Terms and Conditions
Please make sure you familiarise yourself with the Terms & Conditions. By booking a stay at Xanadu Surf & Yoga you agree to the below:
Your contract is with PT Xanadu Operations Indonesia (“Xanadu Surf & Yoga”), registered in Indonesia.
Please read these Booking Terms & Conditions carefully as they explain a number of important things and set out our respective rights and obligations.
By making a reservation, the first named person on the reservation agrees on behalf of all persons detailed on the reservation that:
- She/he are over 18 years of age and where placing an order for services with age restrictions, declares that she/he and all members of the party are of the appropriate age to purchase those services; and
- She/he accepts financial responsibility for payment of the reservation on behalf of all persons detailed on the reservation.
- In these Booking Terms & Conditions Conditions references to “you” and “your” include the first named person on the reservation and all persons on whose behalf a reservation is made.
- The Site is owned and operated by Xanadu Surf & Yoga (“we”, “us”, “our”) and when you make a reservation, your booking is with us.
- References within the Booking Conditions to “Arrival Dates” means the date the services we have agreed to provide commence.
- References to “arrangements”, “travel arrangements” or “holiday” mean the services we have agreed to provide to or provide you with under your booking with us.
1. Making a reservation and payment
To reserve a surf & yoga stay with us, please follow the instructions on the Site. You will need to make an online deposit or a full payment to secure your reservation. The online payment is processed by Xendit. You can also pay via bank transfer.
Please check the details of your reservation are correct before you submit your reservation request. We will not be liable for any delay or non-performance of your reservation if you provide us with incorrect information.
Your reservation is confirmed and a binding contract will come into existence between you and us as soon as we have issued you with a confirmation email with the details of your reservation. Upon receipt, if you believe that any details on the confirmation are wrong or if you require any changes to be made, you must contact us immediately as it may not be possible to make changes later.
We reserve the right to refuse a reservation and decline to issue a confirmation at our absolute discretion.
2. Special Requests
If you have a special request, please advise us at the time of booking. We cannot guarantee that the request will be met and any failure to do so will not be a breach of contract on our part. Confirmation that a request has to be noted in a separate booking confirmation email. We are unable to accept bookings which are conditional upon a special request being met and these will be treated by us as a standard booking.
3. Prerequisite for participation
The participant explicitly declares that there are no medical reservations as far as his/her active surfing is concerned. Participants must be at least 18 years old unless accompanied by an adult. Only surfing children are allowed at Xanadu Surf & Yoga.
4.1 We reserve the right to alter the prices of any of the travel arrangements shown on our website. You will be advised of the current price of the travel arrangement you wish to book before your contract is confirmed.
4.2 Unless stated otherwise, the price of your travel arrangement includes each and all of the component parts described within your booking confirmation invoice.
4.3 Not included in the price of your travel arrangement are flights, transport, travel insurance, excess baggage charges, tipping or additional excursions or activities which are not confirmed as being part of your arrangements.
4.4 When you make your booking you must pay a deposit of 20% of the cost of your trip.
4.5 The price of the Love My Privacy and Social Animal packages are per person. The price of the Double Trouble package is for 2 people staying in the same room, making a joint booking at the same time.
4.6 The balance of the price of your travel arrangements must be paid 4 days before arrival. You will receive a balance payment request when the balance payment is due. If the deposit and/or the balance is not paid in time we shall cancel your travel arrangements. If the balance is not paid in time, we shall retain the deposit.
5. If You Change Your Booking
5.1 If, after we have issued a booking confirmation invoice to you, you wish to change your travel arrangements, we will do our best to make these changes, although it may not always be possible to do so. Your request to change your booking must be made in writing. When changing your travel arrangements, the price will be based on the price applied on the date you make the change. The price may not be the same as when you first made your booking.
5.2 If you or any member of your party is prevented from travelling, that person may transfer their place to someone else subject to the following conditions:
- ) That person is introduced by you and satisfies each and all of the conditions applicable to the booked travel arrangement;
- ) We are notified in writing of the request for transfer;
- ) You pay the outstanding balance payment,
- ) The transferee agrees to these booking conditions, and all of the terms of the Contract between us.
5.3 You and the transferee will remain jointly and severally liable for the payment of all sums. If you are unable to find a replacement, the cancellation charges set out in clause 6.1 will apply in order to cover our estimated costs. Otherwise, no refunds will be given to passengers not travelling or for any unused service.
