Booking Terms & Conditions

SUP & Soul Booking Terms and Conditions

Last updated: Monday 27 July 2026

These terms apply to SUP & Soul paddleboarding lessons, guided paddles, wellbeing events, retreat days and residential retreats in the UK.

Please read them before booking. When you submit a booking form and pay a deposit or the full price, you confirm that you accept these terms.

1. About SUP & Soul

SUP & Soul is owned and operated by Camilla Todd, a sole trader.

Business address: 43 Lancing Park, Lancing, West Sussex, BN15 8RF

Email: cami@supandsoul.co.uk

Telephone and emergency contact details will be provided in your joining information.

In these terms:

“we”, “us” and “SUP & Soul” mean Camilla Todd trading as SUP & Soul;

“you” means the person making the booking and, where appropriate, everyone included in that booking;

“activity” includes a lesson, guided paddle, social paddle, retreat day, residential retreat or other event provided by SUP & Soul.

2. What is included

The activity description on the SUP & Soul website or booking information will explain:

what is included in the price; the date, time and location; the expected duration; the required experience and fitness level; any equipment provided; what you need to bring; and any important participation requirements.

Unless we expressly say otherwise, transport to and from the meeting point, personal clothing, travel insurance and other personal expenses are not included.

Please ask before booking if anything is unclear.

3. Making and paying for a booking

Your place is not confirmed until:

we have accepted your booking; you have provided the information requested; and the required deposit or full payment has been received.

The payment arrangements will be explained when you book. Some activities require full payment at the time of booking. Residential retreats may have a deposit and balance-payment schedule.

You are responsible for checking that the information on your booking confirmation is correct and telling us promptly about any errors.

If you book on behalf of someone else, you must have their permission to do so and must ensure that they receive and accept these terms and all relevant safety information.

4. Cancellation by you

You may cancel your booking by emailing cami@supandsoul.co.uk. Your cancellation will take effect when we receive your email.

For standard activities, lessons, retreat days and UK trips, the following cancellation charges apply:

Notice received before the activity Refund

21 days or more - Amount paid, less the 10% booking deposit

14–20 days - 75% of the total price

7–13 days - 50% of the total price

Fewer than 7 days - No refund

Non-attendance or leaving early - No refund

The 10% booking deposit reflects the administration and other costs incurred in processing and securing your booking.

Where the Package Travel and Linked Travel Arrangements Regulations 2018 apply to a residential retreat, any cancellation charge will be appropriate and justifiable, taking account of the timing of the cancellation, costs already incurred, costs we save and whether we are able to resell your place. We will provide an explanation of the cancellation charge if you request one.

If we resell your place and this reduces our loss, we will take that into account when calculating the amount retained.

We strongly recommend that you arrange suitable insurance to cover cancellation arising from illness, injury and other unforeseen circumstances.

These cancellation terms do not affect any statutory rights you may have.

5. Changing your booking date

You may request one change of date per booking, subject to availability:

More than 21 days before the activity: you may transfer to another available activity or receive a credit without an amendment fee.

Between 7 and 20 days before the activity: one transfer may be made for a £5 administration fee.

Fewer than 7 days before the activity: the booking cannot normally be transferred and will be treated as a cancellation.

You must pay any difference if the replacement activity costs more. No refund will be due if you choose an activity that costs less.

Any credit issued under this section must be used for an activity taking place between April and October 2026, unless we agree otherwise in writing.

Once a booking has been transferred, it cannot be transferred again. If you cancel the replacement booking, no further credit will be provided and the cancellation terms in section 4 will apply.

6. Transferring your place to someone else

Please contact us if you want another person to take your place.

A transfer will only be accepted if the replacement participant:

satisfies the relevant age, health, experience and ability requirements; completes the required booking and safety information; accepts these terms; and gives us enough time to assess their suitability.

For a residential retreat covered by the Package Travel Regulations, you may transfer the booking to another eligible person by giving reasonable notice. Notice given at least seven days before the retreat will normally be considered reasonable. You and the replacement participant will be responsible for any outstanding balance and the actual costs of making the transfer.

