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Glamping and Camping T&Cs

Glamping and Camping

terms & conditions

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HIDEAWAY WOOD FARM

Terms and Conditions

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Hideaway Wood Farm Ltd (herein after called “us” or “we”) is a working farm with accommodation.

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In these terms and conditions (the “Terms”), the term “Accommodation” refers to bell tents, camping pitches and any other accommodation that we offer from time to time. “Premises” means the Accommodation and surrounding property and land.

 

1. BOOKINGS AND PAYMENTS

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To book your break please read these Terms and any other terms referred to herein thoroughly. Note that you must be over 21 to make a booking.

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1.1 Bookings

Unless agreed otherwise, we require full payment to secure your booking. 

On receipt of payment, a booking confirmation will be sent to you within 24 hours, containing the details of your stay. Until you receive the booking confirmation your booking is only provisional. If you have not received your booking confirmation within the specified time, or if any of the details are incorrect, please notify us as soon as possible. Payments can only be made by debit card and credit cards (and any other payment method as agreed to by us).

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1.2 Minimum length of stay

Unless agreed otherwise, all bookings must be for a minimum length of stay of two (2) nights, unless agreed otherwise.

For glamping in our bell tents, you must bring all your own bedding and towels. 

For camping, please bring everything that you need for camping. 

See FAQs on website for more detail on what to pack.

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If you check out of your accommodation early for whatever reason, no refund will be payable to you.

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1.3 Our agreement

A contract (our agreement) is formed when we receive the required payment and you have received the booking confirmation.

Our agreement incorporates information provided on our website, the booking confirmation and these Terms and conditions (which you accepted online at the time of booking or which we sent to you when booking via telephone or email).

Our agreement with you binds you, (the person named on the confirmation), and all members of your party, including children. You must ensure that all members of your party are aware of and accept all of this agreement. Our agreement continues until the last member of your party has left the Premises, including any extension to your stay and for such time afterwards as may be necessary.

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1.4 Authority 

Authority  – the person who makes the booking certifies that:

  • they are authorised to agree to these Terms on behalf of all persons included in the booking, including those substituted or added at a later date;

  • they are over twenty-one years of age;

  • they agree to take responsibility for the party occupying the Accommodation, and to notify us if they are not a member of the holiday party.

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1.5.Group bookings

It is the right of us to refuse group bookings if we feel that this may be of detriment to other guests staying at the Premises. 

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1.6 Compensation payable by you

By booking you agree that we have the right either during or after your stay to recover from you, whether via the credit or debit card used to pay for the break or otherwise, the costs of

  • any property or accommodation damage, and/or

  • any compensation we may pay to others, and/or

  • any other costs, fees or levies which we may incur,

  • resulting from your or any member of your party’s action or inaction and from any breach of these terms and conditions.

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1.7 Bookings made on third party platforms

Where you have booked your stay via a third-party platform, the terms and conditions of that platform will apply to your booking in addition to these terms and conditions.

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2. PRICES

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Prices displayed on our website are subject to change and are not binding until such time a valid booking is made.

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2.1 Included in the price of your stay

The following are included in the price of your stay:

  • Use of the Accommodation for the maximum number of guests indicated in the booking confirmation;

  • Any other amenities or services described in the booking confirmation, or our FAQ document.

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3.ARRIVALS AND DEPARTUTES

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3.1.Accommodation arrival & departure

i.Arrival

Our check in time is between 3pm and 6pm. For late check-ins after the agreed time, we may charge a late check-in fee of £50. If you do not check-in at all, then we are unable to transfer your booking to another date.

ii.Departure

Unless agreed to by us, you must vacate your Accommodation by 11am at the latest on your day of departure. All late check-outs will be charged a fee up to cost of a full night stay (pro-rated by us based on the time of check out).

Upon departure your accommodation must be left in a clean and tidy state.

