1. About Us

Amica Vina is a travel company registered in England and Wales offering curated wine tours in France for women.

• Company Name: Amica Vina Ltd

• Company Registration Number: 16564762

• Place of Registration: England and Wales

• Contact Email: samantha@amicavina.com

We are the data controller for the personal data we collect.

2. Role of Amica Vina

Amica Vina acts as the organiser and host of the retreat package, arranging travel and accommodation services on behalf of the group. In this capacity:

• We organise the components of the retreat package, including accommodation, activities, and any other services included in your booking.

• We arrange services with third-party providers, but we do not provide flights or any other transport to or from the retreat.

• Amica Vina’s founder hosts the retreats and stays with the group.

• You are responsible for making your own travel arrangements to and from the retreat.

• Amica Vina is not a party to contracts between you and any external transport providers and shall not be liable for any issues arising from such arrangements.

• Amica Vina is not a party to contracts/agreements between you and your travel insurer and shall not be liable for any issues arising from such arrangements.

• Our role is limited to organising the package components as described; we do not act as a carrier, insurer, or provider of travel beyond the scope of the booked retreat.

3. Your Booking

To submit a booking request, you must complete the booking process, pay the required deposit, and confirm that you have read and agreed to these Terms and Conditions by ticking the acceptance box at checkout. Bookings cannot be completed without this confirmation.

Once your deposit has been received, Amica Vina will acknowledge your booking request by email. Acceptance of your booking is subject to availability, eligibility requirements, and the retreat proceeding in accordance with these Terms and Conditions.

By making a booking, you confirm that you meet the eligibility requirements for the retreat and that you agree to comply with these Terms and Conditions throughout the trip.

If we do not accept your booking request, we will contact you via email, using the details you provided. Below are some reasons for your booking not being accepted:

• Issue with the deposit payment

• Spots are no longer available

• You are under 21

• You are not female

• You’re not adhering to the rules set out in our terms and conditions

• A mistake regarding the pricing or description of the services 

Please note, we reserve the right to decline a booking where it is reasonable to do so.

We recommend that you read these Terms and Conditions carefully before booking, as acceptance of them is required to confirm your place on the retreat.

4. Booking Payment Terms

4.1 Individual Booking Confirmation

Your individual place on the retreat is provisionally confirmed once we have received your deposit and issued a written acknowledgement by email.

By paying the deposit, you confirm that you have read, understood, and accepted these Terms and Conditions. A binding contract is formed between you and Amica Vina at this stage, subject to the retreat proceeding and the minimum participant requirements set out below.

4.2 Retreat Confirmation and Minimum Numbers

Hosted retreats are subject to a minimum number of participants. Amica Vina will confirm in writing once the retreat has met the required minimum numbers and is confirmed to proceed (“Retreat Confirmation”).

Until Retreat Confirmation is issued, participants are strongly advised not to book flights or make non-refundable travel arrangements. Amica Vina shall not be responsible for any costs incurred prior to Retreat Confirmation.

If the minimum number of participants is not reached, we reserve the right to cancel the retreat in accordance with clause 6.2. In such circumstances, all deposits paid will be refunded in full.

As an alternative to a refund, and at the participant’s option, we may offer the opportunity to transfer the deposit to another Amica Vina retreat of equal or greater value, free of charge. Any price difference for a higher-priced retreat must be paid by the participant. Deposit transfers are subject to availability and must be confirmed in writing.

Where practicable, we may notify participants in advance if a retreat is at risk of not proceeding and provide an opportunity for additional participants to join before a final decision is made. We are not obliged to extend booking deadlines or delay cancellation.

4.3 Deposit

A deposit is required from each participant at the time of booking. The deposit amount will be specified on the relevant retreat page and forms part of the total retreat price.

Deposits are refundable only where the retreat does not proceed and is cancelled by Amica Vina in accordance with clause 6.2.

Once Retreat Confirmation has been issued, deposits become non-refundable and non-transferable, subject to the Cancellation Policy.

4.4 Balance Payment

The remaining balance of the retreat price must be paid in full by the deadline specified at the time of booking and no later than 45 days before the retreat start date. 

You may be offered the option to pay the balance in two instalments; however, full payment must still be received by the final payment deadline.