7. Weather, water conditions and safety changes

Paddleboarding and outdoor activities are affected by weather, tides, water conditions and other circumstances that can change quickly.

Our qualified instructors will make safety decisions using: forecasts and observed conditions; risk assessments and dynamic risk assessments; their qualifications, experience and local knowledge; guidance from relevant governing bodies, authorities and insurers; and the needs and abilities of the group.

Safety decisions made by the lead instructor are final.

We may change the launch point, route, timing, duration or content of an activity when reasonably necessary for safety or because of circumstances outside our control. Where possible, we will provide a suitable alternative.

A change of route, location or activity made for safety reasons will not automatically entitle you to a refund if we can still provide a reasonably comparable experience.

If we need to make a significant change to a residential retreat covered by the Package Travel Regulations, we will explain the change and its effect on the price. Where required by law, you will be able to accept the change, accept a suitable alternative or cancel and receive the applicable refund.

8. Cancellation by SUP & Soul

We may cancel or postpone an activity if:

weather, tidal or water conditions make it unsafe;

the minimum number of participants is not reached;

an instructor or essential supplier becomes unexpectedly unavailable and cannot reasonably be replaced;

government, harbour authority or governing-body restrictions prevent the activity;

the location becomes unavailable; unavoidable and extraordinary circumstances prevent us from providing the activity; or we otherwise determine that the activity cannot be delivered safely.

If we cancel an activity before it begins, you may normally choose either:

a full credit towards an alternative SUP & Soul activity; or a refund of all payments made to SUP & Soul for the cancelled activity.

We will not retain the 10% booking deposit when it is SUP & Soul that cancels the activity.

We are not responsible for separate costs you have incurred, such as travel or accommodation, unless we are legally responsible for those costs. We recommend booking flexible travel and arranging appropriate insurance.

Different statutory provisions may apply to residential retreats covered by the Package Travel Regulations, including requirements concerning notice, alternatives and refunds. Refunds required under those Regulations will be made without undue delay and no later than 14 days after termination of the package contract.

9. Minimum numbers

Some activities and retreats need a minimum number of participants. Where this applies, the minimum number and relevant cancellation arrangements will be provided before booking.

For retreats covered by the Package Travel Regulations, we will not cancel because of insufficient numbers later than:

20 days before a retreat lasting more than six days;

seven days before a retreat lasting between two and six days; or

48 hours before an activity lasting less than two days.

10. Experience and participation requirements

Each water-based activity will have an advertised minimum level of swimming ability, paddleboarding experience, fitness or other physical capability.

You must read these requirements carefully and give us complete and accurate information about your experience.

For certain guided paddles and retreats, participants may be required to:

have completed a stated amount of previous paddleboarding;

be comfortable paddling for a specified duration;

be able to self-rescue;

swim to the standard stated in the activity description; and

follow all safety instructions.

Meeting a minimum requirement does not guarantee participation if the instructor reasonably considers that conditions or your demonstrated ability make participation unsafe.

11. Health, medical information and accessibility

You must tell us about any health condition, injury, disability, medication, allergy, pregnancy, accessibility requirement or other matter that could:

affect your ability to participate safely; require an adjustment; affect emergency treatment; or create a risk for you or another participant.

Please provide this information when booking or as soon as you become aware of it. Information will be handled sensitively and in accordance with our Privacy Policy.

We will make reasonable efforts to accommodate individual needs. Please speak to us before booking if you are unsure whether an activity is suitable.

We may ask you to obtain medical guidance where appropriate. We cannot provide medical advice.

12. Participant information and safety form

Every participant must complete the required participant information and safety acknowledgement form no later than 48 hours before the activity, unless we specify a different deadline.

If you do not complete the form, provide inaccurate information or withhold relevant information, we may be unable to allow you to participate.

If we decide before the activity that participation is unsafe because you do not meet a clearly advertised requirement, we will discuss the available options with you. Any refund will be determined under the cancellation terms and the circumstances of the case.

If the issue is identified within seven days of the activity or after it has started because information was not disclosed or your ability was inaccurately described, we may have to stop your participation without providing a refund.

Nothing in this section removes our responsibility to assess conditions, provide competent instruction and take reasonable care for participants’ safety.