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4. IMPORTANT INFORMATION ABOUT YOUR STAY

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4.1.External visitors

Other than those guests stipulated upon booking, no other visitors are permitted to visit the Accommodation or the Premises during your stay, unless agreed to in writing by us.

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4.2.Dogs and Pets

As we are a working farm, dogs and other pets are not permitted to stay at the Accommodation or visit the Premises.

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4.3 Dangerous items

No shotgun, knife, firearm, air weapon, archery equipment, fireworks (including sparklers), illegal substances or similar item may be brought onto the Premises under any circumstances by you or anyone in your party.

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4.4 Security of your property

We draw your special attention to the following:

Your personal belongings are your responsibility during your break with us. Vehicles parked on our property must be locked securely and all valuable itemsmust be removed on parking.

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4.5 Improvements and maintenance

As we continually improve our facilities and the farm you may find that there is development or work going on in certain areas of the Premises. Whilst we take steps to reduce the impact of such works, you may experience noise and visual disturbance;Maintenance work or housekeeping tasks are undertaken in and around your Accommodation during your stay, although in such circumstances we try to minimise any inconvenience.

We will use best endeavours to advise you of any ongoing significant refurbishment work at the time of booking.

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4.6 Rural Facilities

Please note that the Accommodation is situated in a rural setting on a working farm. As a result, certain facilities such as phone signal, WIFI availability and, in rare cases, power/electricity may be affected.. We also ask you to use the recycling and other bins provided as requested by us. 

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4.7 Safety

You are required to follow any safety advice and instructions provided to you. Please note in particular:

  • Chinese lanterns and fireworks of any kind are prohibited on the Premises.

  • Guests must not take any wood from the Premises or woodland.

  • Please take particular care not to do anything which might cause a fire - dispose of cigarettes etc properly (ensuring they are fully extinguished in the sand bucket provided).

  • Guests should not use portable BBQs.

  • Please do not enter or attempt to enter any part of the Premises that is closed, including any paddocks with livestock in. 

  • Do not feed the animals, except at the times agreed and when supervised by us. 

  • Please drive slowly when on the Premises.

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Children should be supervised by you at all times – we are a working farm, so you should be aware of electric fencing, farm vehicles. In addition there is a stream and ponds, so care should be taken at all times, especially with young children.

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4.8 Third Party Services

Please note that we may recommend certain activities or experiences for you to enjoy during your stay. Where these are provided by third parties, to the exent permitted by law, we exclude all liability for any damage caused as a result of your participation in any such activities or experiences.

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5.GUEST BEHAVIOUR

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5.1 Guest Conditions of occupancy and Conduct

Unless agreed otherwise, the guests have the right to occupy the Accommodation for recreational purposes only and for the paid period only, as stipulated in the booking confirmation.

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Guests undertake to behave in a proper, appropriate and legal manner with due respect to us, the Accommodation and other guests and their property. If, in our absolute discretion, any guest behaves inappropriately or improperly, or illegally or in breach of these terms and conditions, we reserve the right to ask the guest and their party  to leave the Accommodation and the Premises before the end of the holiday period. Any refund for so doing will be at the absolute discretion of us. In addition, we reserve the right to sue the guest for any loss, damage or injury caused to the Accommodation, the wider Premises or to other guests and/or their property.

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You are responsible for the behaviour of all members of your party. Behaviour should be in keeping with the rural environment and should not be aggressive, excessive, noisy or disruptive, especially at night. Offensive or illegal behaviour will not be tolerated and may result in the police being involved. Offensive or aggressive behaviour or language towards our staff is not acceptable. We may ask you and/or any member of your party to leave immediately if your conduct results in police attendance or is considered by us to be inappropriate; likely to cause harm; or impair the enjoyment, comfort or safety of anyone; or is likely, in our belief, to breach any of this agreement. No refunds or compensation will be given in these circumstances and we reserve the right not to accept any future bookings from you or any member of your party.

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You must not host any party or gathering during your stay at the Premises.

