TERMS & CONDITIONS

Vanuatu Flow Retreats (operated by Nuevie Pty Ltd) | Australia

Effective Date: January 20, 2026

These Terms & Conditions outline the agreement between Vanuatu Flow Retreats (“Vanuatu Flow Retreats,” “we,” “our,” or “us”) and the guest (“you,” “your,” or “participant”) regarding the booking and participation in our retreats, events, and travel experiences. By making a booking with Vanuatu Flow Retreats, you acknowledge that you have read, understood, and agree to these Terms & Conditions.

1. BOOKINGS & PAYMENTS

1.1 Deposits & Expression of Interest

• A non-refundable deposit of 30% of the total retreat cost is required to secure a booking.

• A $500 Expression of Interest fee is required to hold a place. This fee is refundable only if the retreat or event is not confirmed within 30 days.

1.2 Final Payment

• The remaining balance must be paid at least 60 days before departure.

• Failure to make the final payment by the due date may result in cancellation of your booking without a refund.

2. CANCELLATION & REFUND POLICY

2.1 Guest Cancellations

If you choose to cancel your retreat booking, the following refund policy applies:

• 90+ days before departure: 100% refund of payments made beyond the non-refundable deposit.

• 60 days before departure: 50% refund of payments made beyond the non-refundable deposit.

• Less than 60 days before departure: No refund (100% cancellation fee applies).

2.2 Guest Transfers & Refilled Spots

• Guests may transfer their booking to another person upon request and approval. The new guest must meet all trip requirements (e.g., travel documents, payments, agreements). A transfer fee may apply for administrative costs.

• If a guest’s spot is refilled and the retreat/event sells out, a full transfer of funds to a future Vanuatu Flow Retreats is available. The guest must select a new retreat within 12 months of the original departure date.

3. FORCE MAJEURE (UNFORESEEABLE EVENTS)

• All guests must obtain comprehensive travel insurance. Vanuatu Flow Retreats is not liable for cancellations or financial losses due to natural disasters, pandemics, government restrictions, political unrest, or other force majeure events.

• No refunds will be provided for cancellations due to unforeseen circumstances.

• If a retreat is postponed due to force majeure, an exact copy of the retreat will be rescheduled where possible. Guests who agree to a credit will have their booking transferred to the new dates.

• If rescheduling is not possible, guests must claim losses through their travel insurance provider.

• If a full refund is approved by the supplier, Vanuatu Flow Retreats will pass this refund to the guest.

4. ITINERARIES & CHANGES

• Vanuatu Flow Retreats reserves the right to modify itineraries due to unforeseen circumstances, including but not limited to weather conditions, supplier issues, transportation delays, or operational requirements.

• If an activity, accommodation, or experience becomes unavailable, a suitable alternative of equal value will be offered whenever possible.

• Changes to the itinerary do not entitle guests to a refund.

5. TRAVEL DOCUMENTS & REQUIREMENTS

• All guests are responsible for ensuring they meet all travel requirements, including passports, visas, vaccinations, and any necessary entry permits.

• Vanuatu Flow Retreats is not liable for any costs, delays, or losses resulting from a guest’s failure to secure the required documentation.

• Guests may enquire for general guidance, but it remains their responsibility to comply with all travel regulations.

• If a guest is denied entry or unable to travel due to missing documentation, no refunds or rescheduling will be provided.

6. HEALTH & SAFETY

• Guests must provide details of their travel insurance and any medical needs prior to departure.

• Vanuatu Flow Retreats operates in accordance with supplier terms and conditions and locally available services.

• If a guest needs to leave a retreat due to personal reasons, they must claim expenses through their travel insurance.

• Each case will be assessed individually, and a partial credit may be issued at Vanuatu Flow Retreats’s discretion.

7. CODE OF CONDUCT & BEHAVIOUR EXPECTATIONS

• Guests may not disturb the peace of others during the retreat.

• If a guest’s behavior negatively impacts the experience of others, they will receive one prior warning.

• If disruptive behavior continues, the guest will be asked to leave immediately with no refund.

• In extreme cases (e.g., aggressive behaviour, illegal activities, or serious misconduct), guests may be removed without prior warning and at their own expense.

8. SUPPLIER & THIRD-PARTY SERVICES

• Vanuatu Flow Retreats is not liable for service failures, changes, or disruptions caused by third-party providers (e.g., hotels, airlines, transport services, tour operators).

• Guests are required to have comprehensive travel insurance and are encouraged to consider “Cancel for Any Reason” (CFAR) coverage for additional protection.

• If a supplier makes significant changes (e.g., price increases, unavailability, or cancellations), Vanuatu Flow Retreats will work with the supplier to offer a refund or credit where possible, subject to the supplier’s policies.

9. PHOTOGRAPHY & MEDIA USE

• By participating in a Vanuatu Flow Retreats retreat, guests agree to be photographed and filmed for marketing, promotional, and social media use.

• Guests who do not wish to appear in any photos/videos must provide written notice before the retreat begins so the group leader can be informed.

• Vanuatu Flow Retreats will respect opt-out requests and exclude those guests from promotional content.

10. PRIVACY POLICY & DATA PROTECTION

• Vanuatu Flow Retreats collects personal information required for retreat operations, including contact details, passport information, medical conditions, and travel insurance details.

• This data may be shared with relevant third parties (e.g., hotels, airlines, transport providers, insurance companies) to facilitate travel arrangements.

• Personal information is stored securely using encrypted digital systems with restricted access.

• Vanuatu Flow Retreats does not sell or share personal data for marketing purposes.

11. DISPUTE RESOLUTION & GOVERNING LAW

• Vanuatu Flow Retreats will make every reasonable effort to resolve disputes amicably without legal involvement.

• If an agreement cannot be reached, disputes will be referred to mediation before legal action is considered.

• All disputes are governed by Australian law and must be addressed within the appropriate jurisdiction in Australia.

12. CHANGES TO TERMS & CONDITIONS

• Vanuatu Flow Retreats reserves the right to update these Terms & Conditions at any time.

• Any changes will be effective immediately upon publication on the Vanuatu Flow Retreats website.

• Guests are responsible for reviewing the Terms & Conditions before booking.

AGREEMENT TO TERMS

By booking a retreat, event, or service with Vanuatu Flow Retreats, guests acknowledge and agree to these Terms & Conditions. Failure to comply may result in cancellation of participation without refund.

➡ For any questions or clarifications, please contact welcome@vanuatuflowretreats.com