4.5 Failure to Pay

If full payment is not received by the due date, we reserve the right to treat the booking as cancelled. In such circumstances, any amounts already paid, including the deposit, will be forfeited in accordance with the cancellation policy set out in Section 5.

4.6 Payment Methods

Payments may be made by bank transfer or by credit or debit card via our secure online payment portal. You are responsible for ensuring payments are made on time and in full.

4.7 Currency

All prices and payments are stated in British Pounds Sterling (GBP).

Payments made in any other currency may be subject to exchange rates or conversion fees imposed by your payment provider, for which Amica Vina accepts no responsibility.

4.8 Cancellation Policy

All bookings are subject to the cancellation terms set out in Section 5 of these Terms and Conditions.

5. What’s Included

Your tour includes:

• Accommodation as listed in your itinerary

• Guided wine experiences and tastings

• Transportation during the retreat, as stated

• Selected meals as stated

• Additional activities as stated

The full list of services included in your Amica Vina trip package is listed in the trip description on our website.

Flights and travel insurance are not included.

6. Cancellation Policy

6.1 Cancellation By You:

Refunds (if applicable) are calculated based on the date we receive written notice of cancellation, as follows:

• Cancel 60+ days before: Full refund (minus deposit)

• Cancel 31–59 days before: 50% refund (excluding deposit)

• Cancel 30 days or less: No refund

Where a refund is due, it will be processed within 28 days of receipt of your written cancellation.

A non-refundable deposit is required per person to confirm a booking. The remaining balance may be paid in two instalments, but must be paid in full no later than 45 days before the retreat start date. 

If full payment is not received by the due date, we reserve the right to treat the booking as cancelled, in which case any amounts paid will be forfeited.

We accept no responsibility for cancelled, delayed, or missed flights, or for any travel disruption arising from airline operations, airport issues, or personal circumstances, and no refunds will be issued in respect of such matters. All participants are required to arrange their own travel insurance to cover cancellation, curtailment, delays, medical expenses, and other unforeseen events.

You are solely responsible for ensuring that you meet all passport, visa, entry, and immigration requirements applicable to your travel. We are not liable for any losses, costs, or inability to travel resulting from non-compliance, including (but not limited to) passport validity, machine-readability, or entry restrictions.

6.1.1. Deposit Policy After Retreat Confirmation

All deposits are strictly non-refundable and non-transferable once the retreat is confirmed. A deposit paid in respect of one retreat may not be transferred or credited towards any other retreat or future date. If you wish to attend a different retreat, a new booking must be made and a new deposit paid. This applies regardless of the reason for non-attendance or cancellation, as outlined in our cancellation policy.

6.1.2. Failure to Communicate or Pay

If a participant fails to respond to reasonable communications or does not make required payments by the stated deadlines, we reserve the right to treat the booking as cancelled. In such circumstances, the participant’s place may be released and offered to another guest at our discretion.

No refunds will be issued for bookings cancelled under this clause, including any deposits paid. It is the participant’s responsibility to maintain timely communication and ensure all payments are made in accordance with the agreed schedule.

6.1.3. Changes to Your Booking

We understand that plans can change. Minor changes may be accommodated if notified in writing with enough notice. Substituting one guest for another may be possible, subject to approval and an admin fee.

6.2 Cancellation By Us:

Amica Vina reserves the right to cancel a retreat if it becomes impractical, unsafe, or unviable to proceed.

Cancellation may occur for reasons including, but not limited to:

• Minimum Numbers: where the required minimum number of participants is not reached;

• Force Majeure (Events Beyond Our Control): including natural or environmental events, public health emergencies, government or regulatory action, civil disruption, extreme weather, or other circumstances outside our reasonable control;

• Operational Necessity: including unexpected staff unavailability, supplier failure, venue issues, or other unforeseen operational matters.

Where we cancel a retreat, we will notify you as soon as reasonably practicable. You will be entitled to either:

• A full refund of all payments made to Amica Vina for the retreat, or

• The option to transfer your booking to a future retreat, subject to availability.

Our responsibility in the event of cancellation is strictly limited to the options set out above. We shall not be liable for any related or consequential losses, including travel costs, accommodation arranged independently, loss of earnings, or other expenses incurred. Participants are strongly advised to arrange appropriate insurance and flexible travel arrangements.