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Guests must respect the Countryside Code and be sensitive to the wildlife on the Premises and also in the surrounding area.

We reserve the right to enter your accommodation at any time for any reasonable purpose, for example, to make checks, maintenance work or housekeeping. Your occupation is not exclusive.

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The members of your party and the allocation of guests in each accommodation unit must remain the same for the whole of your stay.

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The maximum number of guests in each accommodation type (as stated on our website) must not be exceeded. If it is, we may move those additional persons to another accommodation unit and will charge you or them the appropriate full charge for the additional accommodation, from the date your party arrived for the break.

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5.2.Breach of Booking Conditions

If there is a breach of any of these terms and conditions by the guest or any of their party, we reserve the right to re-enter the Accommodation and end the holiday and ask the guest and their party to leave in addition to any other rights specified in these Terms and Conditions.

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5.3 Children’s supervision and parental responsibility

There must be at least one capable and responsible adult over the age of 21 in the Accommodation.

You are responsible for the supervision of all members or your party under the age of 21 who must be supervised at all times. This is particularly important as at the Premises there are livestock, a stream and ponds. Guests who are not supervising their children responsibly may be asked to put appropriate arrangements in place or to leave the Premises.

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5.4 Smoking policy

Smoking (including e-cigarettes and vaping) is not permitted in any buildings (including Accommodation) but is permitted where indicated on certain areas of the Premises which will be indicated at check-in. We ask that you use the sand bucket provided and ensure your cigarettes are fully extinguished. Please be mindful of other guests staying at the Premises and no not smoke close to them.

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5.5 Natural inhabitants

Please note and remember that the Premises is situation in a rural setting that is the natural habitat of a variety of creatures such as birds, deer, butterflies, bees, frogs and rodents. We ask that you are sensitive to the wildlife and take any necessary precautions to avoid any discomfort caused by these creatures.

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6.CANCELLATIONS AND AMENDMENTS

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6.1 Cancellation up to 45 days prior to your stay

Should you wish to cancel your reservation up to 45 days prior to your stay, your booking will be refunded within 30 days’ of the cancellation date via the same channel as the original payment, or as agreed. Any cancellation within 45 days of your arrival is non refundable and you will forfeit your deposit. Bookings made within 45 days of arrival are non refundable.

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6.2 Amending the dates of your booking

Should you wish to amend the dates of your stay you should contact us to discuss the possibility of rebooking, however please note that if we are not able to agree on alternative dates, your original booking will be cancelled and any non-refundable deposit and monies already paid will be forfeited by you. Each change is subject to availability and an amendment charge to cover our administration costs.

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6.3 Leaving Accommodation early

Should you wish to leave the Accommodation prior to the agreed check out date for any reason please notify us as soon as possible. Please note however that in this case no refund (pro rata or otherwise) will be available.

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6.4 Transfer of bookings

You may not, under any circumstances, transfer your booking to anyone without our consent.

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6.5 Cancellation and changes by us

We have the right, at our sole discretion, to refuse to confirm any reservation. Where we have indicated that we will not accept a booking from you or accept your presence at the Premise, we reserve the right at our sole discretion to cancel any booking you may have made or refuse to allow you to enter, or ask you to leave, the Premises. If we do so (subject to the provisions of the paragraph below) we will refund any payment. We have the right to cancel your booking, or to instruct you or your party to leave the Premises immediately, without compensation or refund, should you or any of your party not comply with this agreement, particularly terms relating to behaviour and conduct.

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We are permitted to cancel your booking if a Force Majeure Event (defined below) occurs.

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In the event of adverse weather, your booking will only be refunded if the Premises has chosen to close e.g due to safety concerns. You are not entitled to a refund if you cancel your booking due to adverse weather.  

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In exceptional circumstances, we may need to cancel your booking. If this happens we will advise you as soon as possible and offer one of the below options: 

  • A replacement break.

  • A full refund.

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If we issue you with a refund, we will return your money in the same way you made your original payment.

