Financial Hardship Exception: The Company may, at its sole discretion, consider exceptions for documented financial hardship. Approval of any exception does not establish precedent for future requests.

5. Cancellation or Changes by Soul Journey

• Participants may reschedule up to two (2) times within the same calendar year as the original purchase.

• All rescheduled retreats must be attended within one (1) year of the original purchase date.

• Failure to attend a rescheduled retreat is considered a forfeit.

• The terms “reschedule” and “transfer” are used interchangeably in this Agreement.
  
  

The submitted answers use ‘reschedule’ and ‘transfer’ interchangeably. They must not be treated as interchangeable in the final Terms because rescheduling means changing the date, while transfer may mean assigning the booking to another person.

6. No-Show Policy

No notice given (“No-Show”): Participant(s) who do not show without notice are cancelled, no refunds provided.

Extenuating circumstances: See Section 9 (Events Beyond Soul Journey’s Control) — no penalties apply, and rescheduling does not count against the participant’s allotted reschedules, for natural disasters, documented personal or immediate-family illness, travel disruption beyond the participant’s control, or documented relapse involving drugs, alcohol, or prescription medications. The Company may request supporting documentation.

7. Health and Medical Screening

Medical clearance may be required when a person does not pass the Health Assessment, is under a licensed physician’s care for a relevant condition, uses a medication or substance that may present a risk, or when Soul Journey reasonably requires additional professional information.

Participants must disclose relevant changes in health, medication, supplements, pregnancy status or substance use after acceptance and before the retreat. Prescription medication is not automatically approved merely because it is prescribed. It must be disclosed and reviewed where relevant to safety.

Soul Journey must not instruct a person to stop or alter prescribed medication without consultation with the licensed healthcare professional responsible for that person’s care.

Screening process: All approved applications complete a Health Assessment Form.

Medical clearance requirement: Required if the participant does not pass the medical health assessment, or is currently under a licensed physician’s care for certain conditions or on certain prescribed medications.

Must participants disclose health/medication changes after acceptance?: Yes.

Incomplete, inaccurate, or misleading health information: Application may be revoked, attendance dismissed without refund, and the participant may receive a permanent ban from Soul Journey.

Undisclosed information discovered after arrival: The risk is discussed with the participant.

May Soul Journey refuse or discontinue participation for medical/safety reasons?: Yes.

Refund in those circumstances: See contract.

Responsibility for emergency treatment, transportation, evacuation costs: Participant(s) must carry travel insurance.

8. Insurance and Travel Responsibilities

Comprehensive travel and medical insurance is mandatory. Participants must provide proof of coverage. Coverage must include, at minimum, retreat cancellation, medical treatment, emergency transportation, medical evacuation, repatriation, lost luggage and flight disruption, subject to the insurer’s terms and exclusions.

Participants are responsible for passports, visas, vaccinations, entry requirements, airline arrangements, local travel not expressly included and timely arrival at Liberia Airport. Soul Journey does not guarantee that an insurer will accept or pay a claim.

Comprehensive travel and medical insurance mandatory?: Yes.

Insurance must cover: Retreat cancellation, medical treatment, emergency transportation, medical evacuation, repatriation, lost luggage, flight disruption.

Proof of insurance required?: Yes.

Participant responsible for passports, visas, vaccinations, entry requirements, local travel arrangements?: Yes.

Medical and emergency services are provided externally. If a participant is unable to provide instructions in an emergency, the participant authorises Soul Journey to contact emergency services and the named emergency contact where reasonably necessary and permitted by law. The participant is responsible for treatment, medication, transport, evacuation, repatriation and related costs not paid by insurance.

9. Events Beyond Soul Journey’s Control

Events beyond reasonable control may include severe weather, natural disaster, fire, flooding, environmental hazard, epidemic, government restriction, civil unrest, material travel disruption, utility or infrastructure failure, venue closure, or illness or unavailability of essential staff that cannot reasonably be replaced.

Soul Journey will communicate reasonably promptly, take reasonable steps to reduce disruption and offer the remedy stated in the completed force-majeure policy. The participant remains responsible for maintaining appropriate travel insurance.

• Severe weather or natural disasters

• Fire, flooding, or environmental hazards

• Epidemics or government restrictions

• Travel disruption (reasonable disruption, with proof)

• Civil unrest

• Utility or infrastructure failure

• Venue closure

• Illness or unavailability of essential staff

• Other circumstances outside Soul Journey’s reasonable control
  
  

Extenuating-circumstances treatment for these events is covered in Section 6 (No-Show Policy).

Soul Journey may need to cancel, postpone or alter dates, venue, accommodation, transport, facilitators, ceremonies or programme elements for safety, operational, legal or other legitimate reasons. The final policy must state the remedies available when Soul Journey, rather than the participant, initiates the cancellation or material change.

