these Terms and Conditions.

Nothing in these Terms and Conditions limits any rights you have under the Australian Consumer Law.

The short version. This is a summary only. The full terms below apply.

You are contracting with The Trustee for The Ubuntu Trust (ABN: 12 427 169 136), trading as evolv. Yoga.
All bookings and payments are made with evolv. Yoga, including Retreats we run with a partner.
All payments, including deposits and payment plan instalments, are non-refundable. If you cancel, you receive credit only, as set out below. We do not offer refunds of monies paid. We offer credit, based on how far out you cancel (clause 3).
If we cancel your Retreat, you will be offered credit, or a refund if you prefer. If we materially change your Retreat, you can cancel for a refund (clauses 3 and 4).
We are responsible for the classes and experiences we deliver. Venues, accommodation, transport and third-party providers are separate, and we are not responsible for what happens on their premises or land (clause 2 and clause 7).
Travel insurance is required (clause 6).

BOOKING TERMS AND CONDITIONS

1. Definitions

In these Terms and Conditions, evolv. Yoga, we, us and our mean The Trustee for The Ubuntu Trust (ABN: 12 427 169 136) trading as evolv. Yoga.

Facilitated Retreat / Trip means an experience organised by evolv. Yoga solely or in partnership with another company, group or individual, including but not limited to retreats, workshops, intensives, where one or more independent travellers attend a location and are assigned a Guide to accompany them and facilitate the experience. In these Terms and Conditions, Retreat means a Facilitated Retreat / Trip.

Guide means an individual engaged by evolv. Yoga to act as guide and facilitator throughout a Facilitated Retreat / Trip, specifics of which are set out in clause 12.

Partnering Hosts means any company, group or individual (such as another yoga school) that evolv. Yoga partners with to provide a Facilitated Retreat / Trip. Partner Facilitator means an individual engaged by a Partnering Host to teach or facilitate part of a Retreat.

Venue Provider means any venue, accommodation provider, caterer, transport operator, activity operator or other third party that evolv. Yoga engages to provide the location, facilities or services at which a Retreat is hosted. Venue Services means the land, premises, accommodation, meals, transport, facilities and other services provided by Venue Providers.

Retreat Services means the classes, workshops, practices and experiences delivered directly by evolv. Yoga and its Guides as part of the Retreat, together with any documentation or items we supply, in exchange for the fees charged by evolv. Yoga. Retreat Services do not include Venue Services, travel arrangements, or anything provided by a Partnering Host or Partner Facilitator.

2. Retreat Services, Venues and Partners

What we provide
evolv. Yoga engages Guides who accompany travellers on their 'retreat' journey in a particular location. We are responsible for the Retreat Services. If independent travellers agree, a Guide may also make recommendations on other experiences and engagements that are incidental to the Retreat. These are optional, and any booking you make for them is between you and the provider.

Venues and third parties

We engage Venue Providers to host our participants. Venue Services are provided by the Venue Provider, under its own terms and rules, not by evolv. Yoga.
We take reasonable care in choosing Venue Providers and will help you raise any issue with them.
To the extent the law allows, we are not responsible for Venue Services, or for anything that happens at or on the premises or land of a Venue Provider, other than the Retreat Services we deliver.
If a Venue Provider cannot provide its part of the Retreat for any reason other than a Force Majeure Event, we will try to arrange a comparable alternative. If we cannot, we will offer you credit for the affected part under clause 4.

Partnering Hosts

Where a Retreat is run with a Partnering Host, all bookings and payments are still made with evolv. Yoga.
Partnering Hosts and Partner Facilitators are independent. They are responsible for their own conduct and for holding their own insurance.
Partnering Hosts and Partner Facilitators have the benefit of the limits on liability in these Terms and Conditions, and evolv. Yoga holds that benefit on their behalf.
Any agreement you make directly with a Partnering Host or Partner Facilitator (for example a separate class, service or waiver) is between you and them, and any responsibility they accept under it is theirs alone, not evolv. Yoga's.

Nothing in this clause limits any rights you have under the Australian Consumer Law.

3. Prices, Fees, Payments and Credits

Prices

The price shown when you book is the price you pay. We will not increase the price of a confirmed booking, except for a surcharge that a private group agrees to under clause 14, or where a new or increased government tax, levy or fee is imposed after you book and we are required to pay it. If a government tax, levy or fee increase applies, we will tell you, and you may cancel for a refund within 14 days of our notice.
All prices are in Australian dollars (AUD) unless stated. Your bank or card provider may charge currency conversion or international transaction fees, which are your responsibility.
Prices and availability can change before you book. Please contact evolv. Yoga for up to date prices.