In all cases, except personal injury or death, our liability to you for the total of all claims arising out of your break with us is limited to the cost of your booking less any insurance, cancellation, amendment or separate charges.

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6.6 Refunds

Credit or debit card payments will be refunded via the same card number, less any non-refundable deposit and any other non-refundable amounts.

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7. GENERAL/LEGAL

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7.1.Personal Information

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All personal information we collect and hold about you and members of your party will be used in accordance with our privacy policy, available on our website.

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7.2.Assumption of Risks

You will be staying in a rural setting with live animals amongst other hazards. Whilst we take great care to keep you safe, accidents can happen and we are not held responsible for such accidents (to the greatest extent permitted by law). It is your responsibility to supervise any children. If you notice that any equipment in the Accommodation or on the Premises looks faulty and/or unsafe you must inform a member of staff as soon as possible. We strongly recommend that you take out travel insurance against the risk of accidents and your stay being cut short.

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7.3.Liability

We accept no liability for theft, loss or damage, of whatever nature, during or as a result of a stay at the Premises

Guests, are jointly and severally responsible for all loss and/or damage to the Accommodation, the Premises, or any third party as a direct or an indirect consequence of their stay, irrespective of whether this was caused through actions or refraining from actions by themselves or any member of their party, as well as of all damage which is caused by any animal which they have under their responsibility.

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Nothing in these conditions excludes or limits our liability:

  • for death or personal injury caused by our negligence.

  • for any matter which it would be illegal to exclude or attempt to exclude their liability.

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Swimming in ponds and streams, climbing trees and any other activity performed by the guests on the Premises is the responsibility of the guest and is done so at their own risk.

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7.4.Force majeure

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A Force Majeure Event shall have occurred where we are, entirely or partially, temporarily, or permanently, prevented from performing our obligations under these terms and conditions due to circumstances which are beyond our control. Such circumstances shall include (but are not limited to) war, terrorism, riots or civil unrest, industrial action, flooding, natural disaster, epidemics/pandemics, health risks or such similar events (“Force Majeure Event”). We recommend that you have adequate holiday insurance in place to cover this.

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7.5.Validity clause

In the event that a court finds that any part of these terms and conditions is illegal or invalid, the illegal or invalid provision will be severed from the remainder of the terms and conditions, which will continue to be valid and have full force and effect.

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7.6 No Tenancy

Your stay at the Premises will not give rise to any tenancy agreement between us.

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7.7 Accuracy of Information

Whilst we do our best to ensure that our website is accurate, all images on our website and in other promotional material, are for illustrative purposes only. Facilities at the Premises may vary and not all Accommodation is identicalto the images on the website.

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7.8 Headings and Paragraphs

The headings and paragraphs in these terms and conditions are included for convenience only and shall not affect the interpretation or construction of the terms and conditions.

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7.9 Governing Law & Jurisdiction

This agreement and any dispute between us will be governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the Courts of England and Wales over any matter arising out of our agreement or your visit.

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8. CAN WE HELP?

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Any assistance you require or concerns should be brought to our attention immediately to a member of staff (including if there is anything missing from your Accommodation that we had previously advised would be available). We aim to give prompt assistance to you if you are in difficulty and aim to respond promptly to any concerns you raise so that you can continue to enjoy your break.

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Please note that we are not responsible for any matter of which you were aware and which you did not bring to our attention during your break.

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Any reported matter which has not been resolved during your break should be advised in writing to us within 28 days of the end of your break. In such cases, we will only correspondwith the person named on the booking. We will not enter into further correspondence on any matter resolved during your break and accepted as such by you.

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8.1.Lost or forgotten items

We shall not be liable for any lost items, however if you believe you have left any personal belongings in the Accommodation or on the Premises, please notify us by telephone or email as soon as possible after check-out. Upon notification by you we will inspect the Accommodation and the Premises and would be happy to return any found items to you in the mail. Please note however that any postage must be covered by you.

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