The Solway Retreat — Booking Terms & Conditions

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Ross OC Jennings trading as Breacans

Version effective: March 2026

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These booking conditions form a legally binding contract between you and Ross OC Jennings trading as Breacans ("we", "us", "our"). They are governed by Scots law and subject to the exclusive jurisdiction of the Scottish courts. By paying your deposit or confirming your booking in writing, you confirm that you have read, understood, and agreed to these conditions in full. If you are booking on behalf of others, you accept these conditions on their behalf and are responsible for ensuring they have read and agreed to them.

 

1. Who We Are & How to Contact Us

Ross OC Jennings trades as Breacans, a sole trader registered and operating in Scotland. Our registered correspondence address is 5/5 Teviot Place, Edinburgh, EH1 2QZ.

Contact: ross@thefirstpiper.com | contact@breacans.com

We are not a package travel organiser registered under the Package Travel and Linked Travel Arrangements Regulations 2018 (as amended) and do not hold an ATOL licence. Travel insurance is your own responsibility (see Clause 15).

 

2. Deposit & Booking Confirmation

A deposit of $175 USD per person (or the equivalent amount in GBP, EUR, or another agreed currency at the prevailing exchange rate at time of booking) is required to secure your place on the Solway Retreat.

Payment may be made via Stripe (card payment) or bank transfer. Where payment is made by bank transfer, your place will only be confirmed once cleared funds have been received. We accept no liability for delays in bank transfers.

A booking is only confirmed, and a contract formed, once we have received your deposit and issued a written booking confirmation by email. We reserve the right to decline any booking at our sole discretion prior to issuing confirmation.

Your 14-day statutory cancellation right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 is expressly waived to the extent permitted by law, given that the retreat will commence within the 14-day window. By paying your deposit, you acknowledge this waiver. A 7-day goodwill refund window is offered instead (see Clause 4).

 

3. Final Balance & Payment

The final balance must be paid in full no later than midnight (GMT) on Friday 27 March 2026.

Failure to pay the final balance by this date may result in cancellation of your booking at our discretion, with cancellation charges applying as set out in Clause 4. Any additional services booked after this date must be paid immediately upon booking.

All prices are quoted in USD for marketing purposes. Where payment is made in GBP or EUR, the amount due will be calculated using the exchange rate at the time of invoicing. We are not responsible for currency fluctuations.

 

Scottish consumer protection note: Under the Consumer Rights Act 2015, we are required to ensure our services are provided with reasonable care and skill. This does not affect our rights to apply the cancellation policy below.

 

4. Cancellation by You

To cancel, you must notify us in writing by email to ross@thefirstpiper.com or contact@breacans.com. The cancellation date is the date on which we receive your written notification.

The following cancellation charges apply:

• Within 7 days of paying your deposit: Full deposit refunded, minus any non-recoverable transaction fees charged by Stripe or your bank.

• After 7 days of paying your deposit but before midnight 27 March 2026: Deposit of $175 USD (or equivalent) is non-refundable.

• After 27 March 2026 and before midnight 30 April 2026: 50% of the total retreat cost is non-refundable (minus any non-recoverable transaction fees).

• After 30 April 2026: 100% of the total retreat cost is non-refundable.

• After the retreat has commenced: No refund will be issued for any unused portion of the retreat, regardless of reason for departure.

We strongly recommend purchasing comprehensive travel insurance that covers cancellation (see Clause 15).

 

These cancellation terms are considered reasonable and proportionate under the Consumer Rights Act 2015 and reflect genuine costs incurred in holding and filling retreat places.

 

5. Cancellation or Alteration by Us

We reserve the right to cancel or materially alter your retreat in the following circumstances:

• Insufficient bookings (we will notify you no later than 30 days before the retreat start date in such circumstances).

• Force majeure events beyond our reasonable control, including but not limited to: acts of God, extreme weather, pandemic or epidemic, government restrictions, war, terrorism, or infrastructure failure.

• Safety concerns that make it unreasonable or unlawful to proceed.

If we cancel the retreat (other than due to force majeure), we will offer you either a full refund of monies paid to us, or a transfer to an alternative date if available.

In the event of cancellation due to force majeure, we will endeavour to refund any recoverable costs but cannot guarantee a full refund where third-party suppliers have not refunded us.

If we make a minor change to the retreat (e.g. a change to the itinerary, an activity substitution, or a change to accommodation within equivalent standard), we will notify you as soon as reasonably practicable but this will not entitle you to cancel without incurring charges.