Payments

All Retreat bookings and payments are made with evolv. Yoga.
We receive payments by Apple Pay, BPAY, Direct Deposit or Credit card, and other methods we offer from time to time. Our prices include payment processing costs and we do not charge card surcharges.
Your booking is not reserved until the requested deposit has been received, and is not final until all payments are made in full on the terms we set.
Payments must be made by the person booking, or with the cardholder's authority. If you have a concern about a charge, please contact us before disputing it with your bank or card provider, so we can resolve it quickly. We may give your bank or payment provider a copy of your booking, these Terms and Conditions and your acceptance of them.

Payment plans

All bookings made using a "Deposit / Payment Plan" must be paid in full at least 4 weeks before the Retreat start date as stated on the website.
If a payment is missed, we will give you 7 days to correct it. If it is still unpaid after that, we may treat your booking as cancelled by you, and the credit rules below apply to the amount you have paid.
Once we treat your booking as cancelled, no further instalments are payable.

If you cancel: credit, not refunds
We do not offer refunds if you cancel or change your mind. Instead, if you cancel, you will receive credit based on how many days before the start date we receive your written notice. Credit is calculated on the total amount you have paid:

90 days or more before the start date: credit of 100% of the amount paid
89 to 60 days before the start date: credit of 50% of the amount paid
Fewer than 60 days before the start date: no credit

You must give notice by email, as soon as possible. The credit tiers reflect the costs we commit to for each Retreat and our ability to resell your place. The same tiers apply to Retreats in Australia and overseas.

How credit works

Credit is valid for 12 months from the date we receive your cancellation notice, and may be used on any evolv. Yoga Retreat.
Credit has no cash value. It cannot be refunded or exchanged for cash.
If the Retreat you choose costs more than your credit, you pay the difference. Any unused balance is not refunded.
Credit that is not used within 12 months lapses.

When we do provide refunds
We provide a refund only where:

we cancel your Retreat for any reason other than a Force Majeure Event, and you do not wish to take credit;
we make a material change to your Retreat under clause 4, and you cancel within 14 days of our notice;
we increase your price under this clause, and you cancel within 14 days of our notice; or
the Australian Consumer Law or other law entitles you to a refund.

Transfers and changes

Places are non-transferable. You cannot transfer your booking to another person. Name corrections are free if you tell us at least 30 days before the start date.
All other changes made to bookings incur an administration fee of $100 per change, unless the change corrects an error made by us.
The names on your booking must match your passport. A name correction is not charged as a change if you notify us at least 30 days before the start date.

One day products
For our ONE DAY products, you may cancel at any time up until 7 days before the event for credit, less a $50 fee, valid for 12 months. If you cancel within 7 days of the event, no credit is available.

Buddy Up bookings

The Buddy Up price is for two guests who book their rooms together. You can book both places at once, or book separately, provided both places are booked within 24 hours of each other.

If the second place is not booked within 24 hours, we do not hold the Buddy Up price for you. We will contact you, and you can choose to:
(a) move your booking to Twin Share and pay the difference between the Buddy Up and Twin Share prices that applied when you booked, so that we can pair you with another guest; or
(b) have your buddy complete their booking.

If neither has happened within seven days of us contacting you, we may treat your booking as cancelled and the cancellation terms in these Terms & Conditions apply.

We may extend the 24 hour window at our discretion. An extension in one case does not change the rule for any other booking.

If your buddy cancels after both places are booked, it is your responsibility to find a replacement buddy. We do not find or match a replacement for you. A replacement buddy books their own place at the Buddy Up price, with our agreement, no later than 60 days before the start date. Your buddy's cancellation does not change what you owe. If no replacement buddy has booked by then, your booking moves to Twin Share and you pay the difference between the Buddy Up and Twin Share prices that applied when you booked.

4. If We Cancel or Change Your Retreat, and Force Majeure

If we cancel

If evolv. Yoga cancels your Retreat for any reason other than a Force Majeure Event (including if minimum numbers are not reached), we will offer you credit for everything you have paid, valid for 12 months from the date we notify you of the cancellation. If you do not wish to take credit, you will receive a refund.

