RETREAT TERMS AND CONDITIONS

HeartWriting Retreat Bali 2026

It is your responsibility to read and understand our terms and conditions and cancellation policy before making a reservation. Your first payment in your payment plan is your deposit. Upon paying your deposit for HeartWriting Retreat Bali 2026, you are agreeing to these terms and conditions. Please scroll to read the end statement before closing this page. 

1. Your Booking is a Contract


When you (sometimes referred to as a “Participant” or a “Traveller”) book a trip with HeartWriting® (sometimes referred to as “we” or “us”), you will be deemed to have agreed to these Terms & Conditions. Moreover, your booking, together with (a) these Terms & Conditions and (b) the details regarding the trip for your chosen destination as listed on our website (collectively, the “Agreement) will constitute a legally binding contract between you and us. (Note: If you book a trip for multiple people traveling together, then all travellers in that booking will be deemed to have read and agreed to the Terms & Conditions, and to be parties to this Agreement.)

2. Retreat Requirements

You must have active and valid travel insurance.

You must meet Bali’s entry requirements at the time of travel. 

You must have a valid passport and be fit mentally and physically to travel abroad.

You must be able to sit on the floor of a yoga shala for extended periods, and you must be able to ride on the back of a scooter to get to the entrance from the carpark. Furthermore, Bali’s streets and sidewalks are unpredictable, and you’ll need to be able to walk on uneven terrain.

Mental health is a significant requirement. You must disclose any mental health issues that may impact your participation in the retreat, as we do not offer therapy in the program. Writing and sharing of personal stories may trigger emotional events for yourself or others. Every person’s safety at this retreat is paramount, and HeartWriting reserves the right to refuse entry, or remove entry to anyone, at any time before or during the retreat, if mental health is of concern to themselves or others.

You must be 21+ Years of age.

3. Deposit & Payments

A non-refundable deposit of $400 – $550 (per person) is required to reserve your spot. Each ticket release will specify the deposit amount required. (It is your first payment in the instalments option)

After the deposit is submitted, you are entering a contract to complete all agreed payments on the scheduled monthly dates (from date of first payment). These payments will be deducted by our payment management system, Kartra. If the full balance is not paid 10 days before Retreat, HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, reserves the right to treat your booking as cancelled, and your deposit and all monies will be forfeited.

4. Payment & Cancellation Policy

Your first payment (the deposit) is non-refundable. However, we offer a 14-day grace period where you may request a full refund, including your deposit, no questions asked. Refunds may take up to 30 days to process.
After 14 days, the deposit remains non-refundable.

If you cancel 90+ days (3 months or more) before the retreat start date:

You may transfer your booking/ payments to another person (you must find a replacement – HeartWriting is not liable) OR You can transfer your payments (MINUS your deposit) to another HeartWriting® retreat within one year, space permitting.

Your $400–$550 deposit remains non-refundable and non-transferable, even if you transfer your booking to another date or person.

If you cancel 90 days or less before the retreat start date:

If you cancel for personal or emergency reasons within 90 days of retreat start, your payments are not transferable or refundable and you are under contract to pay out all remaining repayments in your plan. This is too close to retreat to find a replacement for you. No credit, refund or postponement can be given, and all monies paid will be forfeited.

However, this is where travel insurance will protect you and you will be able to recover all costs, including your retreat ticket, airline tickets and extra accommodation, in the case of emergency. 

This is why it’s important to take out travel insurance as soon as you book this retreat – to cover both of us!

War or Force Majeure

If War, Natural Disaster or an Act of God impacts our ability to attend the retreat (for example war-related oil shortages = flight cancellations and lockdowns) The Ark Retreat Centre will allow us to reschedule our retreat to another date, but we won’t get a refund. Your payments will go towards that next retreat date, and I’ll do everything possible to make sure this all works out best for all of us. I’ll look after you! 

Your Payment Commitment

By booking, you agree to complete all retreat payments.

The retreat has already been booked and paid for in advance, so it’s essential that payments are upheld.

