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Terms & Conditions

BOOKING TERMS AND CONDITIONS

The Cherry Tree, Harby, Newark
The Wild Cherry Hideaway, Swinethorpe, Newark

These Booking Terms and Conditions apply to bookings for The Cherry Tree and The Wild Cherry Hideaway. References to “the Property” mean the property identified in your booking confirmation. References to “we”, “us”, “our” or “the Owners” mean the owners of The Cherry Tree and The Wild Cherry Hideaway. References to “you” or “your” mean the person making the booking and, where applicable, all members of the booking party.

Where a provision applies only to one of the properties, this is stated expressly.

1. THE CONTRACT

Your booking is for short-term holiday accommodation and is subject to these Booking Terms and Conditions.

The person making the booking is the lead guest and must be at least 18 years old at the time of booking. The lead guest is responsible for ensuring that all members of the party are aware of and comply with these Terms and Conditions.

We may require, prior to arrival, the names and ages of all guests who will be staying at the Property.

A booking is not confirmed and no contract exists between you and the Owners until the required deposit, or the full booking price where applicable, has been received and we have confirmed your booking.

The contract is governed by the laws of England and Wales and is subject to these Booking Terms and Conditions.

2. PAYMENT

Unless otherwise stated at the time of booking, a deposit of 25% of the total accommodation price is required to confirm your booking.

The remaining balance is due six weeks before the commencement date of your stay.

If the balance is not received by the due date, we reserve the right to treat the booking as cancelled by you and the cancellation provisions in Clause 3 will apply.

For bookings made within six weeks of the commencement date, the full accommodation price is payable at the time of booking.

Guests will not be permitted to occupy the Property until all sums due in respect of the booking have been paid.

Good Housekeeping Deposit

Where applicable to your booking, a Good Housekeeping Deposit of £200 will also be required as security against damage, breakages, loss, excessive cleaning or other costs reasonably incurred by us as a result of your stay.

Depending upon the payment arrangements for your booking, the Good Housekeeping Deposit may be paid by bank transfer or taken as a pre-authorisation against a payment card shortly before your arrival.

Where a card pre-authorisation is used, it will normally be released following your departure once the Property has been checked, subject to the processing times of your card provider.

Where the deposit has been paid to us, the balance will normally be returned following inspection of the Property, less any reasonable deductions.

We will only make deductions which reasonably reflect the loss, damage, additional cleaning or other costs incurred and will provide details of any deduction where requested.

Your liability for damage or other loss caused during your stay is not necessarily limited to the amount of the Good Housekeeping Deposit.

3. CANCELLATION BY YOU

If you wish to cancel your booking, you must notify us as soon as reasonably possible. We recommend that cancellations are made in writing by email so that both parties have a record of the cancellation.

Once a booking has been confirmed, you remain responsible for the booking charges due under the contract, subject to our ability to re-let the Property and to your statutory rights.

Where you cancel, we will make reasonable efforts to re-let the cancelled dates.

If we successfully re-let all or part of your cancelled booking, we will refund the amount we are able reasonably to recover from the replacement booking, up to the amount you have paid or remain liable to pay for the relevant dates, less any reasonable administration costs and any difference between the price of your booking and the price reasonably obtained for the replacement booking.

We are not required to refund amounts which we are unable reasonably to recover through re-letting the cancelled dates.

Nothing in this clause affects any statutory rights you may have.

4. CANCELLATION INSURANCE

We strongly recommend that you obtain appropriate UK holiday or travel insurance which provides cover for cancellation, illness, travel disruption and other circumstances which may prevent you from taking your holiday.

Cancellation insurance is not included in the booking price unless expressly stated otherwise.

5. CANCELLATION OR INTERRUPTION BY US

In exceptional circumstances, we may be unable to provide the Property because of circumstances outside our reasonable control. These may include, for example, serious fire or flood, significant storm damage, failure of essential utilities, exceptional weather, government restrictions, or serious damage which makes the Property unsafe or unsuitable for occupation.

If we have to cancel your booking before your stay begins because the Property cannot reasonably be provided, we will refund the accommodation charges you have paid to us for the affected booking.

If circumstances outside our reasonable control mean that your stay has to be terminated early because the Property can no longer safely or reasonably be occupied, we will refund the appropriate proportion of the accommodation charge relating to the unused part of your stay.

We will not be responsible for losses or expenses which we could not reasonably have foreseen or which are outside our reasonable control, subject always to your statutory rights.

Temporary interruption or restriction of a non-essential facility does not necessarily mean that the Property itself is unavailable. Specific provisions concerning fire-related facilities at The Wild Cherry Hideaway are set out in Clause 16.

6. PERIOD OF HIRE

Unless otherwise agreed in writing:

  • check-in is from 4.00pm on the commencement date; and

  • check-out is by 9.30am on the departure date.