6.2.1. Changes to the Itinerary

• For operational or safety reasons, we reserve the right to amend, modify, or substitute any part of the retreat programme at any time. This includes, but is not limited to, changes to scheduled activities, accommodation, timings, or the order in which activities are delivered.

• Any significant changes to the retreat schedule will be shared with participants as soon as reasonably possible.

• Changes made under this clause shall not give rise to any right to cancellation, refund, or compensation.

7. Shared Room Policy

Amica Vina retreats are designed to encourage solo female travel and connection. Unless a guest opts for a solo-occupancy upgrade, all accommodation is offered on a shared-room basis. Solo travellers will be paired with another guest, or guests may request to share with a friend when booking.

7.1 Booking With a Friend

If two guests book together and request to share, Amica Vina will accommodate this wherever possible. Should one guest later cancel, the remaining guest will be paired with another participant. Alternatively, the remaining guest may upgrade to solo occupancy, subject to availability and payment of the applicable supplement.

7.2 Solo-Occupancy Upgrades

A limited number of solo-occupancy rooms may be available on certain retreats for an additional supplement, the amount of which varies by retreat.

Where solo-occupancy rooms become available, Amica Vina will offer these first to participants who have already confirmed a booking, on a first-come, first-served basis. Requests for solo occupancy do not guarantee availability.

A solo-occupancy room is confirmed only once:

• Availability has been confirmed by us; and

• The applicable solo-occupancy supplement has been paid in full.

Until confirmation is provided in writing, all bookings will be accommodated on a shared-room basis.

7.3 Roommate Pairing Process

Amica Vina takes reasonable steps to pair guests thoughtfully and appropriately. Before the retreat, guests will be asked to complete a compatibility questionnaire covering preferences such as sleep habits, noise tolerance, general routines, and any special considerations. Pairings are made in good faith based on this information, but compatibility cannot be guaranteed.

7.4 WhatsApp Group Introduction

Before the retreat, all confirmed guests will be invited to a WhatsApp group. Virtual introductions and icebreakers via the group chat will help guests get to know each other and give an opportunity to ask each other practical questions ahead of travel. The group remains open during and after the retreat for coordination and connection. Each participant may opt out at any time. 

This group chat is not a contractual service and may be withdrawn or moderated at Amica Vina’s discretion.

7.5 Changes to Your Booking Partner

If your intended roommate cancels at any point:

• You agree to either share with another guest assigned by Amica Vina, or

• Pay the solo-occupancy supplement if available.

If you choose not to accept either option, the booking will be treated as a cancellation by you, and the standard cancellation policy will apply. No refunds will be issued where shared-room arrangements are declined by a participant.

8. Our Responsibilities

We are responsible for delivering the services outlined in your itinerary with reasonable care and skill. Amica Vina is not responsible for flights or independent travel arrangements, nor are we liable for services we do not directly control (e.g., airlines or local operators), or for events beyond our control (strikes, pandemics, natural disasters).

8.1 Third-Party Suppliers

Services included in the package are provided by independent third-party suppliers, such as accommodation providers, activity operators, wineries, or local transport providers operating at the destination.

Third-party suppliers may operate subject to their own terms, conditions, rules, and operational requirements, including health and safety procedures, which participants are required to comply with.

Amica Vina is not responsible for services or arrangements that are not included in the package, nor for acts, omissions, or decisions of third parties in relation to independent services, personal arrangements, or activities booked outside the package, or for events beyond our reasonable control.

9. Participant Responsibilities

• Participants are responsible for booking and funding their own travel to and from the retreat.

• At the time of booking, participants must inform Amica Vina of any medical conditions, disabilities, allergies, or dietary restrictions that may affect their participation.

• Participants are expected to adhere to the itinerary and reasonable guidelines provided by Amica Vina.

• Any damage to property caused by participants will be the responsibility of the individual(s) involved, and costs may be recovered accordingly.

• Participants are not permitted to smoke indoors at any of the venues during the retreat.

• Participants are responsible for funding any of their own meals, transportation, and activities that are not included in the itinerary.

• Participation is limited to individuals aged 21 or over who are legally permitted to consume alcohol in the destination country.

• Participants must be physically capable of taking part in activities such as walking tours and winery visits.