If you do not show up or leave early for any reason, no refunds or credits will be given.

If you interrupt or terminate your participation, HeartWriting® and its agents, teachers, and facilitators are not responsible for issuing any refunds or credits for unused services.

Also:

Make sure you have travel insurance to cover unforeseen issues.

As a small business, exceptions to our policy cannot be made for any reason.

We do not offer credit or refunds for a guest arriving late or leaving early for any reason.

Emergency Travel Medical Insurance, Trip Cancellation Insurance, & Trip Interruption: Insurance is mandatory, and you should book this now in case of any flight, illness or accommodation cancellations. Generally these will all be included in one policy, and will be quite inexpensive for Bali.

5. Trip Postponement

In the event that the trip is postponed for any reason, such as Rose being sick, and including any force majeure event, all monies paid will be converted into travel credit that can be applied to a future HeartWriting® retreat; this credit is transferable and expires one year from the original retreat date. HeartWriting® is a small business that proudly works with intimate, family-run hotels and venues and we are unable to offer refunds of any kind. If you require more security please talk to an insurance broker about a comprehensive travel plan that will offer you the coverage you need.

6. Passport, Visas and Other Travel Documents

It is your responsibility to ensure that you are in possession of a valid passport and any other required travel documents. HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, is not responsible if you are refused entry to a country because your passport is invalid, or for any reason. For many countries your passport must be valid for 6 months beyond the duration of the trip.

7. Immunisations and Medical

Each Participant assumes full responsibility for verifying any requirements relating to and/or obtaining any immunisations which may be necessary or desirable for travel in the applicable country(ies) and/or region(s).

Participants may also wish to consult a physician who is knowledgeable about travel medicine and related medical issues in the country(ies) and/or region(s) to be visited.

Bali is a high-risk area for dengue fever, with cases occurring year-round but peaking during the wet season (November to March). Dengue is transmitted by Aedes mosquitoes, which are most active during the day, typically at sunrise and sunset. Visitors should take precautions, including using repellent and wearing protective clothing. The Ark’s yoga shala is outdoors, and they do spray for mosquitoes and use deterrents and incense; however, this does not ensure your complete protection. 

8. Travel Insurance

Proof of Emergency Medical Travel Insurance and Trip Cancellation/Trip Interruption Insurance is required 30 days before the start of the retreat; your insurance policy must provide continuous coverage for the length of your stay. HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, is not liable for any medical or health issues that occur during the retreat, including any medical or health issues related to air quality.

HeartWriting® or any agents, representatives, teachers, instructors and facilitators, shall have no liability for loss, theft of, or damage to baggage or personal effects, howsoever caused. Each Traveller is 100% responsible for any losses, penalties, fees or other financial consequences arising out of any booking or trip, or the cancellation or interruption of any booking or trip (including, by way of example, costs related to airline tickets and fees, passport fees, visa fees, medical expenses, etc.).

9. Discretion to Reject Bookings/Vacate Spots

Your booking may be rejected or your spot may be vacated at the discretion of HeartWriting® at any time prior to the trip start date if we believe a Participant poses a risk or may be disruptive or disrespectful to other Travellers, to the yoga teacher, to the host venue, or to anyone else involved. If a Participant’s booking is rejected and/or if a Participant is denied participation in a trip prior to the trip start date, then that Participant will receive a full refund of all monies paid to HeartWriting® for that trip; also, the Participant will not be permitted to book any future HeartWriting® trips. HeartWriting® will not be responsible for any trip cancellation related expenses or trip related damages (including, by way of example, costs related to airline tickets and fees, passport fees, visa fees, medical expenses, etc.). related to HeartWriting®’s discretionary decision to vacate your spot.

10. Information Required

For us to confirm your booking, you must provide us with certain personal information when requested, such as:
Full name (as it appears on passport)
Passport number
Date of Birth
Dietary requests/restrictions
Any medical conditions, injuries or physical limitations
Emergency Contacts

11. What’s Included in the Price of Your Trip


The price of your trip includes:
Everything listed on the retreat page under “What’s Included.”