10. Participation and Conduct

Participants must follow reasonable facilitator and safety instructions and respect staff, facilitators, local communities, other participants, the venue and property. The Code of Conduct is made available in the Client Member Portal, discussed during a pre-retreat Zoom session and reviewed after arrival.

Code of conduct location: Client Member Portal; discussed Sunday night after arrival and on a Zoom session; also included in client contracts.

Alcohol: Not allowed.

Recreational drugs: Not allowed.

Prescription medication: Allowed.

Weapons: Not allowed.

Violence or threats: Not allowed.

Harassment: Not allowed.

Sexual or romantic conduct: Not allowed.

Leaving the retreat location: Only before/at retreat check-out time, or for external excursions.

Respect for staff, facilitators, local communities, other participants: Required at all times.

Must participants follow facilitator/safety instructions?: Yes.

Grounds for removal from the retreat: Violation of the code of conduct.

Does removal for misconduct include a refund?: At Soul Journey’s discretion.

Responsible for damage to venue, accommodation, equipment, or others’ property?: Yes.

Soul Journey may remove or restrict a participant for a material Code of Conduct violation, violence, harassment, possession of prohibited items, material dishonesty in screening, serious disruption, refusal to follow reasonable safety instructions, or a health or safety concern that makes continued participation inappropriate.

The submitted answer states that a refund after removal for misconduct is at Soul Journey’s discretion. The final policy should distinguish misconduct from a no-fault medical or safety decision and apply any non-waivable rights under applicable law.

Retreat participation may involve physical, emotional, psychological, interpersonal, environmental, travel and other risks, including intense or unexpected experiences. The detailed risk disclosure, informed consent, assumption-of-risk language and any legally permitted release of liability must appear in the separate Participant Agreement and be reviewed by qualified counsel.

11. Privacy and Confidentiality

Soul Journey owners, directors, employees, contractors, facilitators and staff are expected to respect participant privacy and applicable confidentiality obligations. Participants must also protect the identities, personal stories, health information, images, statements and experiences of other participants and staff learned in a private retreat setting.

No participant may photograph, record, publish, identify or share another participant’s private information without that person’s prior permission. Confidentiality may be limited where disclosure is required by law or reasonably necessary to address a serious safety or medical emergency.

12. Photography, Testimonials and Media

Participants may grant or withhold permission for Soul Journey to photograph or record portions of the retreat for educational, promotional, training or marketing purposes. Promotional consent must be separate and optional and must not be a condition of retreat participation unless a specific recording is genuinely necessary for an expressly described service.

A separate release must define approved media, purposes, channels, editing, duration, withdrawal and treatment of material already published. Genuine testimonials must reflect the real participant’s experience and be used with permission. No AI-generated or fabricated review, participant statement or testimonial may be presented as genuine.

13. Nature of the Experience and Participant Responsibility

Soul Journey is not a substitute for medical treatment of any kind. Participation is voluntary — participants may choose at any time whether to attend, participate, ingest medicines, or refrain from any activity Soul Journey offers. Participants are expected to engage in all activities to the best of their ability, in line with the intentions they set prior to attending.

No medical or psychological advice: Soul Journey does not provide medical or psychiatric treatment, does not practice medicine, and does not diagnose medical conditions. Any information provided is educational and should not replace advice from licensed healthcare professionals

Participation is voluntary. A participant may decline or stop an activity, ceremony or ingestion at any time. Soul Journey may also pause or stop participation where reasonably necessary for safety. Voluntary withdrawal after the retreat begins does not automatically create a refund right unless the final refund policy or applicable law provides otherwise.

Participants are expected to engage in preparation and retreat activities to the best of their ability and consistently with their stated intentions, while retaining the right to decline.

14. Accommodation, Food and Accessibility

Available accommodation includes private and shared rooms. Soul Journey may reassign roommates or make reasonable room changes where operationally necessary, while endeavouring to preserve the booked accommodation category or provide an appropriate alternative.

Soul Journey will make reasonable efforts to address disclosed allergies, health-related dietary needs and available food preferences. Options described by Soul Journey include vegan foods, fruit, vegetables, nuts, seeds, beans and rice. An allergen-free environment cannot be promised unless expressly confirmed in writing.

Participants must disclose mobility, disability, accessibility, allergy and dietary requirements before booking so that feasibility can be assessed.

Available accommodation types: Private rooms and shared rooms.

Can room/accommodation arrangements be changed?: Yes, regarding reassignment of roommates.

Dietary requirements accommodated: Allergies and health issues. Available options include vegan, fruit, vegetables, nuts, seeds, beans, rice.