5.4 Any discount you received when you made your original booking may be altered or reduced when changes are made if this discount had subsequently been altered, reduced or withdrawn.
6. If You Cancel Your Booking
6.1 If you, or any member of your party, cancel your travel arrangements at any time, written notification from the person who made the booking must be received by us by email at [email protected]. Since we incur costs in cancelling your travel arrangements, the following cancellation charges will be payable by you. The cancellation charge is a percentage calculated on basis of the total costs payable by the person cancelling not refundable in the event of cancellation.
- If the cancellation is made more than 30 days before the check-in date, we will refund you the payment made to us minus bank charges (if applicable).
- If the cancellation is made less than 30 days before the check-in date, we will retain the 20% deposit.
6.2 You have the right to cancel your travel arrangement before departure without paying a cancellation charge in the event of “unavoidable and extraordinary circumstances” occurring at your destination or its immediate vicinity and which signifcantly affects the performance of the travel arrangement or which signficantly affects transport arrangements to the destination. In these circumstances, we shall provide you with a full refund of the monies you have paid but we will not be liable to pay you any compensation.
6.3 For the purposes of this clause, examples of “unavoidable and extraordinary circumstances” include warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such floods, earthquakes or weather conditions which make it impossible to travel safely to your destination.
7. Events Beyond Our Control
7.1 Please note that compensation will not be payable and we will accept no liability beyond offering you the options above where: (a) we are constrained to make a significant change or cancel your booking as a result of unusual and unforeseeable circumstances beyond our control. These circumstances will usually include but are not limited to, war, threat of war, riots, civil disturbances, terrorist activity and its consequences, industrial disputes, any failure to secure flying rights, natural and nuclear disaster, fire, epidemics, health risks and pandemics and unavoidable and unforeseeable technical problems with transport reasons beyond our control or that of our suppliers, closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions, and any other similar events; or (b) we cancel as a result of your failure to comply with any of the requirements of these booking conditions entitling us to cancel; or (c) we make a significant change or cancel your arrangements more than 14 weeks before departure; or (d) where the change or cancellation by us arises out of alterations to the confirmed booking request by you.
The company’s liability for damages that are not personal injuries are limited to the triple journey price. Liability for the loss of or damage to participants’ property (like for example surf boards) on the part of the organiser shall be excluded. We recommend a private baggage/surf board insurance. Each participant must have a valid travel insurance for the respective period. The organiser’s equipment and vehicles should be treated in due form. The participant shall be liable for damages in the case of negligent or wilful damage or loss.
9. Passport, Visa, Documentation, Immigration and Health Requirements
9.1 The passport and visa requirements of yourself and your party, together with any other immigration requirements, are your responsibility and you should check these with the relevant embassies and/or consulates prior to travel. We do not accept any responsibility if you cannot travel if you have not complied with the relevant requirements in force prior to and at the time of travel.
9.2 It is also your responsibility to check all compulsory and recommended health requirements, including vaccinations, prior to travel and to ensure that you are in receipt of all and any necessary vaccination certificates and other health documentation. The costs of obtaining any such documentation are your responsibility and we are unable to accept any responsibility or liability if your travel arrangements are affected as a result of the failure to do so by yourself or any member of your party.
9.3 You must provide us with full details of any existing medical condition or disability that may affect your travel arrangements (including, in particular, any accommodation requirements) at the time of your booking. If in our reasonable opinion your chosen travel arrangements are not suitable for your medical problem or disability or you are not travelling with someone who can provide all assistance you may reasonably require, we have the right to refuse to accept the booking. If you do not give us full details of your medical problem or disability we can also cancel the booking when we find out full details if in our reasonable opinion, the travel arrangements are not suitable or you are not travelling with someone who can provide all assistance reasonably required. If we cancel your booking as a result of this, the cancellation charges set out in Clause 6.1 above will apply.
10. Health & Fitness
10.1 Activities within our travel arrangements may require a certain degree of physical fitness. It is your responsibility to ensure that you have the levels of fitness required for any activity you choose to participate in. If you are in any doubt, please consult your GP before departure. We, and those retained by us, to supervise any activities, retain the discretion at any time to decline to allow you to participate in any activity, if we reasonably believe that in the interests of your health, you should not do so. In such circumstances, we shall not be liable for any losses or compensation arising.
