Bugthorpe Grange Glamping Terms and Conditions

Please ensure you read and fully understand these Terms and Conditions. If anything is unclear, please contact us so we can explain in further detail to avoid any misunderstandings. By making a booking you are agreeing to these Terms and Conditions. In the event of a dispute, the law of England and Wales shall apply, English courts have jurisdiction. 

We reserve the right to update our terms and conditions at any time.Booking Terms & Conditions

Before confirming your booking at Bugthorpe Grange Glamping please take the time to read the information below.  It includes important information regarding our cancellation policies and the facilities available at our site.  If you have any queries regarding your stay please contact us directly on 07850 293945 or email info@ bugthorpegrangeglamping.co.uk

1. General

1.1  These terms and conditions form a contract between you and us and set out the legal basis for your stay at Bugthorpe Grange Glamping. Your initial payment upon booking is your unconditional agreement to these terms and conditions. If you do not agree to these terms and conditions, you will be unable to stay with us.

1.2  If the terms and conditions change between the date of your booking and the date of your arrival you will be notified and if you are not willing to accept the changes, you will be able to cancel your booking and will be eligible for a full refund. 

1.3  Contact us - if you need to get in touch, please visit the ‘Contact us’ page on our website.

1.4  Definitions in our terms and conditions:

-       “we’, “our”, “us” and similar words refer to Bugthorpe Grange Glamping and/or it’s owners.

-       “you”, “your” and similar words mean the person making the booking with Bugthorpe Grange Glamping.

-       “Deposit” refers to the amount you pay to us when you make your booking, which is 50% of the total payable. The purpose of this payment is to reserve accommodation for your stay at Bugthorpe Grange Glamping.

-       “Final payment” refers to the 50% balance of your payment to us for your accommodation. The final payment must be paid no less 8 weeks before the date of your planned arrival.

-       “Parties” refers to groups of 8 or more people planning to stay at Bugthorpe Grange Glamping.

-       “Lead guest” refers to the person making the booking and point of contact for the booking who must attend the holiday themselves.

-       “Pod” refers to your accommodation for the duration of your stay.

-      “Site” refers to Bugthorpe Grange Glamping and Bugthorpe Grange as a whole.

2. Bookings

2.1  When you receive your booking confirmation (sent via email). You must read it carefully.  If any details are incorrect, you must contact us as soon as possible to rectify and put right the mistakes.

2.2  The accommodation must not be sub-let, only the persons listed in the booking, or notified to us and accepted by us afterwards, may stay in the pod. 

2.3  The maximum occupancy of your pod (5 people) must not be exceeded, lead guest must be over 18 years of age, we will not accept under 18s without a responsible adult.

2.4  Bugthorpe Grange is a home and working farm therefore we are unable to accommodate any pets on site.

2.5  Booking alterations cannot be made without our agreement. We will try to accept small changes when reasonably possible, however changes may be subject to a £15 administration fee.

2.6  No date change will be accepted. 

2.7  Bugthorpe Grange Glamping reserves the right to refuse bookings/admission to any person(s) at its discretion without giving any reason.

3. Group Bookings 

3.1  We are happy to accept group family bookings 

3.2  Bookings will not be accepted for hen or stag parties 

3.3  For large group bookings (e.g. Bridal parties, shooting parties, girls weekend etc.) please enquire with us before finalising your booking.

3.4  Bugthorpe Grange Glamping reserves the right to refuse bookings/admission to any groups at its discretion without giving any reason.

4. Booking and payment

4.1  Upon booking you must pay your deposit (50% of total payment due) in order to secure your accommodation. Once the payment is received, the booking is confirmed, and you will receive a confirmation email. 

4.2  The deposit is refundable if the booking is cancelled by you more than 8 weeks in advance of your planned arrival date, however, cancellation incurs an administrative fee of £50 which will be deducted from your refund.

4.3  The remaining 50% balance of your total payment is due 8 weeks before your planned arrival date. You will be sent a reminder email 3 days before the final payment is due.

