This agreement is between RetreatMatch Reservations, a corporation duly incorporated as such under the laws of Canada having its principal place of business in Canada (“RetreatMatch”) and the User (as defined below) accessing or using the RetreatMatch platform (RetreatMatch and the User are, hereinafter, collectively referred to as the “Parties“)
By using the RetreatMatch platform, creating an account, listing a service, booking a venue or a service on RetreatMatch, the User acknowledges and agrees that RetreatMatch is solely a marketplace platform connecting Users with Vendor Partners, and not a provider of travel, venue, or event services. The User agrees to abide by the following terms and conditions:
1.Definitions
“User”: any individual, corporation, partnership, limited liability company, association, trust, unincorporated organization, government entity, enterprise or other entity, and their respective: (a) employees, officers, directors, managers, partners, members, shareholders, consultants, agents, representatives, successors, assigns, affiliates, subsidiaries, parent companies; (b) authorized users; and (c) any other person or entity acting on their behalf or under their direction that (i) creates an account on, (ii) accesses, or (iii) uses any part of the RetreatMatch platform. Users acknowledge that RetreatMatch is solely a technology platform facilitating connections between Users and does not provide, own, operate, or control any travel, venue, or event services. Users may include, but are not limited to, venue owners, retreat organizers and users booking venues or services through the platform (collectively, “Users“). For clarity, Users are categorized as either Vendor Partners or clients;
“Vendor Partner or Vendor”: is an independent provider not affiliated with or controlled by RetreatMatch and can be any person, individual, corporation, partnership, limited liability company, association, trust, unincorporated organization, government entity, enterprise or other entity and any other person or entity acting on their behalf or under their direction, can also be known as Vendor owners or retreat organizers, which provides a range of services, such as Vendor rental and retreat planning, to clients. These services may include, but are not limited to, managing and maintaining the designated Vendor, coordinating logistics, and offering guidance and support to Clients. A Vendor Partner can also be referred to as, or include a, Vendor Partner or Vendor. The personnel of the Vendor Partner may assist in delivering the services.
2. Platform Usage, Account Rules and Liability Disclaimer
2.1 Eligibility and Account Requirements
Users must be at least 18 years old, have legal capacity to enter into binding contracts, and have authority to bind any entity they represent to create an account. Users must provide accurate, complete, and up-to-date information when registering and maintain the accuracy of such information throughout their use of the platform. RetreatMatch reserves the right to verify User information and documentation at any time.
2.2 Marketplace Role
RetreatMatch is solely a technology platform that provides listing and booking services to connect Users (i.e. Vendor Partners with clients). RetreatMatch does not own, operate, manage, or control any Vendors, services, or events listed on the platform. RetreatMatch is not a travel agency, tour operator, event organizer, or service provider. RetreatMatch acts strictly as a neutral intermediary platform facilitating connections between Users and Vendor Partners.
2.3 Exclusion and Limitation of Liability
To the fullest extent permitted by law, RetreatMatch shall not be held responsible for any direct, indirect, consequential claims, disputes, cancellations, damages, losses, or expenses (including attorneys’ fees) arising between Users and Vendor Partners.
RetreatMatch does not verify, endorse, recommend, or guarantee any Vendor Partner’s services, listings, credentials, quality, safety, or compliance with applicable laws and regulations. The Vendor Partner is solely responsible for all aspects of their services, including but not limited to quality, safety, legality, and regulatory compliance.
2.4 Prohibited Activities
Users shall not engage in any fraudulent activities, spam, harassment, or unauthorized transactions. This includes, but is not limited to, false pretences, identity theft, forgery, credit card fraud, and any form of misrepresentation regarding services or venues.
The following activities are notably prohibited and can result in immediate account termination and legal action:
Users shall not: (a) attempt to circumvent RetreatMatch’s payment processing systems; (b) engage in misleading or deceptive practices; or (c) participate in money laundering or other illegal financial activities (collectively activities described within this subsection 2.2 is defined as “Prohibited Activity”).
