PARTIES:
This Agreement is made between:
Evexia (Kos), a company registered as a travel agency under Gillian Gwilliams in Greece with Tax Identification Number (AFM) 172883411 trading as Retreats in Greece (RIG), and with its registered office at Tigaki, Kos, 85300, Greece, operating under the trade name “Evexia” and any other trading names that may be communicated from time to time (hereinafter referred to as “Evexia”, “we”, “us”, or “our”);
WHEREBY:
Evexia operates as both:
Principal/Package Organiser under Greek Law 2251/1994 and EU Directive 2015/2302.
Agent to the Supplier for activities, accommodation, transport, and related travel services. As a registered travel agent in Greece, Evexia promotes and sells the Supplier’s services, either individually or as part of a package. The Supplier agrees to provide the Services outlined in Schedule 1 under the terms of this Agreement.
This Agreement covers all bookings made by Evexia with the Supplier for the agreed Services, as detailed in Schedule 1.
“Services” include transport, accommodation, activities, meals, and related travel elements.
The Supplier agrees to honor all bookings by Evexia or its sub-agents under this Agreement.
All terms, including rates, remain confidential unless legally required.
The Supplier appoints Evexia as a non-exclusive agent to market, promote, and sell the Services. Evexia accepts this role and may act as:
Principal/Package Organiser for combined travel elements under Greek and EU laws.
Agent to the Supplier for individual service bookings.
The Supplier acknowledges that Evexia may use sub-agents or third-party distributors for sales and promotion.
This Agreement starts on [Insert Date] and remains in effect until terminated per Clause 15.
“Agreement” includes:
This document
Schedule 1 (Services & rates)
Any mutually agreed amendments or appendices.
If granted (per Schedule 1), the Supplier agrees to honor non exclusivity for the agreed duration and conditions. Non Exclusivity means the Supplier can offer the specified Services to other travel businesses within the designated territory or worldwide and Retreats in Greece is NOT responsible for the sales of the retreat or venue.
Evexia will confirm bookings via email. The Supplier must acknowledge receipt within 48 hours by email or phone.
Evexia’s confirmation will indicate whether it is acting as:
Principal/Package Organiser (as part of a package), or
Agent (for individual Services).
The Supplier must confirm bookings in writing within 48 hours and provide an invoice for payment.
The Supplier will provide all necessary customer documents, including booking confirmations, terms, and arrival/departure details.
When Evexia acts as the Supplier’s agent, the contract is directly between the Supplier and the customer, and all customer documents will reflect this.
The Supplier ensures Services match the descriptions in Schedule 1 or as otherwise represented.
Upon request, the Supplier will review and approve Evexia’s marketing materials.
Once approved, descriptions must remain accurate, and the Supplier must notify Evexia of any changes immediately.
Rates in Schedule 1 include all applicable taxes and fees.
Rates and commission are reviewed annually with two months’ written notice for future bookings.
The Supplier guarantees the best available rates, equal to or lower than those offered elsewhere, including their own website.
Strategic Promotions: Rates must be lower than any other available rates during the agreed period.
Commission, if applicable, is detailed in Schedule 1. Rates provided to Evexia are gross of commission.
Retreats:
20% non-refundable deposit at booking (customer pays)
10% deposit within 10 days of booking confirmation to be paid to Retreat host upon receipt of a correct invoice/reconciliation file.
40% payment 14 days before the Service start upon receipt of a correct invoice/reconciliation file..
Remaining balance within 7 days after the Service starts, upon receipt of a correct invoice/reconciliation file – (this is currently 35% of the total sale amount as of 16th May 2025)
15% is retained by Evexia as commission (as of 16th May 2025)
Venue & Services:
20% non-refundable deposit at booking:
10% retained by Evexia as commission.
10% invoiced to the retreat host and forwarded to the venue owner.
Remaining balance paid directly to the venue owner per their terms.
Evexia pays using WeTravel booking and payment service (www.wetravel.com) – where the host cannot use WeTravel Evexia will use banks transfers, but all incurred charges will be forward to the recipient.
Invoices, remittance advice, and reconciliation files should be sent to info@retreats-in-greece.com.
Evexia may deduct sums owed by the Supplier under this or any other agreement.
Disputed payments may be withheld until resolved.
Multi-contract packages: Evexia sets the final customer price.
Individual Services: The Supplier determines pricing.
The Supplier guarantees Services as described in Schedule 1, ensuring accuracy in all representations.