You must leave the Property promptly at the agreed departure time so that it can be prepared for incoming guests. We reserve the right to recover reasonable additional costs caused by a materially late departure.

The Property may only be used for the purpose of short-term holiday accommodation during the period stated in your booking.

The booking does not create a landlord and tenant relationship and does not grant you any right to remain in the Property after the agreed departure date.

7. OCCUPANCY AND VISITORS

The number of overnight guests must not exceed the maximum occupancy stated for the Property unless we have expressly agreed otherwise in advance.

Only the guests included in the booking may stay overnight at the Property.

If you wish to invite additional day visitors to the Property, you must obtain our prior agreement where their presence would materially increase the number of people using the Property or its facilities.

The Property must not be used for parties, events, commercial activities or gatherings beyond normal holiday use without our prior written agreement.

We reserve the right to refuse entry or require unauthorised guests or visitors to leave where these conditions are breached.

8. OUR LIABILITY

We are responsible for providing the Property with reasonable care and skill and for complying with our legal obligations as accommodation providers.

You are responsible for taking reasonable care of yourself, members of your party and your personal belongings during your stay.

We will not be responsible for loss of or damage to personal possessions unless it results from our negligence or breach of legal duty.

We will not be responsible for losses which were not reasonably foreseeable when the booking was made, or for business losses arising from a booking made for private holiday purposes.

Nothing in these Terms and Conditions excludes or limits our liability where it would be unlawful to do so, including liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation.

9. CARE AND USE OF THE PROPERTY

You must take reasonable care of the Property, its furniture, equipment, fixtures, fittings, grounds and facilities.

At the end of your stay, the Property should be left in a reasonably clean and tidy condition and in substantially the same condition as you found it, allowing for normal use and reasonable wear and tear.

You must not use the Property for any dangerous, illegal, offensive or antisocial activity, or behave in a manner which causes unreasonable nuisance, disturbance or annoyance to neighbouring properties or other people.

Smoking and vaping are not permitted inside either Property.

You must follow reasonable instructions provided by us concerning the safe use of the Property, its equipment and facilities.

10. GUEST CONDUCT AND TERMINATION OF A STAY

We want guests to enjoy the Property without unreasonable restrictions. However, we reserve the right to require a guest or party to leave the Property where there has been a serious or persistent breach of these Terms and Conditions.

This may include:

  • deliberate or reckless damage;

  • dangerous use of the Property or its facilities;

  • unauthorised parties or events;

  • materially exceeding the permitted occupancy;

  • serious or persistent antisocial behaviour or excessive noise;

  • illegal activity;

  • threatening or abusive behaviour towards us, our representatives, neighbours or others; or

  • refusal to comply with a reasonable safety instruction, including a fire-safety restriction.

Where a stay is terminated because of a serious breach by you or a member of your party, you will remain responsible for losses and reasonable costs arising from that breach. Any entitlement to a refund will depend upon the circumstances and applicable law.

11. DAMAGE, BREAKAGES AND ADDITIONAL CLEANING

Please notify us as soon as reasonably possible if anything is damaged or broken during your stay. We understand that genuine accidents can happen and early notification often allows us to resolve matters quickly.

You are responsible for the reasonable cost of repairing or replacing items damaged or lost as a result of the deliberate, reckless or negligent actions of you or members of your party.

You may also be responsible for reasonable additional cleaning costs where the Property is left in a condition substantially beyond that expected from normal holiday use.

Where appropriate, these costs may be deducted from the Good Housekeeping Deposit. Where the reasonable cost exceeds the deposit, we reserve the right to recover the additional amount from you.

12. WI-FI AND INTERNET ACCESS

Wi-Fi is provided for guests’ reasonable use but is not guaranteed to be continuously available.

Internet services can occasionally be interrupted for reasons outside our control, particularly in rural locations.

You must use the internet connection lawfully and must not use it to access, distribute or undertake illegal material or activities.

Unless internet access has been specifically represented as an essential feature of your booking, temporary interruption or reduced performance of the service will not normally constitute grounds for cancellation.

13. RIGHT OF ENTRY

We respect your privacy during your stay.

However, we or our authorised representatives may enter the Property at reasonable times where reasonably necessary to:

  • carry out urgent or essential repairs or maintenance;

  • investigate a safety or security concern;

  • prevent damage to the Property;

  • comply with a legal obligation; or

  • deal with an emergency.

Except in an emergency or where immediate access is reasonably necessary, we will endeavour to give you reasonable notice before entering the Property.

14. COMPLAINTS AND PROBLEMS DURING YOUR STAY

We make every reasonable effort to ensure that you have an enjoyable stay.

If you discover a problem with the Property or have cause for complaint, please notify us as soon as reasonably possible during your stay so that we have a reasonable opportunity to investigate and, where possible, resolve the issue.