10.2 You must provide us with full details of any existing medical or physical problems (including unusual height or weight) or disability that may apply to you or any member of your group and which is likely to affect your ability to take part in some or all of the activities forming part of your travel arrangement (including, in particular, any accommodation requirements or difficulties that may be encountered in accessing buildings) at the time of booking. If, in our reasonable opinion, any particular activities or arrangements are not suitable for the medical or physical problems or disability or you are not travelling with someone who can provide all the assistance that may be required, we have the right to refuse to accept the booking or you may not be able to participate in certain activities, in which event we shall not be liable for any losses or compensation arising.
10.3 If you do not give us full details of any medical or physical problem or disability at the time of booking and/or promptly inform us of any adverse change to any existing medical or physical problem or disability and/or any new medical or physical problem or disability that arises after booking then we can also cancel the booking when we find out the full details if, in our reasonable opinion, the arrangements are not suitable in the circumstances. If we cancel in this situation, cancellation charges as set out at Section 6 must be paid by the person concerned.
11.1 You must take out suitable insurance for all your needs before you travel and it is a condition of this contract that you or members of your party do so. We cannot be held responsible for any costs you may incur as a result of failing to do so.
11.2 If you take part in activities whilst travelling that have been organised and arranged independently of us, participation is at your own risk and it is your responsibility to ensure that you have obtained the relevant insurance.
12. Your Responsibilities and Behaviour
12.1 As part of your booking with us, you are accepting liability for any loss or damage caused by you or any member of your party during the course of your trip. Payment for any loss or damage must be made to us or our supplier at the time that it occurs or as soon as is reasonably practicable thereafter. If the cost of the loss or damage is not known at the time, we will reasonably estimate it and if this reasonable estimate exceeds the amount paid, you must pay the difference once known, and if it is less, the difference will be refunded to you. You will also be responsible for, and agree to indemnify us, in respect of any claim subsequently made against us and all costs incurred by us (including our own and any other party’s full legal costs) arising from your actions.
12.2 You are also responsible for the behaviour of yourself and other members of your party. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your party by terminating your travel arrangements if yours or their behaviour is or is likely to be, in our reasonable opinion or in the reasonable opinion of our suppliers, disruptive, upsetting or dangerous to yourself or anyone else, or if you or any member of your party have caused or are likely to cause damage to property. In these circumstances, we will not pay any refund, compensation or other sum whatsoever or any costs or expenses incurred by you if we have to terminate your travel arrangements due to such unacceptable behaviour. In this situation we will have no further responsibility for you or any other member of your party (including any return travel arrangements). If your unacceptable behaviour means that you are not able to travel, we will treat your booking as cancelled from that moment and you will have to pay the full cancellation charges referred to in Clause 6.1 above.
13. Excursions and Activities
Excursions, tours or other activities that you book or pay for whilst during your trip do not form part of the travel arrangements provided by us. Your contract will be with the operator or provider of that excursion, tour or activity and not with us. We are not responsible for the provision of the excursion, tour or activity or anything that may happen during the course of its provision by the operator. We do not accept any liability in relation to any such excursion, tour or activity and these Booking Conditions do not apply to them.
14. Local Charges & Tourist Taxes
Unless we have stated that a local service or facility is included or free in our accommodation description, you may be asked to pay a charge locally, for example, local tourist tax, room services, snacks, drinks, etc. Tourist taxes may be payable by you when you check out of your accommodation.
15. Local Health & Safety Standards
You should be aware that it is the standards and health and safety requirements of the country in which the services which make up your travel arrangements are provided which apply and not those of your country of origin. These standards will be different to those of the country of your origin and may sometimes be lower.
16. Our Website and Advertising
The information contained in our website, brochure and advertising material is our responsibility and to the best of our knowledge and belief, it is correct at the time of publication. Occasionally errors may occur and information may change and you must, therefore, check all the details of your travel arrangements at the time of booking.
17. Data Protection
In order to process your booking and to make sure that your travel arrangements run smoothly, we need to pass the information which you provide on to relevant suppliers such as transfer companies, etc. The information which we provide may also be provided to credit checking companies and public authorities such as customs and immigration if required by law. However, we will not pass your information on to any person who is not responsible for part of your travel arrangements. If we cannot pass your information on to relevant suppliers, we cannot provide your booking, therefore in making this booking, you consent to your information being passed on to them. Your data controller is Xanadu Surf & Yoga. You are entitled to a copy of your information held by us and if you would like to see this, please ask us.