For new openings or refurbishments, all listed facilities must be operational. If not, the Supplier will reimburse Evexia for any necessary refunds or compensation.
The Supplier will notify Evexia of any minimum participant requirements before bookings.
Upon enquiry, Services will be held exclusively for Evexia’s customers for 7 days, unless instructed otherwise.
Services must be delivered with skill, care, and professionalism by qualified personnel.
All interactions with customers must be polite, professional, and helpful.
Services must meet the agreed standard, remain clean, well-maintained, and safe.
Accommodations provided to Evexia’s customers will be equal to or better than those offered to others.
The Supplier will notify Evexia of any building work or maintenance that may affect customers.
Planned refurbishments require 30 days’ written notice. Failure to notify or maintain service levels may lead to contract termination and financial liability for losses.
The Supplier ensures all images accurately represent the Services.
Each party retains ownership of its intellectual property and grants a non-exclusive, royalty-free license for promotional use.
If requested, both parties agree to amicably resolve branding/material usage.
The Supplier must inform Evexia of any minimum participant requirements before bookings.
If the minimum is not met, the Supplier must provide 30 days’ notice and a full refund for affected bookings.
The Supplier acknowledges that Services may be sold as part of a Package under the EU Package Travel Directive 2015/2302 and agrees to assist Evexia in compliance by:
Providing all necessary pre-booking information.
Allowing booking transfers with at least 7 days’ notice, charging only reasonable fees.
Ensuring no price increases after confirmation unless agreed in writing.
Permitting cancellations due to extraordinary circumstances without penalty, with refunds issued within 14 days.
Service Changes:
The Supplier must inform and obtain Evexia’s consent before making changes.
If a change lowers Service quality, a price reduction and refund must be issued within 14 days.
Evexia may terminate bookings without penalty if changes are unsatisfactory.
The Supplier must resolve Service failures by offering equivalent or higher-quality alternatives or a price reduction for lower-quality substitutes.
The Supplier must promptly address complaints and notify Evexia with full details.
The Supplier must not admit liability on Evexia’s behalf.
The Supplier will support Evexia in handling complaints, particularly personal injury cases, by providing relevant documentation, statements, and personnel for inquiries.
Evexia may substitute or add the Supplier in legal claims at its discretion.
Evexia may cancel Services without penalty with a written notice:
14+ days before customer arrival for retreats, venues, and services.
Cancellations within this period are subject to charges in Schedule 1.
The Supplier must refund any owed amounts within 14 days, minus applicable cancellation fees in Schedule 1.
Retreat hosts may cancel up to 30 days before the start date.
Hosts must fully refund bookings and cover all incurred charges.
The Supplier must notify Evexia within 24 hours of any change, failure, suspension, or deficiency in the Services.
The Supplier must immediately resolve the issue at their own cost.
If a booking cannot be fulfilled, the Supplier must inform Evexia and follow instructions for alternative arrangements.
Replacement Services must be equal to or better in quality, location, and facilities, with any extra costs covered by the Supplier.
If conditions are unsuitable, the Supplier must offer an alternative date.
If the customer rejects an alternative and cancels, the Supplier must compensate Evexia as per Clause 12 (Indemnity).
The Supplier indemnifies Evexia against all claims, costs, or liabilities arising from:
Breach of this Agreement or failure to properly perform the Services.
Failure to meet agreed standards, including hygiene, safety, or facility deficiencies.
Customer or third-party claims related to the Services.
Evexia indemnifies the Supplier against reasonable costs and damages resulting from Evexia’s breach of this Agreement.
Evexia’s liability is capped at 100% of the total contract year charges.
No exclusions for:
Fraud, death, or personal injury due to negligence.
Any liability that cannot be excluded by law.
Evexia excludes liability for indirect, special, or consequential losses, including lost profits.
Both parties must take reasonable steps to minimize any losses under these indemnities.
The Supplier must maintain a minimum €100,000 comprehensive liability insurance, covering all risks related to the Services.
Evexia recommends €2,000,000 in coverage.
The Supplier must provide policy documents and proof of payment before the retreat commences, with renewal documents sent within five business days of renewal.
Insurance responsibility rests solely with the Supplier.
The Supplier certifies compliance with all relevant hygiene, safety, and security regulations.
Fire safety: Clear exit markings, emergency lighting, and fire extinguishers.