• We reserve the right to remove, without refund, any participant whose conduct is disruptive, unsafe, or disrespectful, or whose actions negatively impact the experience, safety, or well-being of others.

9.1 Women-Only Policy

Participation in this retreat is exclusively for women. This policy exists to support the purpose of the retreat, which is to create a supportive, safe, and comfortable environment that encourages solo travel, confidence building, and the formation of new friendships among like-minded women.

By booking, you confirm that you meet this eligibility requirement. Amica Vina reserves the right to decline or cancel a booking if it becomes evident that the eligibility requirements have not been met. In such cases, any refunds will be handled in accordance with the Cancellation Policy.

9.2 Insurance

All participants must carry valid travel insurance, including cover for:

• Medical treatment

• Trip cancellation

• Personal liability

Proof of insurance will be requested.

UK residents travelling to Europe are advised to obtain a UK Global Health Insurance Card (GHIC) prior to departure, in addition to the necessary travel insurance.

9.3 Travel To and From Retreat

Flights and long-distance travel to and from the retreat destination are not included in the retreat price and are the sole responsibility of each participant.

Participants are responsible for arranging their own travel to the designated meeting point in the city or town where the retreat is based, as specified in the pre-departure information.

9.3.1 Transfers to Rural Accommodation

Where the retreat accommodation is located outside the city centre and is not reasonably accessible by public transport, Amica Vina may arrange shared ground transfers between a designated local airport or train station and the accommodation at the start and end of the retreat.

Any such transfers:

• Are provided on a shared basis only;

• Operate at limited, scheduled times based on group arrival and departure windows; and

• May involve waiting time for other participants arriving later within the designated transfer window.

Transfer availability, meeting points, and time windows will be communicated in advance where applicable. Transfers are not private and are not guaranteed outside the stated schedules.

9.3.2 City-Centre Accommodation

Where accommodation is located within a city centre and is reasonably accessible by public transport or taxi (for example, city-based retreats), participants are expected to make their own way to and from the accommodation. No transfers will be arranged in such cases.

9.3.3 Limitation of Responsibility

Any guidance, recommendations, or assistance provided by Amica Vina in relation to travel or transfers is offered for convenience only and does not form part of the contractual services.

Amica Vina is not responsible or liable for:

• Flights or independent travel arrangements;

• Missed or delayed connections;

• Waiting times associated with shared transfers; or

• Any costs, losses, or consequences arising from travel to or from the retreat, before or after the retreat dates.

9.4 Medical Conditions and Declaration

By booking a retreat, you confirm that you are in sufficient physical and mental health to participate safely in the activities included in the itinerary and that your participation will not pose a risk to yourself or others, or materially affect the experience of fellow participants.

You must disclose at the time of booking any medical conditions, disabilities, allergies, dietary requirements, or other health-related matters that may reasonably affect your ability to participate in the retreat or require special arrangements. Failure to provide accurate or complete information may limit our ability to accommodate your needs and may result in exclusion from certain activities or, in serious cases, from the retreat as a whole.

Amica Vina is not a medical provider and does not offer medical advice, diagnosis, or treatment. You are responsible for obtaining any medical clearance you consider necessary prior to travel and for arranging appropriate travel and medical insurance. Any medical care, treatment, or related transportation required during the retreat shall be at your own expense.

If, acting reasonably, we determine that we are unable to safely or appropriately accommodate the needs of a participant, or that continued participation presents a material risk, we reserve the right to decline or cancel the booking. In such circumstances, any payments received will be refunded in accordance with applicable law.

9.5 Health and Safety

Participants must comply with all health, safety, and operational instructions provided by Amica Vina, the retreat leaders, or any third-party suppliers throughout the trip.

Participants are required to travel with appropriate travel and medical insurance for the duration of the trip and are responsible for securing their own coverage.

To the fullest extent permitted by law, we accept no liability for any injury, illness, loss, or damage suffered during the retreat, except where such liability arises directly from our negligence.

9.6 Conduct and Behaviour

Participants are expected to behave in a respectful, considerate, and orderly manner at all times, including in any group communications associated with the retreat, such as messaging or social media groups.

We reserve the right, at our sole discretion, to take appropriate action where a participant’s behaviour is disruptive, inappropriate, unsafe, or otherwise detrimental to the experience, safety, or well-being of others. This may include the immediate termination of the participant’s booking.