 

Under Scots law and the Consumer Rights Act 2015, our liability for cancellation is limited to the return of monies paid to us. We are not liable for any consequential losses such as flights, accommodation booked independently, or other travel costs.

 

6. Inclusions

The retreat price includes:

• Accommodation (shared twin room, unless a private room supplement is booked) for the duration of the retreat.

• All meals: 3 breakfasts, 3 lunches, and 3 dinners.

• One welcome drink at the welcome dinner.

• All experiences and activities as described in the retreat itinerary.

• Return transfers between Lockerbie train station and Auchencairn.

• Dedicated host and guide (Ross OC Jennings) throughout the retreat.

 

7. Exclusions

The retreat price does not include:

• International or domestic travel to/from Scotland.

• Pre- or post-retreat accommodation.

• Travel insurance (required — see Clause 15).

• Additional food, drinks, or alcohol beyond the included meals and welcome drink.

• Passport and visa fees (where applicable).

• Gratuities for guides, drivers, or local staff.

• Any personal spending, souvenirs, or optional activities not included in the itinerary.

 

8. Accommodation

Guests will be accommodated in a private residential property in Auchencairn, Dumfries & Galloway. This is a well-maintained, comfortable home — not a hotel — and guests should book with this in mind.

Single guests will be paired with another guest of the same gender in a twin room, unless a single room supplement has been paid. Room allocation is at our discretion, though we will make reasonable efforts to accommodate preferences.

The property complies with applicable health and safety requirements. We hold public liability insurance for the purposes of hosting retreat guests.

 

9. Meals & Dietary Requirements

All included meals are sourced from external catering providers, restaurants, or food suppliers — no meals are prepared on-site. As such, allergen information is determined by those third-party providers.

It is your responsibility to notify us of any food allergies, intolerances, or dietary requirements at the time of booking, or as soon as they become known to you. We will communicate your requirements to our suppliers and make every reasonable effort to accommodate them, but we cannot guarantee that third-party providers will be able to cater to all dietary needs, nor that meals will be prepared in a fully allergen-free environment.

If you have a severe or life-threatening allergy (e.g. anaphylaxis risk), you must inform us in writing before booking. We will liaise with suppliers on your behalf, but we cannot accept liability for any allergic reaction resulting from food prepared or supplied by third parties.

 

As meals are supplied by independent third-party food businesses, primary responsibility for allergen compliance under the Food Information (Scotland) Regulations 2014 lies with those suppliers. We will make reasonable efforts to support you in getting accurate allergen information.

 

10. Your Information & GDPR

To confirm your booking, you must provide: your full legal name as it appears on your passport, date of birth, nationality, and any relevant medical or physical conditions that may affect your participation.

We will process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Your data will be used solely for the purposes of administering your retreat booking and will not be shared with third parties except where necessary to provide the retreat services (e.g. transfer providers).

You have the right to access, correct, or request deletion of your personal data. To exercise these rights, contact us at ross@thefirstpiper.com.

By confirming your booking, you consent to us processing your data for the purposes described above.

 

11. Itinerary & Changes

The retreat itinerary is indicative and subject to change. We reserve the right to modify activities, timings, or locations before or during the retreat due to weather, safety, availability, or other circumstances beyond our control.

Guests cannot join the retreat partway through, nor attend only selected portions. The retreat must be paid for in full regardless of partial attendance.

If you choose to leave the retreat early, we will make reasonable efforts to assist you but will not be responsible for any costs incurred in doing so. No refund will be issued for unused portions.

 

12. Age & Health Requirements

All guests must be at least 18 years of age by the date the retreat commences. There is no upper age limit, but all guests must be reasonably fit and active to participate fully.

By confirming your booking, you confirm that you are in good physical and mental health and are not aware of any condition that would prevent you from participating safely. If you have any doubt, please consult your GP before booking.

We reserve the right to exclude any guest from an activity or the retreat itself if, in our reasonable judgement, their health or behaviour poses a risk to themselves or others. In such cases, our cancellation policy will apply.

 

13. Behaviour & Code of Conduct

The Solway Retreat is an inclusive, welcoming space. We celebrate diversity of gender, sexual orientation, race, ethnicity, background, and political view. Guests are expected to treat fellow guests, hosts, and any third parties with respect at all times.

The following are grounds for immediate removal from the retreat without refund:

• Possession or use of illegal drugs or controlled substances (other than those lawfully prescribed by a medical professional).

• Behaviour that is threatening, abusive, discriminatory, or that puts the safety or wellbeing of others at risk.