Material changes

If we change the dates by more than 7 days, move your Retreat to a venue of materially lower standard, or lose the lead Guide without a comparable replacement, we will tell you as soon as reasonably possible.
You may accept the change or cancel by telling us within 14 days of our notice. If you cancel, you will receive a full refund.

Minor changes

We may make minor changes where reasonably necessary, such as class timings, itinerary order or substituting a Guide of comparable experience. These changes do not entitle you to credit or a refund.

Force Majeure

If a Force Majeure Event prevents us from running your Retreat, or part of it, we will offer you credit for the amount you have paid, less any unrecoverable costs we have actually incurred, valid for 12 months from your original date of departure. We will give you an itemised list of those costs on request. If the Retreat is only partly affected, we may modify it.
We follow the laws and government directions in force at the time of departure.
A "Force Majeure Event" includes but is not limited to acts of God, fire, earthquake, flood, windstorm, volcanic activity or other extreme weather events, war, civil commotion, riot, blockade or embargo, strikes or industrial action, breakdown or cancellation of transport, closure of an airport or venue, epidemic, pandemic, lack or failure of sources of supply, a government travel advisory for the destination at the level of "reconsider your need to travel" or "do not travel", or the passage of any law, order, regulation, ordinance, proclamation, demand, requisition or requirement or any other act of any government authority, outside of the reasonable control of either party, which renders performance impossible or unsafe.

Other travel costs

Our liability if we cancel or change your Retreat is limited to the credit or refund set out in this clause. To the extent permitted by law, we are not liable for flights, visas, insurance or other travel costs you booked separately.

5. Travel

We may manage bookings for Facilitated Retreats as part of the Retreat Services. However:

Our management of bookings does not make us your travel agent;
While we may give you details for third party travel providers, including airlines, transport and accommodation companies, those bookings are between you and the provider;
You are responsible for any costs associated with joining a Facilitated Retreat if your flight experiences delays or otherwise and does not arrive in time for the arranged group departure; and
You acknowledge and understand that our obligations under this Agreement, subject to any exclusions or limitations, only extend to the Retreat Services expressly set out in this Agreement or in writing elsewhere.

Where you book directly with a third-party provider, or we arrange a booking for you with one, such as an airline or transport company (Provider), that booking is a contractual relationship between you and that Provider and is subject to their terms and conditions. We have no control over how Providers run their services and do not guarantee them, but we will take reasonable care in choosing them and will help you raise any issue with them. Venue Services included in the price of your Retreat are dealt with in clause 2. Nothing in this clause limits any rights you have under the Australian Consumer Law.

6. Insurance

Travel insurance is compulsory for our Retreats and we do not provide Retreat Services to those without adequate insurance. Before the Retreat you must buy travel insurance from a reputable insurance provider that:

covers medical expenses and emergency evacuation; and
covers participation in yoga, meditation, breathwork and pilates as activities.

Please also note:

We strongly recommend your cover includes trip cancellation, personal belongings, and any optional activities you plan to do.
If you have any doubt about whether an activity is covered, contact your insurer before you buy.
You must disclose any pre-existing medical conditions to your insurer as their policy requires.
At least 30 days before the start date we may ask for evidence of your insurance. If you do not hold appropriate insurance, we may refuse to provide you with Retreat Services, and this will be treated as cancellation by you under clause 3.
If you are injured, become ill or suffer loss, and the cost is not covered because you did not hold appropriate insurance, those costs are your responsibility to the extent permitted by law.
Partnering Hosts and Partner Facilitators are required to hold their own insurance and are responsible for it.

7. Liability

Our services come with guarantees under the Australian Consumer Law that cannot be excluded, including that services will be provided with due care and skill. Nothing in these Terms and Conditions limits those rights.

Subject to that, and to the maximum extent permitted by law:

What we are responsible for. Our responsibility is limited to the Retreat Services we deliver directly to you.
What we are not responsible for. We are not liable for Venue Services; for anything that happens at or on the premises or land of a Venue Provider; for the acts or omissions of Venue Providers, Providers, Partnering Hosts or Partner Facilitators; for travel arrangements; for activities you choose to do outside the Retreat Services; for other participants; or for your personal belongings.
Loss. We are not liable for loss or damage that was not reasonably foreseeable, that was caused by your own actions, or that was caused by events outside our reasonable control. We are not liable for indirect or consequential loss, or for loss of profit, wages or opportunity.
Our remedy. Where we breach a consumer guarantee and the law allows us to limit our liability, our liability is limited, at our option, to supplying the services again or paying the cost of having them supplied again.
Property. You are responsible for loss or damage to property caused by you or by persons you make a reservation for.
Benefit for others. The limits in this clause apply for the benefit of Guides, Partnering Hosts, Partner Facilitators and Venue Providers, and evolv. Yoga holds that benefit on their behalf.