Where a booking is terminated for conduct-related reasons, our obligations to the participant will end immediately. The participant will be required to vacate the accommodation and leave the retreat without delay.

No refunds will be issued for any unused services, accommodation, or activities, and we shall not be responsible for any costs or losses incurred as a result of such termination, including alternative travel or accommodation expenses.

We are not responsible for the acts, omissions, or behaviour of other participants or of any third parties not directly connected with your booking.

9.7 Alcohol Consumption

The retreat includes wine tastings and may also include occasions where alcohol is made available by Amica Vina (such as welcome dinners), and participants may additionally choose to purchase or consume alcohol during their own free time.

All participants who consume alcohol are expected to do so responsibly at all times. Excessive, unsafe, or inappropriate consumption of alcohol, or any behaviour arising from intoxication that poses a risk to yourself, other participants, staff, property, or the smooth running of the retreat, will not be tolerated.

If Amica Vina reasonably considers a participant’s level of intoxication or behaviour to be unsafe, disruptive, or inappropriate, we reserve the right to withdraw that participant from activities or require them to leave the retreat at their own expense. In such circumstances, no refunds will be provided for any unused portion of the retreat, and Amica Vina shall not be liable for any additional costs incurred as a result of such removal.

Participants remain fully responsible for their own well-being, decision-making, and conduct in relation to alcohol consumption at all times, whether alcohol is provided by Amica Vina or obtained independently. Participants are also responsible for any injury, loss, damage, or incident arising from their own alcohol consumption, except where such liability arises directly from our negligence or breach of statutory duty.

9.8 Passport, Visa & Entry Requirements

Participants are solely responsible for ensuring compliance with all passport, visa, and entry requirements applicable to their travel.

Amica Vina is not liable for any losses, costs, or inability to travel resulting from non-compliance, including passport validity or entry restrictions.

10. Liability Waiver

Participation in the retreat is entirely voluntary. By taking part, you acknowledge and accept that certain activities, including but not limited to walking tours, winery visits, and the consumption of alcohol, carry inherent risks. You agree to participate of your own free will and at your own risk.

To the fullest extent permitted by law, Amica Vina shall not be liable for any loss, injury, damage, or expense suffered by you during the retreat, except where such loss or damage arises directly from our negligence or breach of statutory duty.

Amica Vina is not responsible for any services, arrangements, or activities not included in the package, including flights, independent travel, or activities booked separately, nor for losses arising from personal decisions or conduct unrelated to the performance of the package travel services.

11. Photography and Media

When attending Amica Vina retreats or events, participants agree to have photography and videography captured of them for use on Amica Vina’s social media channels, website, and/or for marketing and promotional purposes.

If you would like to opt out, please email samantha@amicavina.com

12. Data Protection (GDPR)

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable data protection laws.

We collect only the personal data necessary to:

• Process your booking

• Communicate with you

• Arrange your tour safely and legally

For full details, see our [Privacy Policy].

13. Governing Law & Dispute Resolution

13.1 Governing Law

These Terms and Conditions, and any non-contractual obligations arising out of or in connection with them, shall be governed by and construed in accordance with the laws of England and Wales.

13.2 Jurisdiction

Subject to applicable consumer protection laws, the courts of England and Wales shall have jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or the retreat.

13.3 Internal Complaints Process

We are committed to resolving concerns fairly and efficiently. Before commencing any formal legal proceedings, you agree to contact us at samantha@amicavina.com  so that we may attempt to resolve the matter informally.

We will acknowledge and respond to complaints within thirty (30) days of receipt.

13.4 Mediation and Arbitration

If a matter cannot be resolved informally, both parties agree to consider mediation as a first step. Mediation and arbitration services located in England may be proposed by either party.

Any arbitration will take place only if both parties voluntarily agree to it after the dispute has arisen. Consumers are not required to use arbitration and retain the right to pursue court proceedings.

13.5 Amendments

We may amend these Terms and Conditions from time to time. The version published on our website at the time of booking applies to your contract.

By registering for a retreat, you confirm that you have read and understood these Terms and Conditions.

13.6 Acknowledgment

By confirming a booking, you acknowledge that you have read, understood, and accepted these Terms and Conditions.