2.5 Account Termination
Upon suspicion of any Prohibited Activity, RetreatMatch reserves the right to: (i) immediately terminate the User’s account without prior notice; (ii) report such activities to appropriate law enforcement and regulatory authorities; (iii) pursue all available legal remedies; and (iv) retain and preserve all evidence related to such Prohibited Activities for use in any investigation or legal proceeding. Users may request account deletion but remain liable for all activities while on the platform, even if they are related to past transactions.
All transactions must be processed through RetreatMatch’s payment system. Any attempt to circumvent RetreatMatch’s payment system shall constitute a material breach of this Agreement and may result in immediate termination of the Agreement and legal action.
3. Fees, Deposits, Cancellations and Refunds
3.1 Processing Fees
Users are charged a non-refundable processing fee at checkout, which is separate from and in addition to any deposit or booking fees.
This processing fee covers payment processing costs and platform maintenance. RetreatMatch reserves the right to modify the processing fee upon thirty (30) days’ written notice to Users.
All transactions must be processed through RetreatMatch’s payment system. Any attempt to circumvent RetreatMatch’s payment system shall constitute a material breach of this Agreement and may result in immediate termination of the account and legal action.
3.2 Payment Methods
The Users agree that all fees associated in this Agreement are billed in US Dollars and are payable via credit card or other applicable secure electronic payment platforms, including but not limited to Stripe and any other designated online secured credit card banking services.
3.3 Deposit Requirement for Vendor Bookings
A minimum of a 30% non-refundable deposit is required to secure a venue, event or retreat. This deposit is non-refundable unless required under applicable legislation. For the balance of the transaction, Users must follow the cancellation policy of the Vendor Partner. Any disputes or litigation regarding cancellations must be resolved directly with the Vendor Partner.
3.4 Refunds & Cancellations
RetreatMatch reserves the right to retain all applicable fees and deposits. Refund processing is subject to the Vendor Partner’s cancellation policy. RetreatMatch does not process refunds. Users must follow the cancellation policies set by Vendor Partners.
Any disputes regarding cancellations, refunds, or deposits are handled in accordance with this Agreement unless applicable consumer protection legislation has precedence.
4. Communication & Messaging
4.1 In-Platform Messaging
To maintain the integrity of the platform and prevent circumventing, all communication between users and Vendor Partners must be conducted solely through the RetreatMatch messaging system or platform. Any attempts to communicate outside of the platform or messaging system will result in the immediate termination of the Agreement, forfeiture of any deposits or fees paid, and may trigger the circumvention penalty described in Section 5.2.
Exception: Vendor Partners listed under the “Professionals” and “Corporate Offerings” directories are permitted to communicate directly with users outside of the RetreatMatch platform. This exception applies solely to those vendors listed in those specific categories. All other communications must remain within the RetreatMatch platform
4.2 Monitoring and Data Privacy
RetreatMatch may monitor and review all communication on its platform for compliance with this Agreement. RetreatMatch reserves the right to remove any content violating its policies or this Agreement. Users are prohibited from sharing personal information, including but not limited to email addresses, phone numbers, or social media accounts, through the messaging system. RetreatMatch collects and processes personal data in accordance with its Privacy Policy. Users acknowledge and consent to the collection, processing, and use of their personal data.
Vendor Partners are responsible for obtaining all necessary consents of individuals whose personal data rendered available to Vendor Partners and are responsible for complying with all applicable data protection laws and regulations.
Any access to private data will be conducted in accordance with applicable Canadian or provincial privacy laws, including those related to the protection of personal information, and will be limited to authorized personnel. All data will be handled securely, ensuring privacy and confidentiality, with access restricted to only the information necessary for the stated purposes.
4.3 Vendor Partner Listings
Vendor Partners must provide accurate and complete information for their listings, including but not limited to property descriptions, availability, prices, and policies. RetreatMatch reserves the right to remove or modify any listings that do not meet its standards or violate this Agreement. Vendor Partners are responsible for updating their listings regularly to ensure accuracy.
4.4 External Communication Post-Booking
Once a booking is paid, direct contact between Users is allowed for event logistics. RetreatMatch and its platform remain the official reservation/booking platform but allows flexibility for on-site and retreat-related discussions.
5. Non-Circumvention of Agreement and Compliance
5.1 Prohibited Direct Transactions
The Vendor Partner may not bypass RetreatMatch platform and Agreement by arranging for direct deposit payments with Users introduced via the platform.
