Terms & Conditions

These Terms & Conditions govern the relationship between HR Revolution (CY) Ltd (“HR Revolution”, “we”, “our”, “us”) and the client (“you”, “your”) in relation to the planning, coordination, and execution of retreats, events, and related services. By confirming a booking with HR Revolution, you agree to be bound by these Terms & Conditions.

1. Services Provided

HR Revolution provides planning, coordination, and management services for retreats and related activities. This includes sourcing and securing accommodation, transportation, facilitators, trainers, activities, catering, equipment, and other services required for the successful execution of the retreat.

HR Revolution may also issue recommendations or present options from third-party providers; however, the choice of provider remains the client’s responsibility unless otherwise agreed in writing.

2. Booking Process

A retreat is considered “confirmed” once:

1. The client accepts the proposed plan in writing, and 

2. The initial payment(s) are received as outlined in the client proposal and invoice.

HR Revolution will begin planning and coordination only after confirmation and payment are completed.

3. Payments

Retreat costs typically consist of two categories:

3.1 Payments to Third-Party Service Providers

This includes payments for accommodation, flights, transportation, facilitators, trainers, activities, catering, equipment, and any other services delivered by external providers.

3.2 HR Revolution Service Fee (10%)

This fee is calculated as 10% of the total retreat cost and covers planning, administration, coordination, preparation, and project management.

Payment schedules are outlined in the client’s proposal and invoice.

4. Client Responsibilities

The client must: 

1. Provide accurate and complete information when requested. 

2. Respond to communications in a timely manner to avoid delays. 

3. Ensure all participants comply with HR Revolution guidelines and supplier rules. 

4. Settle all payments within the agreed timelines.

HR Revolution is not responsible for delays, additional fees, or losses resulting from incomplete or late client information.

5. Changes Requested by the Client

Any modification to the retreat details—including dates, number of participants, accommodation type, activities, or services—must be requested in writing.

Changes may affect pricing and availability. HR Revolution will advise the client of all cost implications before proceeding.

6. Cancellations by the Client

Cancellations must be submitted in writing.
Refunds are handled according to the Refund Policy below.

7. Refund Policy

7.1 Payments to Third-Party Service Providers

Payments made for accommodation, transportation, flights, facilitators, trainers, activities, catering, equipment, or any other service delivered by a third-party provider are subject exclusively to the refund and cancellation policies of each individual provider.

HR Revolution acts only as a coordinator for these services. Refund amounts, eligibility, and timelines vary by provider and will be applied exactly as stated in each provider’s terms.

Any refund will be issued to the client only after HR Revolution receives the corresponding refund from the provider. If a provider designates a payment or deposit as non-refundable, this amount remains non-refundable to the client.

7.2 HR Revolution Service Fee (10%) – Refund Terms

Refunds for the HR Revolution service fee follow the cancellation timeline below: 

40+ days before the retreat: 60% refund of the HR Revolution service fee. 

20–40 days before the retreat: 25% refund of the HR Revolution service fee. 

Less than 20 days before the retreat: The HR Revolution service fee becomes non-refundable.

The HR Revolution service fee may be transferred to new dates once without additional cost, if rescheduling is possible and mutually agreed in writing.

7.3 Combined Refund Calculation

In the event of cancellation, the total refund will be calculated by combining: 

1. the refund amounts (if any) received from each service provider, and
2. the HR Revolution service-fee refund based on the cancellation timeline above.

A summary of supplier policies will be shared with the client at the time of booking for transparency.

7.4 Force Majeure

If a retreat is cancelled or disrupted due to circumstances beyond the control of the client or HR Revolution—including natural disasters, severe weather, political unrest, strikes, government restrictions, illness outbreaks, or other exceptional events—refunds will follow supplier-specific force majeure rules.

Supplier-specific force majeure rules are the terms set by each provider regarding exceptional situations. Some providers may offer credit, date changes, or partial refunds, while others may not offer refunds at all. HR Revolution cannot modify or override these rules.

8. Cancellations by HR Revolution

In the rare event that HR Revolution must cancel the retreat for reasons within its control, the client will receive a full refund of the HR Revolution service fee.
Refunds from third-party providers will be returned according to their individual policies.

HR Revolution is not liable for cancellations resulting from force majeure or events outside its control.

9. Liability

HR Revolution is not responsible for: 

1. Delays, injuries, losses, or inconveniences caused by third-party providers. 

2. Travel disruptions, visa issues, missed flights, or personal circumstances. 

3. Force majeure events or circumstances beyond reasonable control.

However, HR Revolution remains fully committed to supporting the client throughout the retreat process.
If any disruption occurs, we will act promptly to coordinate with suppliers, provide clear updates, and assist in finding the fastest and most effective solutions available.

Clients are responsible for securing appropriate travel insurance, meaning coverage for trip cancellations, medical incidents, lost or damaged baggage, and any other risks associated with travel or participation in retreat activities. Airline-offered insurance may be purchased at the time of booking if the client chooses, but comprehensive travel insurance remains the client’s responsibility.

10. Privacy & Data Protection

HR Revolution processes personal data in accordance with its Privacy Policy. By booking a retreat, the client agrees to the handling of information necessary for the planning, coordination, and execution of services.

11. Governing Law

These Terms & Conditions are governed by the laws of the Republic of Cyprus. Any disputes arising under these terms shall be subject to the exclusive jurisdiction of the Cyprus courts.

12. Acceptance

By confirming a booking with HR Revolution, the client acknowledges and accepts these Terms & Conditions in full.