Terms & Conditions

Cycle Retreats Terms & Conditions

Booking Conditions

Whilst every effort has been made to ensure that particulars of the accommodation offered are accurate and will be available as arranged, we can accept no responsibility if the accommodation does not, in fact, meet your requirements.  Before making a reservation, please check that the accommodation and area you have chosen is entirely suitable for ALL members of your party.   We are happy to answer any questions regarding suitability of the property for your party i.e., position, steps, type of garden etc.


A booking can be confirmed by completing the booking form on behalf of the party and by depositing a non-refundable deposit of 20% to secure the booking. If making a booking within 60 days of your arrival date the total cost of the holiday must be paid in full.  You will be asked to tick the box to say that you have read, understood, and will abide by these booking conditions and that you are over 18 years old.

Payment of the Balance

60 days before your arrival date the remaining balance is required. Cycle Retreats will invoice for this amount.  The final balance of the booking must be paid no later than 60 days before your arrival date unless prior agreement has been made with Cycle Retreats. If the balance is not paid by the due date, then Cycle Retreats reserve the right to cancel your holiday and apply any necessary cancellation and administration charges as detailed in the Cancellation Policy & Charges below.

Cancellation Policy & Charges

To cancel your holiday, it must be confirmed in writing and will be subject to the cancellation charges listed below: –

  • Cancellation is received 60 – 31 days prior to arrival – 50% of the total holiday cost is due.
  • Cancellation is received 30 days or less prior to arrival – 100% of the total holiday cost is due.

For clarity weekends are included in the days counted.

Cancellation and Delay of Flights and Travel Arrangements

Cycle Retreats are not responsible for the arrangement of flights.  Should your flight be delayed or cancelled this is solely your responsibility to arrange alternative travel arrangements including transfers to and from the Retreat.


Cancellations due to Pandemics and epidemics such as Covid 19

Cycle Retreats does not offer refunds for holidays that cannot take place because of Pandemics and Epidemics such as Covid -19. If you are not able to travel due to closed boarders or imposed travel restrictions caused by the pandemic or epidemic, then we will

transfer your deposit or move your holiday to a future date that has availability, within the year you have booked. If no availability is suitable in the year you have booked, your deposit or balance will be transferred to the following year. You will be subject to any price increase as we cannot hold prices into the following season. If your holiday was discounted due to a group or discounted booking and your new booking is not part of a group or discounted offer, then your payment will go towards the cost of your new booking and you will be responsible for the increased payment within 60 days of your holiday date. If your new holiday is moved to a reduce premium week, you will receive a refund for the over payment.  If borders are closed due to anything other than a pandemic or epidemic, you must still adhere to our cancelation policy.

If you choose not to travel due to your concerns over COVID for personal reasons i.e. you are shielding or do not wish to take the necessary requirements to travel, such as COVID tests or refuse vaccines, which means you are then not allowed to enter the country that your Cycle Retreats holiday is being held in, then we are NOT liable to re-arrange your holiday, or return the non-refundable deposit and the cancelation policy as outlined above in Cancellation Policy and Charges applies.

Should you test positive for Covid 19 (for example) during your stay at Cycle Retreats you may need to quarantine before travelling home. The expense of this quarantine if it is over and above the duration of your stay will be at your own cost.

Please note that without written confirmation or e-mail we cannot process your cancellation.

Cycle Retreats reserves the right to amend or cancel any arrangements as they see necessary should the situation arise. In all cases, we will inform you at the earliest opportunity of any changes that have been made.

Holiday Insurance

We strongly suggest that you take out holiday insurance at time of booking to protect yourself should you need to cancel your holiday with us.

It is the sole responsibility of each cyclist to ensure they have a travel insurance policy in place before they arrive at Cycle Retreats, checking it covers road cycling as an activity.

In addition, we would recommend you check your travel insurance policy covers you for all healthcare and accident for medical treatment, as a non-EU member. If you are an EU member and entitled to EU healthcare, please bring your identification healthcare card with you.

Registration & Medical Form

All riders must complete and return our Registration & Medical Form no later than 60 days prior to your arrival.  Failure to submit may lead to you being unable to ride.


By taking part in any holiday organised by Cycle Retreats it is at your own risk and neither Cycle Retreats nor any employee, or sub-contractor of Cycle Retreats are responsible or liable for any injury, loss, or death.

Cycle Retreats will not be liable for any death, illness, injury, damage, loss, accident or delay which may be caused by any defect in a vehicle, hire bike or through the acts and/or omissions of any company or person, in carrying out the arrangements of the holiday.

Cycle Retreats will not be held responsible for amendments or cancellations made to holidays due to war, threat of war, riots, civil strife, industrial disputes, terrorist activity, natural or nuclear disasters, fire, technical problems to transport networks, closure of borders, ports or airports, airline strikes, adverse weather conditions, pandemics/epidemics, or any other circumstances.

Complaints, Loss and Damages 

All complaints must be notified to Cycle Retreats immediately so that an investigation can take place and action taken if necessary.  Compensation cannot be made for any complaints that were made after the holiday period has ended.

Cycle Retreats is not liable or responsible for any loss/theft or damage to property, equipment, or belongings at any time. However, during your stay we will make every effort to keep you and your property safe.

If a hire bike is damaged or stolen whilst in your care, you will be liable for the cost of repair or replacement of the bike.  This cost will be determined by the hire company and Cycle Retreats will pass this cost directly to you for settlement. Settlement of the costs to the hire company must be made before departure. You can purchase bike insurance however this must be purchased before the 1st day of riding.


The party lead (who must be over 18) must take responsibility for the entire party booking.  Should any of the party members not conform to any of these conditions, Cycle Retreats reserve the rights to end the holiday.

Arrivals & Departures

Cycle Retreats will confirm in your booking information the time and location of the airport transfer, please organise flights to ensure you are in time for the transfer.  If you are not able to make the stated time, we ask that you advise the team who can then advise and discuss alternative arrangements for you.  The cost of these arrangements will be passed directly to you for settlement.

Car Parking Facilities

Should you choose to hire a car for the duration of your stay, we do have limited parking facilities and ask that you advise Cycle Retreats in advance.


Free Wi Fi is available at the Retreats.

Green Policy

Cycle Retreats ask that you turn lights and air conditioning units off when not in the rooms. Please do not leave phone chargers plugged in and on when not in use. The laundry details pertaining to washing of towels will be detailed upon check in.  Whilst we wish to ensure your stay is as wonderful as possible, we also want to minimise wastage of both materials and resources; and with your help we can.  Please recycle as much as you can when in retreats and please ask a member of the team who will highlight the recycling points. 


Photographs, likenesses, or images of participants secured or taken on any of our holidays may be used by Cycle Retreats without remuneration in all media for bona fide promotional or marketing purposes.

By signing the terms and conditions you are confirming you have read, understood, and agree with the implications of the terms and conditions.