Exception:Vendor Partners listed under the “Professionals” and “Corporate Offerings” directories are permitted to arrange direct financial transactions with Users outside of the RetreatMatch platform. This exception applies exclusively to Vendors listed in those categories. All other Vendor Partners must process all payments through RetreatMatch unless otherwise authorized in writing by RetreatMatch.
5.2 Circumvention Penalty
If a Vendor Partner or a User violates this Agreement by circumventing the platform, a circumvention penalty will apply based on the total booking value which includes, notably, all deposits, commissions, fees, charges, and taxes. This penalty shall be immediately due and payable to RetreatMatch as liquidated damages. Any violation of this section 5 will result in the termination of the Vendor Partner’s account and the User’s account. The circumvention penalty is structured as follows:
These penalties are in addition to any lost commissions that would have been earned by RetreatMatch. This penalty structure represents a reasonable estimate of RetreatMatch’s damages and shall be enforceable to the maximum extent permitted by law. RetreatMatch reserves the right to pursue additional legal remedies available under applicable law.
5.3 Vendor Partners Must Process Repeat Users Through RetreatMatch Platform
Vendor Partners must process all bookings (new and repeat) through the platform if the User originated from RetreatMatch platform. Violation of this subsection can result in reduced visibility, account suspension, or removal from the platform at RetreatMatch’s discretion.
Exception:Vendor Partners listed under the “Professionals” and “Corporate Offerings” directories are permitted to arrange repeat bookings directly with Users outside of the RetreatMatch platform. This exception applies exclusively to Vendors listed in those categories. All other Vendor Partners must continue to process new and repeat bookings through the platform unless otherwise authorized in writing by RetreatMatch.
5.4 Profile Activation
When Vendor Partners sign up or renew their listings on the RetreatMatch platform, they agree to exclusively process all reservations and bookings through the system for a minimum period of twenty-four (24) months commencing from the date of their first confirmed connection with a User.
5.5 Automated Tracking & Reporting for Off-Platform Bookings or Reservations
The platform shall implement a “Report Off-Platform Booking” button, enabling Users to notify the company of Vendor Partners who direct them to complete bookings outside the platform. The platform shall provide an anonymous reporting system ensuring impartiality in the reporting process.
6. Liability,Risk Assumption and Platform Disclaimer
6.1 Service Quality and Safety
RetreatMatch is an online marketplace platform that facilitates connections between Users and Vendor Partners. RetreatMatch does not own, operate, manage, or control any Vendor Partners, venues or services listed on the platform.
RetreatMatch makes no representations, warranties, or guarantees regarding the quality, safety, reliability, legality, or availability of any Vendor Partners, services, venues, or offerings provided by Vendor Partners. All liability for services, bookings, and related issues rests solely with the respective Vendor Partners.
As a User, you acknowledge and assume the inherent risks associated with booking and participating in services and venues offered by Vendor Partners through the RetreatMatch platform, and you agree to indemnify and hold RetreatMatch harmless from any claims, losses, or damages arising from your engagement with services provided by Vendor Partners.
6.2 Verification Limitations
RetreatMatch only conducts basic identity verification of Vendor Partners. This verification is limited to confirming the identity of the Vendor Partner and does not extend to verifying, amongst others, the credentials, licenses, insurance coverage, qualifications, or past performance of any Service Provider. RetreatMatch expressly disclaims any warranties or representations regarding the accuracy, reliability, or completeness of Vendor Partners or Vendor Partners listings. Users must independently verify and assess the qualifications and credentials of Vendor Partners as suitable for their specific needs.
6.3 Release of Liability
The User acknowledges that RetreatMatch is solely a technology platform that facilitates connections between Users and Vendor Partners. The User hereby releases, waives, and fully discharges RetreatMatch from any and all claims, damages, losses, liabilities, and causes of action arising out of or in connection with: (i) services booked through the platform; (ii) any interactions, disputes, or agreements between Users and Vendor Partners; (iii) the quality, safety, or legality of listed Vendor Partners, venues or services; (iv) any misrepresentations by Vendor Partners; and (v) any property damage, personal injury, or death related to venue use or services, including without limitation any claims for direct, indirect, incidental, consequential, punitive, or special damages, except where expressly prohibited by applicable law or where such claims arise from RetreatMatch’s gross negligence or willful misconduct.