15. Legal Information

Intellectual Property: Unless otherwise stated, the website, text, design, graphics, logos, videos, audio, educational materials and other content are owned by or licensed to Soul Journey and are protected by applicable intellectual-property laws. A limited, revocable, non-transferable right is granted to access the website and participant materials for personal, non-commercial use. Content may not be copied, republished, sold, modified, distributed or commercially exploited without prior written permission, except where law permits.

AI Usage: Except for content expressly identified as authentic photography or footage, all images and videos depicting people, participants, ceremonies, preparation, integration, activities and retreat experiences on this website have been created or significantly enhanced using artificial intelligence.

These visuals are artistic and illustrative representations intended to communicate the atmosphere, themes and nature of the Soul Journey experience. They do not depict actual participants, document past retreats or ceremonies, or represent a specific event that has taken place.

AI-generated content must not be interpreted as documentary evidence or as a guarantee of any particular setting, activity, experience, result or outcome.

Authentic photographs or footage of the retreat location, accommodation and facilities may be added to the website and will be expressly identified where necessary to distinguish them from illustrative content.

Soul Journey will not use AI-generated testimonials, reviews or participant stories. Authentic testimonials must come from real participants and be used with permission. If an illustrative portrait appears beside a genuine testimonial, it must be identified as a representative image and must not imply that it depicts the speaker.

Any AI-generated or significantly altered representation of a real person, including Pierce Ahmen, should be used with that person’s permission and identified where it could reasonably be mistaken for authentic footage or photography. Material must not falsely imply that it shows the actual venue, accommodation, ceremony, participant or documented retreat.

This approach supports the general U.S. requirement that advertising be truthful and not misleading. The FTC’s Consumer Reviews and Testimonials Rule prohibits reviews or testimonials attributed to a person who does not exist or who did not have the represented experience, including AI-generated fakes. If content is marketed to people in the European Union, the EU AI Act may also impose transparency obligations for AI-generated or manipulated content that could falsely appear authentic.

User Submission: A person retains ownership of material they submit, subject to the limited rights necessary for Soul Journey to review an application, provide services and comply with law.

Testimonials and promotional media require a separate permission defining the authorised use. A person must not submit content they do not have the right to provide or content that unlawfully infringes another person’s rights or privacy.

Website Availability & third party links

The website may be updated, interrupted or unavailable and may link to third-party websites or services. Soul Journey does not control third-party content, availability, security or privacy practices. A link does not necessarily constitute endorsement. Use of a third-party service is subject to that provider’s terms and privacy notice.

Disclaimers

To the extent permitted by applicable law, the website and general informational materials are provided without a guarantee that they will be uninterrupted, error-free or suitable for a particular personal purpose. Nothing in these Terms excludes obligations or warranties that cannot lawfully be excluded.

Liability

A limitation-of-liability clause must be tailored to the governing law, the separate Participant Agreement, the nature of the retreat and non-waivable consumer rights. It must not attempt to exclude liability that cannot legally be excluded, including any liability that applicable law preserves for fraud, wilful misconduct, gross negligence, personal injury or other protected claims.

Indemnification

Any participant indemnity should be limited to appropriate third-party claims arising from the participant’s unlawful conduct, material breach, infringement or property damage and must be enforceable under the governing law. It should not shift Soul Journey’s own legally non-transferable responsibility to the participant.

Mediation required before court proceedings?: Yes.

Complaints may be sent to complaint@souljourney.org. The submitted answers state that mediation is required before court proceedings. The parties should first attempt in good faith to resolve a complaint directly, followed by mediation under the final stated rules, location and cost allocation, except where urgent relief or a non-waivable legal right permits otherwise.

Governing laws and courts

These Terms will be governed by the law stated in the completed clause, without depriving a consumer of mandatory protections that cannot lawfully be waived. The court forum must also be identified, subject to any applicable mandatory jurisdiction rules.

Electronic acceptance

Electronic acceptance during application or booking is intended to have the same effect as a handwritten signature, to the extent permitted by applicable law. Soul Journey must retain the accepted version, timestamp, identity or email, consent records and a copy accessible to the participant.

Severability, waiver and entire agreement

If a provision is held invalid or unenforceable, the remaining provisions will continue to the extent permitted by law. Failure to enforce a provision is not a waiver. These Terms and the incorporated booking and participant documents form the entire agreement concerning their subject matter and replace prior inconsistent statements, except that non-waivable rights remain unaffected.

Changes to these Terms

Soul Journey may update these Terms for future website use or bookings. The effective date and version will be shown. A material change affecting an existing confirmed booking should not be applied retroactively without an appropriate contractual basis, notice and any consent required by law.

Complaints contact: complaint@souljourney.org

Does electronic acceptance during booking count as a binding signature?: Yes.

Separate Participant Agreement, Informed Consent, Assumption of Risk, and Liability Release required?: Yes, prior to full booking and payment.