8. Special Requirements

Where the Retreat includes meals or other necessities arranged by evolv. Yoga or a Venue Provider, you must liaise with evolv. Yoga Retreats within 7 days of your booking regarding any special requirements you may have (such as special dietary requests). Where we cannot accommodate a request, we will inform you of same. We cannot guarantee that a venue or its food is free from allergens. If you have a severe allergy, you are responsible for managing it and for carrying any medication you need.

9. Passports & Visas

It is your responsibility to ensure that you have valid passports, visas and re-entry permits. You are responsible for any fines, penalties or costs you incur because your travel documents do not meet the requirements. You acknowledge that you must have a valid passport for international travel and that many countries require at least 6 months validity from the date of return. If you need information regarding visa and other travel document requirements for your trip please contact us. We may assist in obtaining information from an external visa advisory service provider on your behalf, but do not warrant the accuracy of such information.

10. Travel Advice

Should you require travel advice, you agree that you will contact the Department of Foreign Affairs and Trade or visit their website.

11. Health and Fitness

You must ensure that you are aware of any health requirements for your trip and that you carry all necessary vaccination documentation. You acknowledge that you must also:

check with your local doctor at least two (2) months prior to the trip regarding your health and required vaccinations (or otherwise, as soon as possible);
be in good health and physical condition for your chosen trip;
tell us before the Retreat about any health condition, injury or limitation that may affect your safe participation (including those listed below), tell us promptly if anything changes, and complete any other documentation we reasonably request, which may include information on your physical health and current physical activity levels; and
pay for any and all medical evaluation fees necessary in proving your fitness.

Some practices, particularly breathwork, are not suitable for people with certain conditions, such as pregnancy, cardiovascular conditions, epilepsy and some mental health conditions. We may require that you provide us with a Doctor's Certificate clearing you to participate, and we may decline or adjust your participation on safety grounds. If we decline your participation and you told us about the relevant matter, we will offer you credit for what you have paid, less any costs we have already incurred and cannot recover.

Health information you give us is used only to run the Retreat safely and is shared with Guides, Partnering Hosts and Partner Facilitators only as needed for that purpose.

Some Retreats take place in remote areas where there is little or no access to normal medical service or hospital facilities. If you require evacuation, it can be prolonged, difficult and expensive. You acknowledge and agree that all medical and evacuation expenses will be your responsibility.

12. Guides

evolv. Yoga will appoint a Guide or Guides to provide the Retreat Services on a Facilitated Retreat. Where a Partnering Host is involved, its Partner Facilitators will also teach or facilitate part of the Retreat. You acknowledge and agree that:

Guides will provide the Retreat Services with due care and skill;
you are responsible for deciding what is right for your body, and you may modify or stop any activity at any time;
a Guide, Partner Facilitator or evolv. Yoga may modify your participation or ask you to stop an activity if they reasonably believe it is unsafe for you or others;
we may change the itinerary of the Facilitated Retreat at any time where circumstances such as weather or local conditions make it reasonably necessary for safety;
you will follow reasonable safety instructions given by a Guide, Partner Facilitator or Venue Provider; and
we may change a Guide to another of comparable experience where necessary.

If we ask you to leave the Facilitated Retreat because your behaviour is endangering or seriously disrupting others, because you have committed an illegal act, or because you did not tell us about a health matter you knew was relevant to your safety, you will not be entitled to credit or a refund. If we ask you to leave for any other reason, we will offer you credit for the unused part of the Retreat.

13. Acknowledgement of Risk

By voluntarily participating in the Facilitated Retreat you acknowledge that:

physical and breathing practices carry a risk of injury or illness, and you may be exposed to hazards and risks that could lead to injury, illness or, in rare cases, death, or to loss of, or damage to, your property;
if you are injured, you may be in a location or circumstance where evacuation for medical treatment may take hours;
in many countries where Facilitated Retreats take place, standards of accommodation, transport, health care, hygiene, safety and service provision generally may not be as high as those standards in your country of residence; and
you may be subject to natural disasters, acts of god, acts of war, adverse weather or many other types of unforeseen and extreme events.