If you do not notify us of a problem which could reasonably have been addressed during your stay, this may affect our ability to investigate or remedy the matter afterwards.

This does not affect your statutory rights.

15. DRONES, FIREWORKS AND OTHER DEVICES

Drones and fireworks must not be used at either Property without our prior written permission.

This restriction exists because of the location of the properties, the proximity of neighbouring land and properties, livestock and wildlife, and the potential safety, nuisance and fire risks involved.

Chinese lanterns or similar airborne flame devices are also prohibited.

16. FIRE RISK AND EXTREME WEATHER – THE WILD CHERRY HIDEAWAY

This clause applies specifically to The Wild Cherry Hideaway.

The Wild Cherry Hideaway includes outdoor facilities involving fire or solid fuel, including the wood-fired hot tub, pizza oven and firepit.

You must use these facilities responsibly, in accordance with any instructions provided, and with appropriate regard to weather and surrounding ground conditions.

Fires and lit equipment must not be left unattended. You must not use inappropriate fuels, accelerants or flammable liquids to light or operate these facilities.

During periods of exceptionally hot, dry or windy weather, drought, or whenever we reasonably consider there to be an increased risk of fire or wildfire, we reserve the right to restrict, suspend or prohibit the use of any or all of these facilities.

A restriction may be introduced before your arrival or at any point during your stay and may be introduced at short notice.

When deciding whether restrictions are necessary, we may take into account weather forecasts and conditions, the dryness of surrounding vegetation and ground, drought conditions, advice or warnings issued by the Fire and Rescue Service or other relevant authorities, and any other circumstances which we reasonably consider increase the risk of fire.

You must comply with any fire-safety instructions or restrictions communicated by us. Where we have prohibited the use of a facility for fire-safety reasons, you must not attempt to light or use it until we confirm that the restriction has been lifted.

You must not bring or use your own firepit, barbecue, pizza oven or other flame-producing or solid-fuel cooking or heating equipment at The Wild Cherry Hideaway without our prior permission.

Where a facility is temporarily unavailable because of a reasonable fire-safety restriction under this clause, this will not normally entitle you to cancel or terminate your booking or receive a refund or reduction in the accommodation price.

Nothing in this clause affects your statutory rights.

17. PETS

Pets are not permitted at either Property unless we have expressly agreed otherwise in writing.

Where an animal is required because of a guest’s disability, please contact us before booking or as soon as reasonably possible so that we can discuss your requirements and any reasonable adjustments that may be appropriate.

18. THE WILD CHERRY HIDEAWAY AND WOODLAND CHAMPIONS CLUB

This clause applies specifically to bookings for The Wild Cherry Hideaway.

The Wild Cherry Hideaway operates as part of the Woodland Champions Club site. As part of staying at the site and using its facilities, guests become members of the Woodland Champions Club for the purposes associated with their stay. There is no separate fee for this glamping membership.

For this purpose, your name and contact details may be shared with Woodland Champions Club where reasonably necessary for the administration and operation of the Club and your stay.

Any personal information shared or otherwise processed in connection with your booking will be handled in accordance with applicable data protection law and the relevant privacy information provided to you.

Your personal information will not be shared with Woodland Champions Club for unrelated purposes solely by virtue of this clause.

19. SAFETY AND GUEST RESPONSIBILITY

You and members of your party must take reasonable care when using the Property, its grounds, equipment and facilities.

Children must be appropriately supervised by a responsible adult, particularly around fires, hot surfaces, outdoor facilities and any other potential hazards.

You must comply with reasonable safety instructions provided at the Property or communicated to you before or during your stay.

You must not tamper with, disable, cover or remove smoke alarms, carbon monoxide alarms, fire extinguishers, fire blankets or other safety equipment.

Any fault with safety equipment should be reported to us immediately.

20. EVENTS OUTSIDE OUR REASONABLE CONTROL

We will not be responsible for a failure or delay in performing an obligation where this is caused by an event genuinely outside our reasonable control and where we have taken reasonable steps to minimise its effect.

Where such an event materially affects our ability to provide the accommodation, we will deal with the circumstances in accordance with Clause 5 and applicable consumer law.

21. SEVERABILITY

If any provision of these Terms and Conditions is found by a court or other competent authority to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

22. CHANGES TO THESE TERMS

The Terms and Conditions applying to your booking will normally be those provided or made available to you when the booking is confirmed.

We may update these Terms and Conditions from time to time for future bookings, including to reflect changes to our properties, facilities, operating arrangements or legal requirements.

We will not retrospectively make a material change to the terms of an existing confirmed booking to your disadvantage without an appropriate legal basis or your agreement.

23. GOVERNING LAW

These Terms and Conditions and any dispute or claim arising from them are governed by the laws of England and Wales.

Nothing in these Terms and Conditions affects any mandatory rights or protections available to you under applicable consumer law.

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