7. Content, Intellectual Property, Privacy Policy and Data Protection
7.1 Vendor Partners – Generated Content
Users and Vendor Partners retain ownership of their uploaded content but the Vendor Partner grants RetreatMatch a license to display it on the platform. RetreatMatch reserves the right to remove any content violating its policies.
7.2 Platform Ownership
All logos, branding, and technology remain the exclusive property of RetreatMatch. Unauthorized copying, modification, or distribution of platform content is prohibited.
7.3 Privacy Agreement
Users must agree to RetreatMatch’s Privacy Policy which outlines how personal data is collected, used, and protected in accordance with applicable privacy laws including GDPR and PIPEDA where applicable. Users acknowledge that RetreatMatch may share necessary booking and contact information with Vendor Partners to facilitate services, and that Vendor Partners’ own privacy practices are governed by their respective privacy policies.
7.4 Data Usage
RetreatMatch does not sell user data. Users may request data deletion by contacting support.
7.5 Security
RetreatMatch employs industry-standard encryption and secure payment processing in compliance with PCI DSS requirements. While we maintain appropriate technical and organizational security measures, we cannot guarantee complete security. Users acknowledge and accept this inherent risk in using online platforms and agree that RetreatMatch shall not be liable for any unauthorized access or data breaches that occur despite our reasonable security measures. In the event of a security breach affecting user data, RetreatMatch will notify affected users in accordance with applicable data protection laws and regulations.
7.6 Licensing Agreement
Users must agree to RetreatMatch’s Licensing Policy governing the use of platform features and services. Users may not use RetreatMatch branding without explicit permission.
8. Compliance with Laws
Users and Vendor Partners are solely responsible for compliance with all applicable local, state/provincial, and federal laws and regulations, including but not limited to business licenses, permits, zoning laws, tax requirements, consumer protection laws, and health and safety regulations. RetreatMatch does not provide legal advice and makes no representations regarding compliance requirements for specific Vendor Partners, venues or services.
9. Changes to the Agreement
RetreatMatch reserves the right to update the terms or conditions of this Agreement from time to time for legitimate business purposes, including but not limited to compliance with applicable laws, improvement of platform functionality, or modification of service offerings. Users will be notified of material changes at before implementation through email or prominent notice on the platform. Users must expressly accept material changes to continue using the platform after the notice period. If a User does not accept the revised Agreement, they may terminate their use of the platform without penalty. The revised Agreement will not apply retroactively to confirmed bookings made prior to the effective date of such changes.
10. Notifications
Users will be notified of significant policy changes via email or platform notifications.
11. Governing Law and Dispute Resolution
11.1 Jurisdiction
This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and Canada.
11.2 Dispute Resolution
In the event of a dispute, the Parties agree to first attempt to resolve the matter through good faith negotiation within thirty (30) days. If the dispute cannot be resolved through negotiation, it shall be submitted to final and binding arbitration in Toronto, Ontario, Canada, administered by the ADR Institute of Canada under its Commercial Arbitration Rules, unless prohibited by applicable law. unless the applicable law governs otherwise.
The arbitration shall be conducted in English or French at the choice of RetreatMatch. The arbitration will be conducted by a single arbitrator mutually agreed upon by the Parties, or failing such agreement, appointed by the ADR Institute of Canada.
The arbitrator’s decision shall be final and binding on both Parties. Each party shall bear its own costs of arbitration unless the arbitrator decides otherwise.
12. Acceptance and Agreement
By clicking “Agree”, the User acknowledges having read, understood, and accepted these General Terms and Conditions, including RetreatMatch’s Licensing and Privacy Policies.
The User represents and warrants that they have the legal authority to enter into this Agreement, that all information provided to RetreatMatch is and shall remain true, accurate, and complete, and that they shall promptly update any information that becomes incorrect or incomplete.
By clicking “Agree,” the User consents to and is legally bound by the terms and conditions set forth in this Agreement, including RetreatMatch’s Licensing and Privacy Policies. The electronic acceptance of this Agreement shall have the same legal effect as a physical signature and shall be fully enforceable as such.