Swimming pools: Hygiene compliance, depth markings, and warning notices.
Food safety: HACCP or equivalent system with valid certification.
Gas & Electrical Safety: Safe appliances, CO risk mitigation, and compliance with standards.
Legionella & Balcony Safety: Risk management in place.
Communicable Diseases: Prevention and response procedures implemented.
Vehicles must be well-maintained, fully insured, and operated by licensed drivers.
The Supplier must maintain cleaning, hygiene, and incident logs, available upon request.
Staff and subcontractors must be properly trained and certified.
Evexia reserves the right to inspect Services at any reasonable time.
Failure to comply may result in:
Payment suspension or cancellation.
Termination of the Agreement without liability to Evexia.
Health & Safety Checklist:
The Supplier agrees to maintain compliance with the Health & Safety Checklist (“Checklist”) throughout the Agreement.
Evexia may conduct an audit of the Supplier’s Services at any time to ensure compliance.
Satisfactory Completion:
This Agreement is conditional upon Evexia’s approval of the Checklist.
If the Checklist is deemed unsatisfactory by Evexia or its appointed Safety Consultant, Evexia may terminate the Agreement immediately without liability, through written notice.
Implementation of Changes:
Evexia may request changes to the Services based on the audit findings. The Supplier must implement these changes promptly and at its own cost.
Failure to do so gives Evexia the right to terminate the Agreement immediately under clause 16.
Immediate Termination by Evexia:
Evexia may terminate the Agreement immediately if:
The Supplier breaches any term of the Agreement and does not rectify the breach after written notice.
There is a change in ownership of the Services.
The Supplier becomes insolvent, enters liquidation, or declares bankruptcy.
Termination Due to Health & Safety Breaches:
If the Supplier fails to implement required Health & Safety measures (as per clause 14), Evexia may cancel bookings and transfer them to another supplier without liability.
Mutual Termination Rights:
Either party may terminate the Agreement with three months’ written notice.
Service Continuation After Termination:
If terminated under clause 15.2, the Supplier must fulfil all existing bookings for Evexia’s customers.
A schedule for remaining services must be agreed upon within 72 hours of the termination notice.
Preservation of Rights:
Termination does not affect rights or obligations that arose before the termination date.
Definition:
Neither party is liable for defaults caused by unavoidable, extraordinary circumstances (“force majeure”), such as:
War, terrorism, pandemics, natural disasters, or government directives.
Notification and Mitigation:
The affected party must notify the other in writing immediately and provide updates.
Both parties must take reasonable steps to mitigate the impact on their obligations.
Definitions:
Agreed Purposes: Booking Services for Evexia’s customers.
Permitted Recipients: Parties involved in this Agreement, including employees and authorized third parties.
Shared Personal Data: Customer names, addresses, and relevant medical information.
Data Sharing Framework:
Each party acts as a data controller.
Shared Personal Data will be disclosed for the Agreed Purposes under strict adherence to EU Data Protection Legislation (including the General Data Protection Regulation (GDPR)).
Compliance and Obligations:
Both parties agree to:
Have proper notices and consent in place to share data lawfully.
Notify data subjects regarding processing activities and data retention policies.
Maintain appropriate technical and organizational measures to protect personal data.
Refrain from transferring data outside the EEA unless compliant with GDPR safeguards.
Mutual Assistance:
Both parties agree to cooperate on compliance matters, such as:
Subject access requests.
Breach notifications.
Regulatory consultations.
Indemnity for Data Breaches:
Each party indemnifies the other for losses resulting from breaches of Data Protection Legislation, provided:
Prompt notice is given.
Full information and assistance are provided.
Authority for claim management is granted to the indemnifying party.
Non-Disclosure Obligation:
Both parties agree to keep all confidential information shared under this Agreement private and will not disclose it to any third party.
Permitted Disclosures:
Confidential information may only be disclosed:
To employees, officers, representatives, subcontractors, or advisers who need the information to fulfill their contractual obligations. The disclosing party must ensure that these recipients comply with the confidentiality terms.
As required by law, court orders, or regulatory authorities.
Limited Use:
Neither party will use the other’s confidential information for any purpose other than fulfilling their obligations under this Agreement.
Entire Agreement:
This document constitutes the full and final agreement between the parties. No prior terms, guarantees, or representations apply unless explicitly included. Nothing in this Agreement limits liability for fraud or fraudulent misrepresentation.