4.4  If the final payment is not received by the deadline your booking will be treated as a cancellation and your deposit will not be refunded.

4.5  Bookings made less than 8 weeks before your arrival date must be paid in full.

4.6  Payment is accepted through credit cards, debit cards and BACS. Payments made by card via our website are processed by Stripe.5.    Additional needs

Unfortunately, our site/pods are not suitable for holiday makers with wheelchairs or mobility difficulties as there are a number of steps leading into the pods and a large amount of barked pathways/uneven ground.

6. Cancellations

6.1  Cancellations made by you

6.1.1     We must be notified of all cancellations in writing or by email.

6.1.2     The deposit is refundable if the booking is cancelled by you more than 8 weeks in advance of your planned arrival date, however, cancellation incurs an administration fee of £50 which will be deducted from your refund.

6.1.3     If the final payment is not received by the deadline (8 weeks before your planned arrival date) your booking will be treated as a cancellation and your deposit will not be refunded.

6.1.4     If you make a cancellation between 8 and 4 weeks (56 – 29 days) of your planned arrival date, then we will refund 50% of the total paid.

6.1.5     If you make a cancellation within 28 days of your planned arrival date no refund will be given as we reserve the right to retain the full amount paid for the whole of your booking.

6.1.6     If chose to leave before your scheduled departure date due to any reason other than COVID 19 government restrictions no refund will be given. 

6.1.7     We strongly advise that you take out comprehensive travel insurance to cover cancellations, if you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation.

6.2  Cancellations made by us

6.2.1     Your booking will not be cancelled by us except in exceptional circumstances beyond our control. Notification will be given of the cancellation as soon as possible and we will promptly refund all payments made for your stay.

6.2.2     Our liability for cancellation will be limited to the payments made to us.  

7. Arrival and departure

7.1  Guests are only able to arrive on Mondays and Fridays, we ask that you arrive between 4pm and 8pm (early check-ins are not possible due to cleaning schedules).

7.2  If you need to arrive after 8pm please contact us in advance to arrange.

7.3  If you are running late and will not arrive before 8pm please call us (07850293945).

7.4  You must check out of your pod by 10:30am (late departure is not possible due to cleaning schedules)

7.5  Please thoroughly check your pod before departure to ensure you have all your personal belongings, we are not responsible for returning any items left behind.

7.6  Whilst the pods are cleaned by us between guests, we ask that you leave the pod in a similar condition to when you arrived, we ask that you wash up, empty any bins & place any used towels & tea towels into the laundry bags provided.

7.7  We reserve the right to make a charge to cover additional cleaning costs if you leave the pod in an unacceptable condition. You will be billed via an invoice which is payable immediately. 

7.8  Please note that if any keys issued are not returned at the end of your stay, then the cost of replacement will be charged to you.  

8. Guest responsibility 

8.1  Please remove dirty shoes/boots before entering the pod a storage box is provided on the deck).

8.2  Lock the doors and close the windows when you are leaving the pod unoccupied.

8.3  Make sure you switch of the light and any electrical appliances before you leave the pod.

8.4  Towels provided are for use in the pods only, please do not take them off site (e.g. to the beach).

8.5  Please do not bring any pets to Bugthorpe Grange Glamping.  Bugthorpe Grange is a working farm with livestock, electric fencing, machinery and dogs.

8.6  After 10:30pm please respect both the owners and other guests by keeping noise to a minimum. 

8.7  Our pods are equipped with smart TV which have apps such as Netflix available for you to use. You must use your own account to stream on these applications & it is your responsibility to log out of your accounts at the end of your stay.

8.8  Smoking and vaping are not permitted in the pods, you may do so outside. We will not tolerate any form of illegal drug use on site.

8.9  Guests are responsible for the safety and security of their children at all times, never leave children without adult supervision. 

8.10      Park your vehicles in the designated parking area, ensuring cars do not block access to others. Parking is not permitted adjacent to the pods. Parking is limited to 1 vehicle per pod without prior consent. Cars are parked on site at owner’s risk.

