Terms & conditions

By booking or participating in any offering with The Frequency, including trainings, retreats, programs, or events, you agree to the following terms:

1. Bookings & Amendments

All requests to cancel, transfer, or amend bookings must be made in writing via email to hello@thefrequency.global.

We understand that circumstances can change. We strongly recommend that you obtain appropriate travel insurance to cover any unexpected changes, including cancellations, travel disruption, or illness.

Cancellation & Change Fees

• More than 10 weeks prior: R500 administration fee

• 6–10 weeks prior: 30% of the program cost

• 4–6 weeks prior: 50% of the program cost

• Within 4 weeks: No refunds or transfers available

These policies are in place due to the preparation, planning, and limited capacity of our trainings and retreats.

2. Travel Insurance

We understand that sometimes life circumstances change and may impact your ability to attend a training or retreat.

Due to the limited capacity and advance planning required for our programs, our cancellation policy is firm.

For this reason, we strongly recommend that you take out appropriate travel insurance at the time of booking. This may cover you in the event that you need to cancel or postpone your attendance due to unforeseen circumstances, including illness, travel disruption, or other unexpected events.

Travel insurance policies may cover:

• Program or training costs

• Flights and accommodation

• Cancellation or rescheduling fees

Policies are often affordable and can provide valuable peace of mind.

You are responsible for researching and selecting a policy that suits your individual needs and circumstances.

If you are travelling within or to South Africa, both local and international providers offer suitable cover for domestic and international travel.

3. Participation & Personal Responsibility

By attending a training or retreat, you acknowledge that you are participating voluntarily and take full responsibility for your experience, actions, and wellbeing.

You agree to:

• Follow all instructions and guidelines provided by facilitators

• Engage in a respectful and responsible manner

• Take ownership of your personal choices and participation

4. Nature of the Work

The Frequency offers transformational experiences that may involve:

• Personal reflection and emotional exploration

• Group processes and shared experiences

• Physical, relational, or nature-based activities (where applicable)

These experiences are not a substitute for medical, psychological, or psychiatric treatment.

If you are currently experiencing significant mental or physical health challenges, you are responsible for seeking appropriate professional advice before participating.

5. Health & Safety

By attending, you confirm that:

• You are physically and psychologically able to participate

• You have disclosed any relevant health conditions where required (particularly for retreats or trainings)

• You will follow all health and safety guidelines provided

Some trainings or retreats may involve physical activity or outdoor environments, which carry inherent risks.

While we take all reasonable care to ensure safety, you acknowledge that not all risks can be eliminated.

In the event of illness or injury:

• First aid support will be provided where available

• Emergency services may be contacted if required

• Any associated medical costs (including ambulance) are your responsibility

6. Photography & Media

We may capture photographs, video, or audio during trainings, retreats, or events for documentation and promotional purposes.

We do so respectfully and with awareness of the sensitivity of these spaces.

By attending, you acknowledge that this may occur.

If you do not wish to be included in any images or recordings, you must notify us prior to or during the event, and we will fully respect your wishes.

7. Confidentiality & Community Agreements

We are committed to creating safe and respectful spaces.

By participating, you agree to:

• Maintain confidentiality of personal information shared by others

• Respect the privacy and identity of all participants

• Not share or reproduce others’ stories or experiences without consent

While we uphold strong guidelines, we cannot guarantee how other participants may handle shared information.

8. Risk Acknowledgement

You acknowledge that participation in trainings or retreats may involve:

• Emotional intensity or personal insight

• Physical activity or movement

• Outdoor or unfamiliar environments

You accept that:

• There are inherent risks involved

• Not all risks can be predicted or controlled

• You participate at your own discretion

9. Children & Family Participation

Where participation involves children or young people:

• A parent or legal guardian must provide consent

• Responsibility for the child remains with the parent/guardian unless otherwise specified

10. Payments

All bookings must be paid in accordance with the selected payment option.

Failure to complete payments may result in forfeiture of your place.

11. Changes or Cancellations by Us

In rare or unforeseen circumstances, The Frequency reserves the right to:

• Change event details (including location, facilitator, or schedule)

• Postpone or cancel a training or retreat

If we cancel an event, you will be offered:

• A transfer to another date, or

• A refund (excluding any external costs such as travel

12. Third-Party Services

We may use third-party platforms such as:

• Squarespace

• PayPal, Payfast

These services operate under their own terms and policies.

13. Agreement

By booking or attending a training or retreat, you confirm that:

• You have read and understood these Terms & Conditions

• You agree to all terms outlined above

• You take full responsibility for your participation