12. What’s Excluded from the Price of Your Trip

• The price of your trip does not include:
• Flights/Airfare to the starting point of your trip

• Ground transportation/ transfers
• Excess baggage charges
• Fees for travel documents (passports, visas, etc.)
• Travel insurance
• Alcoholic beverages
• Optional Activities
• Gratuities
• Personal expenses
• Any other items listed on our website under “What’s Not Included”

13. Optional Activities


Optional activities (other than excursions which are listed on our website as “Included”) are not included in the trip price, and do not form part of the trip or this Agreement. You acknowledge and agree that any assistance provided by any trip leader, yoga teacher, or local representative in arranging optional activities does not render us liable for them or any losses and/or damages that result from the participation in optional activities, excursions, etc. (In this retreat, all is included, except extra drinks at last dinner and last lunch).

14. Itineraries

The itinerary provided for the trip is representative of the types of activities planned, but it is understood that the itinerary, amenities, and mode of transport may be subject to alteration without prior notice due to events out of HeartWriting®’s control. I agree to waive any and all claims against HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, regarding any such change(s).

15. Health Certification

By booking a retreat with HeartWriting®, you confirm that you are physically, emotionally and mentally able to participate in this retreat, and you will confirm your condition prior to departure. You also confirm that you have not been recently treated for, nor are you aware of, any medical condition, infirmity or disability (whether physical or mental) that would create an unreasonable risk to yourself or others in connection with the trip. You assume and accept, without limitation, all risks and dangers associated with your participation in this retreat, and you assume full responsibility for understanding and following safe practices associated with this activity. If you have any questions about your health, visit your doctor and discuss the trip before you go.

16. Assumption of Risk & Personal Responsibility

HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, is dedicated to ensuring the safety of all guests, although all Participants must assume the risk inherent in travel and take responsibility for their own health, safety, and well-being. HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, is not responsible for any injuries or damages the Participant may sustain on any part of this retreat.

The Participant must also be responsible for their own behaviour and treat other Participants, venue staff, yoga teachers, and tour operators with respect.

Participants must also take responsibility if and when consuming alcoholic beverages or any intoxicants, both on and off the retreat property; HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, is not responsible for any injuries or damages the Participant may sustain when consuming alcohol or any intoxicants.

It is your responsibility to acquaint yourself with all possible relevant travel information related to the country and regions you are travelling to, including local customs, laws, & regulations. It is your responsibility to maintain current knowledge of travel advisories, medical advisories, or other risks until your departure and while you are on location. Certain locations are remote and require additional travel time away from city centres and towns; as such, medical attention may not always be readily available or may be of inferior quality compared to what is available at home. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you assume the personal risks involved with such travel. You agree to assume full responsibility for your personal safety and personal health.

17. Photos and Marketing

You consent and agree that during this retreat photos of you will be taken and that HeartWriting® may use these in any and all media, now or hereafter known and exclusively for the purpose of the promotion of future yoga retreats or related events.

18. Third Party Operators are Independent Contractors

HeartWriting® or any agents, representatives, teachers, instructors and facilitators, does not own, operate or control any person or entity that provides any goods or services for your trip (“Third Party Operators”), including any lodging facilities, airline, ground or water transportation, yoga studio, yoga teacher(s), tour operator, food service provider, etc. Rather, we contract with Third Party Operators to provide all goods and services for your trip; and you understand that all Third Party Operators are independent contractor(s), and not affiliates or employees of HeartWriting®. In selecting Third Party Operators, we do our best to seek out reliable suppliers and contractors to provide the necessary travel-related goods and and services. Accordingly, in the absence of gross negligence by HeartWriting®, you understand and agree that HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, shall not have any responsibility or liability for any acts or omissions of any Third Party Operators in connection with your trip. Without limiting the foregoing, we will not be liable for any direct, indirect, consequential or incidental damage, liability, injury, loss cost or expense you may incur (including any claim relating to personal injury, illness, death, property damage or loss, delay or other inconvenience) arising out of or by reason of the acts or omissions of any Third Party Operator. HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, is not responsible for any injury or damages sustained on any motorised vehicles or on any other modes of transportation, regardless of whether or not the transportation was suggested by, recommended by, or provided by HeartWriting® or our host location.