13. Instructions, equipment and conduct

You must:

follow the reasonable instructions of SUP & Soul instructors and retreat leaders;

wear a correctly fitted buoyancy aid whenever required;

use equipment responsibly and only as instructed;

wear appropriate clothing and footwear;

behave respectfully towards instructors, other participants, suppliers and members of the public;

not participate while affected by alcohol, illegal drugs or medication that makes participation unsafe; and

tell an instructor immediately if you feel unwell, unsafe or unable to continue.

We may stop or refuse your participation if your conduct or condition creates a material risk to you or anyone else.

If you are removed because of unsafe, abusive or seriously disruptive behaviour, no refund will normally be provided. We will act reasonably and consider the circumstances before making this decision.

14. Inherent risks and our responsibility

Paddleboarding, outdoor activities, camping, walking, yoga, sound baths and other retreat activities involve inherent risks that cannot be eliminated completely. These can include changing weather, tides, cold water, uneven ground, slips, falls, equipment failure and the actions of other people.

By booking, you acknowledge these inherent risks and agree to follow the safety guidance provided.

SUP & Soul will provide its services with reasonable care and skill. Nothing in these terms excludes or restricts liability that cannot legally be excluded, including liability for death or personal injury caused by our negligence.

You remain responsible for making reasonable decisions about your own participation and telling us if you feel unable to continue.

15. Personal belongings

You are responsible for your clothing, valuables and other personal belongings unless loss or damage is caused by our failure to exercise reasonable care.

We recommend that valuables are not brought onto the water and that suitable waterproof protection is used for essential items.

16. Other activity providers and suppliers

Some retreat services may be delivered by carefully selected instructors, venues, accommodation providers or wellbeing practitioners.

Where those services form part of the activity or package you purchased from SUP & Soul, we remain responsible for their proper performance where required by law.

If you independently book an optional service directly with another provider, your contract for that service will normally be with that provider. We will make this clear before you book.

17. Problems during an activity

If something is wrong, please tell your instructor or retreat leader as soon as reasonably possible. This gives us an opportunity to investigate and, where possible, put things right during the activity.

For urgent or immediate safety concerns, speak directly to the lead instructor rather than relying on email.

18. Complaints

If a concern is not resolved during the activity, please email: cami@supandsoul.co.uk

Please include: your name; the activity and date; what happened; any supporting information; and how you would like the matter to be resolved.

We recommend contacting us within 28 days because this helps us investigate effectively. This is not an absolute deadline and does not affect your statutory rights.

We aim to acknowledge written complaints within three working days and provide a substantive response within 28 days. If we need longer, we will explain why and provide an updated response date.

If we cannot resolve your complaint, we will provide information about an appropriate certified alternative dispute resolution provider and confirm whether we are willing or required to use that procedure.

19. Residential retreats and package-travel protection

A residential retreat combining accommodation with activities may constitute a package under the Package Travel and Linked Travel Arrangements Regulations 2018.

Where those Regulations apply:

SUP & Soul is responsible for the proper performance of the travel services included in the package; we will provide assistance if you experience difficulty; you may be entitled to an appropriate price reduction or compensation if included services are not properly performed; you may have additional cancellation, transfer and refund rights.

20. Personal information

We use your personal information to administer your booking, assess participation requirements, provide the activity and respond in an emergency.

Further information about how we collect, use, store and share personal information is provided in the SUP & Soul Privacy Policy.

21. Law and statutory rights

These terms are governed by the law of England and Wales. You retain the right to bring proceedings in any court available to you under applicable consumer law.

Nothing in these terms affects your statutory rights under the Consumer Rights Act 2015, the Package Travel and Linked Travel Arrangements Regulations 2018 or other applicable consumer legislation.

22. Acceptance

Your booking contract is formed when SUP & Soul accepts your booking and receives the required payment.

By booking, you confirm that you: have read and accepted these terms; will provide complete and accurate participant information;

understand the advertised participation requirements; and will ensure that anyone included in your booking receives these terms and the relevant safety information.

Please email cami@supandsoul.co.uk if you have any questions before booking.