Booking, Payment and Cancellation Policy
This Booking, Payment and Cancellation Policy applies to bookings made for Free Air Life retreats operated by Promo Media AS, Org. no. 923 475 206, Asker, Norway.
If you have any questions, you can contact us at retreat@freeairlifeproject.com
1. Booking your place
Your place on a retreat is secured once your booking has been accepted and the required deposit has been received.
Bookings are personal and may not be transferred to another person without our prior written approval.
The retreat page, your booking confirmation, and the practical information we send before the retreat form part of the information connected to your booking.
2. Deposit and payment
A €500 non-refundable deposit is required to secure your place on the retreat.
The remaining balance will be sent by email as an invoice and must be paid 6 weeks before the retreat start date.
If the remaining balance is not paid by the stated deadline, we reserve the right to cancel your booking. In that case, the €500 deposit remains non-refundable.
3. Cancellation by you
If you need to cancel your booking, please notify us in writing by email as soon as possible.
If you cancel more than 6 weeks before the retreat start date, we will refund any amount paid beyond the non-refundable €500 deposit.
If you cancel 6 weeks or less before the retreat start date, your booking is non-refundable.
We strongly recommend that all participants have travel insurance that covers cancellation and other unexpected changes.
4. Cancellation by us
If we need to cancel the retreat due to unforeseen circumstances or because it cannot go ahead as planned, we will notify you as soon as possible and refund any payments made directly to us.
Unless required by law, we are not responsible for costs incurred outside the retreat booking itself, including flights, travel arrangements, insurance, or personal expenses.
5. Changes to the programme
Because our retreats take place in nature, reasonable changes to the schedule, activities, routes, timings, or order of events may sometimes be necessary due to weather, safety, availability, or other practical circumstances.
If this happens, we will always aim to make adjustments that protect the overall quality and experience of the retreat.
6. Travel to and from the retreat
Unless clearly stated otherwise, flights and travel to the retreat destination are not included.
For the Lofoten retreat, guests are responsible for arranging their own travel to Svolvær Airport or Leknes Airport. Coordinated airport pickup and drop off, along with transport during the retreat itself, are included.
7. Accommodation
Unless otherwise stated, accommodation is based on shared rooms with a maximum of two guests per bedroom.
If you are travelling with a friend or partner and would like to share a room, please let us know when booking. We will do our best to accommodate room requests, but we cannot guarantee every preference.
8. Pricing
The retreat price shown at the time of booking is the price that applies to your booking.
Any later promotional offers or price changes will not apply retroactively to confirmed bookings.
9. Insurance
All participants are responsible for arranging their own travel and health insurance.
We strongly recommend having insurance that covers cancellation, illness, injury, delays, and personal belongings.
10. Contact
If you have any questions about your booking, payment, or cancellation, please contact us at:
Promo Media AS
Org. no. 923 475 206
Asker, Norway
retreat@freeairlifeproject.com
Retreat Terms
These Retreat Terms apply to all participants joining a Free Air Life retreat operated by Promo Media AS, Org. no. 923 475 206, Asker, Norway.
1. General participation
Our retreats are designed to create a warm, respectful, and enjoyable experience for everyone involved.
By joining a retreat, you agree to behave in a considerate and respectful way toward other participants, hosts, accommodation partners, and suppliers.
2. Age requirement
Our retreats are open to participants aged 18 and over unless otherwise stated.
3. Health, Fitness and Retreat Information
Each retreat has its own programme, activity level, and practical requirements, which are described on the relevant retreat page and in pre-retreat communication sent by email.
By booking, you confirm that you have read the retreat information carefully and considered whether the retreat is suitable for you.
Participants are responsible for informing us in advance of any injury, allergy, health condition, or other circumstance that may be relevant to their participation, safety, or well-being during the retreat.
If you are unsure whether the retreat is suitable for you, we recommend that you seek appropriate advice before booking.
Any personal information shared with us in this context will be handled with care and only used where necessary to support your participation and the practical delivery of the retreat.
4. Clothing and equipment
Participants are responsible for bringing suitable clothing, footwear, and personal equipment for the conditions described in the retreat information.
For outdoor retreats, this includes clothing suitable for changing weather and activities in nature.
5. Outdoor activities and safety
Participant safety is important to us. We may adjust, postpone, replace, or cancel a specific activity if weather, safety, health, or practical conditions make this necessary.
Participants are expected to follow practical instructions given during the retreat.
If we believe that joining a specific activity would create a safety risk for a participant or the group, we may adapt that part of the programme accordingly.
6. Hiking and activity level
Where hiking is part of a retreat, participants should have the basic level of fitness described on the retreat page and feel comfortable spending several hours outdoors at a time.
For the Lofoten retreat, hiking is an important part of the experience. Participants should feel comfortable walking in varied terrain, including hikes with around 500 vertical meters on beautiful and relatively accessible peaks.
