// BOOKING TERMS AND CONDITIONS
The following terms and conditions are intended to create a safe and enjoyable experience for our guests at KOOLSCTY residencies.
Reservation and Cancellation Policy
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 Kool Society and you, the customer.
The following names and terms herein have the meaning defined below:
Company: Kool Society
Customer: guests / client / participant
1. Contract Closing and Reservation
Contract Closing
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 Kool Society and the guest is effective when the reservation confirmation and guest registration form has been sent from Kool Society to the guest, who implicitly accepts the general terms and conditions of Kool Society by submitting the guest registration form. The reservation is complete once full payment of the deposit being 000 EUROS per person has been received.
Reservations
All reservations are subject to availability.
Unconfirmed or unanswered replies to email correspondence replying to inquiries, requests or reservations including reservations with unpaid deposits will be cancelled after 7 days to provide the company with the opportunity to resell the space.
All requests and reservations are subject to the prices and conditions at the moment of booking, as given on the website of Kool Society (https://www.koolscty.com)
All additional services and extras (e.g. private photography or special meal planning) are to be stated on the registration form.
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 any activities promote by Kool
Society. To participate, swimming skills and physical fitness are required. If you have any doubts, contact your doctor before making a reservation.
Deposits are non-refundable under any circumstance even in the event of sickness, family death, epidemics or pandemics ((e.g Covid-19) but will be valid for another trip with Kool Society in the same country on a trip within 6 months from retreat date as long as we have more than 60 days notice but not transferable to other people and not valid after 6 months.
2. Insurances and Travel Documents
International travel to and from Portugal is not included in the package prices and is the responsibility of the client.
All participants are required to have international travel insurance to cover any possible cancellations, travel issues, injury and any related Covid – 19 costs.
Travel documents: Each guest is responsible for the procurement of necessary travel documentation such as a passport.
3. Payment conditions
GENERAL
Guests received the reservation confirmation and payment must be made according to the below conditions:
- 000 EURO non refundable and non-transferable deposit to book retreat but it will be transferable to another date if we are given more than 60days notice.
- Full payment due 60 days before start date of retreat.
CANCELATION AND REBOOKING BY THE COSTUMER
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 receipt of the cancellation notice is the definition of thecancellation period.
Deposits are non-refundable but can be transferred to another trip in the same country within 6 months. Deposits are not valid after 6 months and non-transferable to another person.
Cancellation in days before departure; percentage of total refund:
- From 45-60 days prior to arrival: 75% (you will be charged 25% of the total amount)
- From 30-44 days prior to arrival: 50% (you will be charged 50% of the total amount)
- Less than 30 days before arrival: 0% (you will be charged 100% of the total amount)
Customers who want to cancel their booking have the right to assign a replacement person, who fulfills the conditions set out in these general terms and conditions.
Kool Society is not responsible for cancellations and will not be refunding deposits/ payments due to personal illness, travel delays, epidemics, COVID pandemic.
CANCELLATION BY THE COMPANY
Kool Society retreats 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, pandemics, 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 (except the initial 000 EUROS) will be refunded within three months of the cancellation.
4. PRICING AND SERVICES
Guests are responsible for all international travel fees.
5. Disclaimer
Customers participation in any of the Kool Society services, activities or any other arranged event is at the customer’s own risk. The customer releases, waives and holds harmless the company, its offices, 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 Kool Society, 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.
Kool Society 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 Kool Society 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 Kool Society, 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, surf skate, driving, falling, etc.) are beyond influence and the company cannot be held responsible. Unutilized items of a package are nonrefundable.
The customer will be responsible for any damage caused to equipment that belongs to the company (furniture, sheets, cameras, sports equipment, or any other items) and will be charged a repair or replacement fee. Please note that temporary tattoos and coloured sunscreen can permanently stain bed sheets and towels, if stains cannot be removed, the guest will be charged a replacement fee.
Surfing, Surf skate
Kool Society values customer safety and adheres to strict safety standards. Its employees attend regular safety, first aid, International Surfing Association instructor courses, as well as internal coaching and training. By providing qualified drivers, trained surf-coaches and carefully choosing the surf spots according to the surf level of the participants, Kool Society minimizes the risk of accidents and injuries. Kool
Society cannot be held responsible for any accidents or injuries that may occur while participating in surf or surf skate activities. The customer accepts all costs for medical care and therefore should ensure they have international medical insurance.
Please remember to check your travel insurance policy to ensure it covers activities such as surfing, skate.
The customer is responsible for any damage and loss of property or equipment of Kool Society. Repair or replacement fees will be paid by the customer prior to their departure. Kool Society cannot be held responsible for poor surf conditions, therefore your arrival signifies the start of your ‘surf-guided/ coaching trip’, 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.
Kool Society is not responsible for services provided by third parties. For example, the power company or transport services not booked with our reliable transport providers.
6. 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 Kool Society 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.
7. Risk
Sport and adventure 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 Kool Society 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, surf skate lessons, horse riding, stand up paddle boarding, and also agrees to indemnify the company in the respect of such medical treatment.
8. 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 Kool Society and also agrees that Kool Society 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 fulfill 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.
9. 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.