You agree to take reasonable steps to look after your own safety, including by ensuring that:

all parts of the Facilitated Retreat are within your recognised capabilities;
you carry the recommended water, food and equipment as indicated on any evolv. Yoga Retreat documentation and the verbal daily briefing given by the Guide;
you advise the Guide if you are taking any medication or have any physical or other limitation that might affect your participation in a Facilitated Retreat;
you ensure that if you are taking any medication, you have more than a sufficient supply in all circumstances;
you make every effort to remain with the rest of the party during any Facilitated Retreat;
you advise the Guide immediately of any concerns you are having during a Facilitated Retreat, and if you become unwell, you notify a Guide; and
you are 18 or over, unless we have agreed otherwise in writing for a specific Retreat.

Optional activities. Activities you choose to do outside the Retreat Services, such as riding scooters or motorbikes, surfing or other water activities, are done at your own risk. They are not part of the Retreat Services, and your insurer may exclude them.

Emergencies. If you need urgent medical help, you authorise us to arrange it and to share your health information with medical providers for that purpose. Costs are your responsibility.

14. Private Groups

Where the Facilitated Retreat is for a private group, a minimum of 12 participants are required unless minimum group size specifically states otherwise. Six months prior to departure the minimum numbers must be reached. If the private group has not reached the minimum numbers by this time, the trip is deemed as not proceeding. Those booked on the trip can collectively decide to:

pay a surcharge to travel with less numbers;
open the departure up to the wider evolv. Yoga community to gain additional participants; or
cancel the trip.

The decision must be unanimous within the private group. If the group cancels, the credit tiers in clause 3 apply. If the group has not made a decision within 14 days of our notice, we will cancel the trip and clause 4 (If we cancel) applies. This clause applies to private groups only, not open departures.

15. General

This agreement contains the entire understanding between the parties in relation to its subject matter and supersedes any previous arrangement, understanding or agreement relating to its subject matter. There are no express or implied conditions, warranties, promises, representations or obligations, written or oral, in relation to this agreement other than those expressly stated in it or necessarily implied by statute.

This agreement and any disputes or claims arising out of or in connection with its subject matter or formation (including non-contractual disputes or claims) are governed by, and shall be construed in accordance with, the laws of Western Australia, Australia, and the parties submit to the courts of that jurisdiction. This does not limit any rights you have under the Australian Consumer Law.

Each provision of this agreement is separate and severable. No failure, delay, relaxation or indulgence by a party in exercising any power or right conferred upon it under this agreement will operate as a waiver of that power or right. No single or partial exercise of any power or right precludes any other or future exercise of it, or the exercise of any other power or right under this agreement.

Nothing in this agreement creates a partnership, joint venture, or employment or agency relationship between you and evolv. Yoga, or between you and any Partnering Host.

The version of these Terms and Conditions in force at the time you book applies to your booking.

This agreement may be signed by e-signature, checking a box before checkout and both parties agree to accept electronic transmissions in accordance with the terms of the Electronic Transactions Act 2011 (WA).

16. Privacy and Data Sharing

We share your personal information, including health information where needed, with Guides, Partnering Hosts, Partner Facilitators and Venue Providers only to run the Retreat. This may include recipients overseas. See our Privacy Policy for details.

17. Photos and Media

We may take photos and video during Retreats for use in our marketing. If you do not want to appear in them, tell us in writing before the Retreat starts.

18. Conduct

You agree to respect other participants, Guides, Partner Facilitators and the venue, and to follow the safety and house rules of any Venue Provider that we have given you in advance. Illegal substances are not permitted on a Retreat. You must comply with the laws and local customs of the country where the Retreat takes place, and you are responsible for any fines or penalties you incur by breaching them.

19. Concerns and Disputes

If you have a concern, contact us in writing and we will respond within 21 days. If we cannot resolve it, either of us may propose mediation before starting legal proceedings. This does not limit your statutory rights.

20. Notices and Assignment

We will give you notice by email to the address on your booking confirmation. Please keep it up to date. A notice sent by email is taken to be received on the next business day after it is sent. We may transfer our rights and obligations under this agreement to another entity that runs evolv. Yoga Retreats, provided your rights are not reduced.

PRIVACY POLICY

How we use, store and deal with your personal data, included any personal data provided under this agreement, is governed by our Privacy Policy as amended from time to time. See evolv. Yoga's Privacy Policy to learn more.