The pace of the group will be kept comfortable, and the focus is on enjoying the experience, the landscapes, and the time outdoors together.
7. Dietary information
We will do our best to accommodate dietary requirements that are communicated to us in advance. However, participants are responsible for informing us of allergies, intolerances, or other food-related needs before the retreat.
8. Photography and content
We may capture photo and video content during the retreat for Free Air Life and related brand communication.
If you would prefer not to appear in such content, please let us know before or during the retreat and we will respect that as far as reasonably possible.
9. Respect for the group experience
We want the retreat to feel safe, calm, and enjoyable for everyone. If a participant behaves in a way that seriously disrupts the retreat or creates risk for others, we reserve the right to remove that participant from all or part of the retreat if necessary.
10. Complaints during the retreat
If something during the retreat does not meet your expectations, we ask that you let us know as soon as possible while the retreat is still taking place so we have the opportunity to address it.
11. Personal belongings
Participants are responsible for their own belongings during the retreat. We are not responsible for lost, stolen, or damaged personal items, unless required by law.
12. Governing law
These Retreat Terms are governed by the laws of Norway.
13. Contact
If you have any questions before the retreat, please contact us at:
Promo Media AS
Org. no. 923 475 206
Asker, Norway
retreat@freeairlifeproject.com
Privacy Policy
Free Air Life is operated by Promo Media AS, Org. no. 923 475 206, Asker, Norway (“we”, “us”, and “our”).
We care about your privacy and want to be clear about how we collect, use, and protect your personal information when you visit our website, sign up to our emails, contact us, or book a retreat with us.
Who we are:
Promo Media AS
Org. no. 923 475 206
Asker, Norway
retreat@freeairlifeproject.com
2. What information we collect
We may collect personal information that you provide directly to us, including:
your name
your email address
your phone number
your country or city of residence
booking and billing information
dietary requirements or other practical information you choose to share
messages or enquiries you send to us
We may also collect certain technical information automatically when you use our website, such as browser data, device data, pages visited, and similar website usage information.
3. How we collect information
We may collect your information when you:
visit our website
sign up to our newsletter or waitlist
submit a contact form
book a retreat
contact us by email or social media
choose to join a participant WhatsApp group
Some information may also be collected automatically through cookies or similar technologies.
4. Why we use your information
We use your information to:
respond to enquiries
send you updates about retreats, launches, and booking information
manage your booking and process payments
send confirmation emails, invoices, and practical retreat details
prepare for your participation in a retreat
improve our website, communications, and services
comply with legal, accounting, or administrative obligations
We process your personal information where necessary to respond to your enquiries, manage your booking, fulfil our agreement with you, comply with legal obligations, or, where relevant, based on your consent.
5. Marketing emails
If you sign up to hear from us, we may send you emails about retreats, launches, updates, and related news from Free Air Life.
You can unsubscribe at any time using the unsubscribe link in the email or by contacting us directly.
6. Booking and service emails
If you book a retreat with us, we may send you emails that are necessary for managing your booking and delivering the retreat experience. These may include:
booking confirmation
payment and invoice details
travel and packing information
practical retreat updates
participant communication before the retreat
7. Payments
Payments made through our website may be processed by Squarespace and its payment providers, including Stripe, depending on the payment method used at checkout.
We do not store your full payment card details ourselves.
If part of your booking is paid later by invoice or bank transfer, we may use your billing details to issue and manage that invoice.
8. Sharing your information
We only share your information where necessary to operate our website, manage bookings, communicate with you, process payments, and deliver the retreat experience.
This may include sharing information with:
Squarespace, as our website and commerce platform
payment providers such as Stripe
email and communication tools we use to manage bookings and updates
trusted retreat partners or suppliers where necessary for the retreat experience
We do not sell your personal information.
9. WhatsApp group communication
Before the retreat, we may invite participants to join a private WhatsApp group for updates, packing information, and practical communication.
Joining this group is optional. If you choose to join, your phone number and WhatsApp profile information may be visible to the other participants in the group.
10. Cookies and similar technologies
Our website may use cookies and similar technologies to support website functionality, improve the user experience, understand website traffic, and support analytics or marketing tools.
Where required, we will ask for consent before using non-essential cookies or similar tracking technologies.
11. How long we keep your information
We keep personal information only for as long as reasonably necessary to:
manage your booking or enquiry
provide our services
comply with legal, tax, and accounting obligations
maintain appropriate business records
12. Your rights
Depending on applicable law, you may have the right to request access to your personal information, ask us to correct or delete it, object to certain uses of it, or request restriction of processing.
If you would like to exercise any of your rights, please contact us at retreat@freeairlifeproject.com
13. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website with the updated effective date.
14. Contact
If you have any questions about this Privacy Policy or how we handle personal information, please contact us at:
Promo Media AS
Org. no. 923 475 206
Asker, Norway