GENERAL TERMS AND CONDITIONS FOR ACCOMMODATION SERVICES

§1 Preliminary Provisions

1. These General Terms and Conditions for Accommodation Services (hereinafter: “General Terms”) regulate the detailed terms of service, responsibilities, and the conditions of stay at Roots (hereinafter referred to as “Roots”) located in Paththinige Waththa, Aththaragoda, Unawatuna, Sri Lanka, operated by Roots Retreat (PRIVATE) LIMITED.
2. Roots provides accommodation, dining, and other services in line with its operational profile.
3. A Guest’s point of contact is the Roots reception staff.
4. By making a reservation (including non-guaranteed), paying a deposit, or settling the full payment, the Guest confirms they have read and accepted the General Terms.
5. Group reservations require a minimum of 8 participants.
6. The General Terms are available for review at the Reception.

§2 Reservation and Payment Terms

1. Booking inquiries can be made via Roots’s website, email ([email protected]), phone, or in person.
2. Most venue hire bookings are made between three months and one year in advance. Please check with us regarding upcoming availability.
3. Upon receiving a booking inquiry, Roots sends a preliminary, non-guaranteed reservation confirmation by email, outlining the stay dates, number of people, cost per person, and required deposit amount to secure the booking. Invoice details must be provided before payment if needed
4. A reservation is confirmed (guaranteed) under these conditions:
   • Individual Reservations: A 30% non-refundable deposit must be paid to the designated bank account within 7 days of the preliminary confirmation.
   • Group Reservations:
     • A 10% non-refundable deposit must be paid within 7 days of the preliminary confirmation.
     • A second installment of 30% of the total cost is due 90 days prior to arrival. Once paid, this installment is also non-refundable.
5. Your final bill, adjusted to the final number of participants and any extras, must be settled upon arrival.
6. If the organizer prefers not to collect deposits directly from guests, Roots may manage payment collection for a fee of 10 USD per person.

§3 Refunds and Cancellation Policy

1. Roots acknowledges that participants often prefer to finalize payments closer to the event date. Therefore, organizers are not required to settle the full amount weeks in advance.
2. However, both the initial 10% deposit and the second 30% installment (due 90 days before arrival) are strictly non-refundable.
3. In the event of cancellation, if sufficient notice is given allowing Roots to rebook the venue, Roots will make every effort to refund a portion of the payments as a gesture of goodwill. This remains at the sole discretion of Roots.
4. For individual and group reservations, the deposits mentioned above are non-refundable regardless of cancellation timing unless explicitly stated otherwise.

§4 Stay Period

1. The stay period begins at 2:00 PM on the day of arrival and ends at 10:00 AM on the day of departure. Requests to extend the stay must be made by 10:00 AM on departure day and are subject to availability and compliance with hotel rules.

§5 Services

1. Roots provides services consistent with its standard. Guests should report any service concerns to reception.
2. Roots is obligated to:
   • Ensure peaceful and unobstructed rest;
   • Guarantee safety and data protection;
   • Provide professional, courteous service;
   • Clean rooms and conduct necessary repairs during the Guest’s absence or upon request.
3. Complimentary services on request:
   • Information on stay and travel;
   • Secure storage of valuables (see §6.3 and §6.4).
4. Paid services (on request):
   • Meals;
   • Workshop/training/yoga space rental;
   • SPA services.
5. Roots offers unsecured parking, with no liability for vehicle or contents.

§6 Roots’s Responsibility

1. Roots is not liable for theft or damage to valuables unless stored in its secure deposit.
2. Roots reserves the right to decline storage of large sums, high-value or bulky items, or anything posing safety risks.
3. Roots is not responsible for loss or damage to vehicles or items left inside them.

§7 Guest’s Responsibility

1. Guests are financially liable for any damage caused to Roots property by them or their visitors.
2. Damage or technical issues must be reported to reception.
3. Minors must be supervised by guardians, who bear responsibility for any resulting damage.
4. Violating these General Terms may result in service denial.
Guests must settle any charges and vacate the premises.
5. Rooms should be secured when unoccupied (lights, taps, and AC off; doors and windows closed; appliances unplugged).
6. Lost key replacement fee: 30 USD.
7. Roots may retain Guests’ belongings in case of unpaid bills.
8. Standing under coconut palms is hazardous; guests assume this risk.

§8 Lost and Found

1. Lost items will be returned at the Guest’s cost if an address is provided.
2. Unclaimed items will be held for three months, after which they become property of Roots.

§9 Quiet Hours

1. Quiet hours: 10:00 PM to 6:00 AM
2. Guests must behave respectfully and refrain from disruptive actions at all times.
3. Roots reserves the right to refuse service to those disturbing others or violating quiet hours.

§10 Additional Provisions

1. Smoking, use of psychoactive substances, and unsupervised open flames are strictly prohibited.
2. Use of personal high-powered electric devices or open flames (e.g., candles) is not permitted.
3. Violation of fire-related rules results in a deodorization fee of 200 USD, and any costs for emergency services will be charged to the Guest
4. SPA services and personal training are governed by separate regulations available at Reception.
5. Guests consent to data processing per local law for service delivery purposes.
6. Sales and solicitation are not permitted on the premises.
7. A list of current service prices is available at Reception.
8. Complaints should be directed to management in writing via email: [email protected].
9. Any disputes shall be resolved by the court with jurisdiction over Roots’s registered office in Sri Lanka.