Third-Party Rights:
This Agreement does not create any enforceable rights for third parties under applicable laws.
Amendments:
Any changes to this Agreement must be made in writing and signed by authorized representatives of both parties.
Waiver:
Rights or remedies under this Agreement are only waived in writing and apply solely to the specific instance of waiver.
Severability:
If any provision of this Agreement is deemed invalid or unenforceable, it will be modified to the minimum extent necessary to remain enforceable. If modification is not possible, it will be removed, and the remainder of the Agreement will remain effective.
Conflict Resolution:
If there is a discrepancy between the main Agreement and its schedules, the terms in the main Agreement will prevail.
No Partnership or Agency:
This Agreement does not establish any partnership, joint venture, or agency relationship between the parties.
Assignment:
The Supplier cannot transfer or subcontract its rights and obligations without prior written consent from Evexia, except for expressly agreed subcontracting. Evexia may assign, delegate, or subcontract its rights and obligations with prior written notice to the Supplier.
Notices:
Notices must be sent in writing by hand, pre-paid first-class post, or email to the recipient’s registered office or designated address.
Delivery timelines:
By hand: Upon delivery with signed acknowledgement.
By post: 9:00 AM on the second business day after posting.
By email: At the time of transmission, or when business hours resume if sent outside business hours.
Dispute Resolution:
Both parties will attempt to resolve disputes collaboratively before resorting to legal action.
Governing Law:
This Agreement is governed by the laws of Greece and EU.
Jurisdiction:
The courts of Greece have exclusive jurisdiction over any disputes arising from this Agreement.
Language:
The Agreement is drafted in English. In the case of translations, the English version will prevail.
Counterparts and Delivery:
The Agreement may be signed in counterparts, which together form a binding document. Delivery occurs when the parties agree on a delivery date, as recorded in the Agreement’s start date.
Signed for and on behalf of
SUPPLIER NAME
…………………………………………
[SIGNATURE OF DIRECTOR/SECRETARY/AUTHORISED SIGNATORY] –
Legal Statement:
By completing the Google Docs form and clicking “Agree” to the Supplier Agreement, you acknowledge and accept that this constitutes a legally binding contract between you and [Your Company Name]. This agreement is enforceable under applicable laws and outlines the terms and conditions governing our business relationship.
If you have any questions regarding the agreement, please seek legal advice before proceeding.
Signed for and on behalf of RIG Evexia (Kos)
Gillian Gwilliams
…………………………………………
[SIGNATURE OF DIRECTOR/SECRETARY/AUTHORISED SIGNATORY]
Legal Statement:
By listing your retreat, Evexia acknowledges and agrees to the terms outlined in the Supplier Agreement. This constitutes a legally binding contract between Evexia and the supplier, confirming Evexia’s acceptance of the agreement and its obligations therein.
This Schedule and its terms form an integral part of the Supplier Agreement between the parties.
Name of Retreat/Venue/Service
Dates of Operation
Selling Price Per Person/room/service
Agreed separately
Rate: 15% (as of 16th May 2025)
Retreat:
10% Deposit: Within 10 days of booking.
40% Payment: 14 days before the commencement of services.
Final 50% Payment: 3 days after the commencement of services.
All payments will be made on invoice and net of commission.
Venue:
20% Deposit: Within 10 days of booking.
The remaining balance is paid directly to the venue per the venue’s booking and cancellation conditions. (minimum of 30days before arrival)
Service:
20% Deposit: Within 10 days of booking.
The remaining balance is paid directly to the venue in accordance with the venue’s booking and cancellation conditions. (minimum of 30days before arrival)
(To be specified if applicable)
(To be specified if applicable)
Cancellation Charges:
Retreats:
More than 90 days before departure – Loss of deposit
Between 60 and 90 days (date not included) – 25% of the total cost of the Travel Arrangement/Package
Between 30 and 60 days (date included) – 50% of the total cost of the Travel Arrangement/Package
Less than 30 days (date not included) – 100% of the total cost of the Travel Arrangement/Package
Venues:
Free cancellation up to 30 days before arrival.
50% cancellation fee up to 14 days before arrival.
Full charge after 14 days, less administration costs and RIG’s commission.
Services:
For cancellations with less than 14 days’ notice, RIG will pay the Supplier 50% of the agreed amount, less administration costs and RIG’s commission.
(To be completed by the Supplier)
A copy must be attached.
Insurer: (To be specified)
Total Cover: (To be specified)