8.11      We are not responsible for any loss or damage to any personal belongings or valuables of our guests.

8.12      Candles/open flames are not allowed inside the pods.

8.13      Only use the barbeque and brazier provided by us, guests are not allowed to use their own barbeques on site.

8.14      You must be aware that some of the equipment (e.g. barbeques) can be dangerous if misused.

8.15      The use of fireworks or Chinese lanterns is not permitted on site.

8.16      Guests must not touch or tamper with the external water heating system located on the rear of the pod.  Please note the system will be hot when in operation.

8.17      We reserve the right to terminate a holiday without compensation where the unreasonable behaviour of the persons booking (or their guests) may impair the enjoyment, comfort, or health of others. 

8.18      We have a detailed inventory of all items in each pod.

8.19      You are responsible and agree to reimburse Bugthorpe Grange Glamping for any cost we incur for damages caused by you or members of your party. We will not charge for minor breakages/damage. You will only be charged for damages deemed by us to be significant. 

8.20      Any problem or complaint which you may have concerning your holiday must be immediately reported directly to us and we will endeavour to put it right. Any complaints not reported to us during your stay and only reported after you have left will not be considered by us.

9. Equipment malfunction/failure 

9.1  We are not liable for any temporary defect or malfunction of equipment or appliances in the pods.

9.2  No compensation will be given for any temporary outage of electricity, water, internet connection/television service.

9.3  We will do our best to resolve any issue that may arise as quickly as possible.

10. Photography

10.1      We regularly take photos and videos of our site. We take great care to ensure that our guests are not featured in these photos and videos without prior consent.

10.2      Any photos or videos that do contain images of a guest/guests by accident will not be posted without prior consent and it is your right to ask that we delete them.

11. CCTV

11.1      24-hour CCTV is in operation at Bugthorpe Grange on the driveway and around the farm buildings for both our security and yours.

11.2      For your privacy, the pods are not directly under CCTV surveillance.

11.3      By agreeing to our Terms and Conditions you are consenting to being captured our CCTV surveillance.

12. Bugthorpe Grange

12.1      Bugthorpe Grange is a working farm with livestock, potentially dangerous farm equipment and electric fencing (running off mains power). 

12.2      Private areas are clearly marked. Bugthorpe Grange is our home so please respect the areas that are off limits, this is both for our privacy and your safety.

12.3      Please only come round to our private area in the event of an emergency.

12.4      We ask that you do not approach or feed any livestock including horses and dogs. 13. Licensing laws

13.1      Any alcohol we sell is sold in accordance with UK licensing laws.

13.2      You may be required to show proof of age using an approved form of identification. General Terms & Conditions

Definitions in this section of our terms and conditions:

- “we’, “our”, “us” and similar words refer to Bugthorpe Grange Glamping and/or it’s owners

- “you”, “your” and similar words mean the persons visiting the Bugthorpe Grange Glamping website1.    Use of the website

1.1  We may suspend access the website with no obligation to reimburse or compensate you for the period in which access was suspended.  We may also change, modify, substitute, suspend or remove without notice any information or service from time to time.

1.2  You may view and print pages from the website for personal use only.

1.3  You must not make any unauthorised, false or fraudulent booking.

1.4  You must not edit or modify any material on the website causing the website to be damaged or impaired.

1.5  You must not reproduce, modify, duplicate, sell, lease, market, copy or exploit any material on our website for a commercial purpose.

1.6  You must not use any software, routine or device to interfere or attempt to interfere electronically or manually with the operation or functionality of the website or take any action that imposes an unreasonable or disproportionately large load on the website or related infrastructure.

1.7  A number of photographs contained in the website remain the copyright of Rod Smith and/or Pocklington U3A Photo Group.  None of these photographs may be reproduced, copied without written consent from Rod Smith (on behalf of others).2.    Links

Our website provides hyperlinks or pointers to other websites maintained by third parties.  We do not monitor or endorse the information/material on these sites and do not accept any liability in relation to these websites.