• Wilful damage to property.

Removal on any of the above grounds will not entitle you to a refund of any portion of the retreat cost.

We reserve the right to contact Police Scotland or other emergency services if we reasonably consider it necessary.

 

14. Travel Insurance

Travel insurance is not included in the retreat price. We strongly recommend — and for guests travelling from outside the UK, effectively require — that you purchase comprehensive travel insurance prior to your retreat.

Your policy should ideally cover: retreat cancellation and curtailment, medical expenses and repatriation, personal liability, lost or damaged baggage, and delays.

We recommend Yonder Travel Insurance (www.yondertravel.co.uk) but you are free to choose your own provider. We are not affiliated with any insurer and receive no commission on referrals.

We will not be responsible for any costs that would have been covered by adequate travel insurance.

 

15. Passports, Visas & Travel Documents

All guests are responsible for ensuring they hold a valid passport (with at least 6 months validity beyond the return travel date) and any required visa or entry clearance for travel to the United Kingdom.

Entry to the UK for non-EEA/non-British nationals may require a Standard Visitor Visa or Electronic Travel Authorisation (ETA), depending on nationality. It is your sole responsibility to check current requirements with the UK Visas and Immigration authority (gov.uk/check-uk-visa) and your own country's authorities.

We accept no liability for any refusal of entry, deportation, or other travel disruption arising from inadequate documentation.

 

16. Liability & Limitation

We provide the retreat with reasonable care and skill in accordance with the Consumer Rights Act 2015.

Our liability to you for any loss or damage arising from or in connection with the retreat is limited to the total price paid by you for the retreat (excluding any independently purchased travel or insurance).

Nothing in these conditions limits or excludes our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or any other matter for which it would be unlawful to exclude or limit liability under Scottish or UK law.

We are not responsible for the acts or omissions of independent third-party suppliers (such as transport providers, activity operators, or food suppliers) who are not under our direct control.

We are not liable for losses resulting from: force majeure (as defined in Clause 5); your own negligence or failure to follow reasonable instructions; or your failure to disclose relevant medical or other information at the time of booking.

 

These limitations reflect the private, small-group nature of the retreat and are considered fair and reasonable in accordance with the Consumer Rights Act 2015 and the Unfair Contract Terms Act 1977 (as it applies in Scotland).

 

17. Photography & Video

During the retreat, photographs and video footage may be taken by us for use in Breacans marketing materials, including on our website and social media channels.

By confirming your booking, you grant Ross OC Jennings (Breacans) a non-exclusive, royalty-free licence to use images and footage in which you appear for commercial and promotional purposes related to our retreat business.

If you do not wish to be photographed or filmed, you must notify us in writing before the retreat commences. We will make reasonable efforts to respect this request, though we cannot guarantee exclusion from all footage captured by fellow guests.

This clause does not affect your rights under UK GDPR in relation to personal data.

 

18. Baggage & Personal Property

All personal baggage and property are carried and stored at your own risk throughout the retreat. We recommend against bringing high-value items such as jewellery, expensive electronics, or large amounts of cash.

We will not be liable for theft, loss, damage, or destruction of personal property, except where directly caused by our negligence.

 

19. Complaints

If you have a complaint during the retreat, please raise it with Ross OC Jennings immediately so we have the opportunity to resolve it.

If the matter is not resolved to your satisfaction during the retreat, you must notify us in writing within 28 days of the retreat ending by emailing ross@thefirstpiper.com or contact@breacans.com. We will respond within 14 days of receiving your written complaint.

Under Scottish law, you may also have the right to raise a complaint with Citizens Advice Scotland (www.cas.org.uk) or seek redress through the Scottish courts.

 

20. Governing Law & Jurisdiction

These booking conditions and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with Scots law.

Any dispute shall be subject to the exclusive jurisdiction of the Scottish courts, without prejudice to any rights you may have as a consumer under the law of your country of habitual residence.

 

21. Severability

If any provision of these conditions is found by a court to be invalid, unlawful, or unenforceable, that provision will be severed and the remaining provisions will continue in full force and effect.

 

22. Entire Agreement

These conditions, together with your booking confirmation email and any supplementary information provided at the time of booking, constitute the entire agreement between you and Ross OC Jennings (Breacans) in relation to the retreat. No prior representations, oral or written, form part of this agreement unless expressly incorporated herein.

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Breacans | ross@thefirstpiper.com | contact@breacans.com | breacans.com

5/5 Teviot Place, Edinburgh, EH1 2QZ, Scotland | Version: March 2026