19. Limitation of Liability and Release

Notice is hereby given that all arrangements made on behalf of participants are made by the organisers on the sole condition that the organisers shall not be held responsible for any claims, including but not limited to, injury, death, accident, illness, delay, loss, expense (including legal fees), damage, act of negligence, or irregularity (the “Claims”). The undersigned agrees to waive all Claims against, and to indemnify and hold harmless HeartWriting® or any agents, representatives, instructors and facilitators, from and against any and all Claims arising from or connected, directly or indirectly, with your presence at, or participation in the retreat and related activities thereto.

The parties expressly waive their right to file a court claim or application and agree that the acceptance of these terms and conditions shall be used as an absolute estoppel to any such claim or application and that should such a claim or application require a response and/or proceedings, the parties agree that solicitor-own-client costs shall be awarded against the participant.

20. Transportation

It is the responsibility of our guests to arrange their own transportation to Bali and the retreat venue. This includes booking flights, arranging airport transfers, and any other necessary travel arrangements.

Additionally, it is the guest’s responsibility to ensure that they have any required documents to enter Bali.

Please note that if you fail to take care of your transportation or entry into Bali requirements properly, resulting in any complications or inability to attend the retreat, we will not provide refunds or credits for the missed retreat.

Additional notes: 

Your host, Rose, is not a mental health professional, life coach or a licensed therapist. She is a writer and editor with masters qualifications, a senior teacher of 20 years, and a qualified yoga and meditation facilitator. This retreat is for the purpose of creative and spiritual guidance, education, and mentorship.

Updating of Terms & Conditions

HeartWriting® reserves the right to update and/or alter these Terms & Conditions at any time. Current information can always be found on http://www.heartwriting.com.au and any updates and/or changes will supersede any previous versions. By booking a trip with HeartWriting® you acknowledge that you have read and understand the Terms & Conditions outlined above, and agree to be bound by those Terms & Conditions.

Yoga Classes: Online, Central Coast, and International Retreats

Students understand that yoga involves dynamic physical movement, breathwork, meditation and stretching techniques. As is the case with all physical activity, the risk of injury is always present and cannot be eliminated. If the student experiences any pain or discomfort, they will listen to their body, adjust or change the posture, and inform or seek experience from the teacher.

It is the student’s personal responsibility to make the teacher aware of any medical or physical conditions which may restrict my practice prior to the class. The student also commits to seeking medical advice from their GP or physio for any injuries or ailments before and after commencing yoga.

While practicing yoga, students must listen to their own bodies and work within their own limitations. If any movements hurt or are uncomfortable, you agree that it is your responsibility to never take any exercise to a level of discomfort or pain. You agree that you will not hold HeartWriting®, or any agents, representatives, teachers, instructors and facilitators, responsible for any injury or damage incurred on the retreat. You further agree that you will immediately remove yourself from participation in any activity if, at any time, you sense or observe any unusual hazard or unsafe condition, or if there is any change in your physical, mental, or emotional fitness for continued participation in the activity.

By visiting this site and making my first payment, I hereby agree to release and waiver any claims made against HeartWriting/ Rose-Louise Mascaro, and I agree to all terms.

In saying all this, we are committed to making this retreat as safe, enjoyable, and viable for each one of you. We want you to feel secure in the experience you are about to have. The likelihood of anything going wrong is low, and the benefits of attending will likely outweigh these risks. Please direct all enquiries to Rose who can explain items in this Terms list in more detail. 

HeartWriting®
HeartWriting is a Registered Australian Trade Mark | ABN: 64583659226 

Updated: March 2026. For all HeartWriting Terms and Conditions, please click here.