HollyTreeMain

1. Definitions within T&C

These are the definitions of terms and references that are made within the T&C document.

• "Terms" the terms and conditions present in this document.

 • "Booking" your booking for the Services.

• "Deposit" an advance booking deposit as is required for each booking made.

• "Services" our provision of cabins and associated services to you for which you are paying for, as set out in the Booking.

• "Site Policy" are our site regulations and rules

 • "Terms" the terms and conditions set out in this document.

2. Our Contract With You

•These are the terms and conditions for which we supply Services to you.

Please ensure that you read these Terms carefully, and check that the details on the Booking are complete and accurate, before you sign and/or submit the Booking. If you think that there is a mistake or require any changes, please contact us straight away by ringing:07444882653.

By submitting a Booking you are agreeing to these Terms and you agree to adhere to the Site Policy.

•We may exercise Our discretion and cancel the contract for any Services and products at any time with immediate effect, including if you are in breach of the Site policies or flaunting Terms of Booking.

3. Booking

 • When a booking request is made (by post, telephone, electronically) this does not confirm the booking.

 • Bookings are not reserved until we send confirmation and a Deposit is received. At this point we have both entered into a contract that is bound by the Terms.

 • Bookings will be cancelled and deposit forfeit if full payment is not made by the set time unless agreed by prior notice, which we will give in writing.

 • All guests booking a cabin must be a minimum of 18 years old. If there are any occupants under 18, then there must be an adult, at least 18 years old present with them. Children under 14 cannot be left alone on site.

 • We allow bookings of 1,2, or 4 cabins at one time. We do not allow the booking of 3 cabins to a group and if we see that 3 cabins have been booked under separate bookings and names, but if we believe they are together then we reserve the right to cancel all bookings and a refund is under our discretion. 

•  Parties, events, or group gatherings beyond the booked guests are strictly prohibited. Any attempt to host a party or event will result in immediate termination of your stay without refund.

•  Guest and Visitor Numbers: 

The lead guest must declare the total number of overnight guests and any day visitors attending the site at the time of booking, or no later than 24 hours before arrival.

Only the guests and visitors declared and approved in advance are permitted on site. Additional guests, visitors, or vehicles are not permitted without prior written approval.

Exceeding the declared numbers, or attempting to accommodate additional overnight guests without a confirmed booking, may result in the booking being terminated or treated as a guest cancellation, with no refund payable in accordance with our cancellation policy.

We reserve the right to refuse entry to any additional guests, visitors, or vehicles that have not been declared and approved in advance.

Guest details and numbers must be accurate. Providing misleading or incomplete information may also be treated as a breach of booking conditions.

4. Change to Booking Terms

 • We may revise the Terms or the Booking from time to time under any circumstances, and at any time. We will notify you as soon as reasonably possible and endeavour to provide an alternative where possible. If we amend or cancel your Booking, we will transfer your Deposit to another booking or refund it to you, however compensation payments will not be payable to you in any circumstances.

 • If any transfer means a change in pricing, then this new pricing will apply. You will have the right to accept the transfer, or cancel and receive a refund.

5. Adverse Circumstances & Force Majeure

• Apart from standard Cancellation Practice (See Point 7) if you decide to leave the site early for any reason your fees for the booking will be non refundable

•Typical ‘Force Majeure’ events include, but are not limited to, pandemic, terrorism, serious crime, natural disaster, ‘Act of God’, government or public authority action or intervention, law, and travel restrictions.

•If we are unable to offer accommodation due to circumstances beyond our control, we are not liable for refunds or expenses incurred. We recommend that you have adequate UK holiday insurance in place to cover this. This means if we are prevented, hindered, or delayed from performing our obligations due to an event outside our control, including any action or order from the government, we will be relieved of our obligations. In the event of this happening, we will offer guests the opportunity to change the dates of their stay. We will not offer refunds.

6. Prices and Payment

 • Once we have received the deposit, your Booking and price for the booking is confirmed, even if there are subsequent changes to the Booking rate.

 • The Deposit is 30% of the total cost of the booking ( not including security deposit) and your booking is not confirmed until we receive it. In addition full payment must be at least received 31 days before the booking.

 • If booking is made less than 31 days before dates, then full payment must be made.

 • If all 4 cabins are booked as a group booking, then full payment must be received 60 days before arrival date.

7.  How To Cancel/Amend Booking

 • If you wish to cancel, or amend your booking, please contact us as soon as possible. Any difference in cost after amendment will be applied.

 •NB. We can only amend bookings with notice of more than 30 days of arrival, except at our discretion.

• Bookings can only be amended once, except at our discretion.

 No Show

 • In the event of no-shows, we do not offer any (either full or partial) refund. We strongly recommend that you take out UK travel insurance when you make your booking.

 Cancellation

 • if you cancel within 48 hours of booking and more than 60 days before arrival, we will refund your deposit, less 10% for administration.

 • If you cancel your stay more than 30 days before the day of check in, we will retain the non-refundable booking deposit (or 30% of the total of your stay if you’ve already paid in full). • If you cancel your stay within 30 days of the start date, the balance of your stay remains payable. •In the event of cancellation of your booking by ourselves – for any on-site health and safety or quality-related issue (such as water supply issues etc) – you are entitled to a full refund of the money you have paid. You also have the option to change your booking to another date, subject to availability. Any additional cost relating to a change of dates would be payable.

  •Any liability arising from the cancellation of your stay by Ourselves, for whatever reason, is strictly limited to the total sum paid to us by you. •In the event that we at Holly Tree Cabins are forced to close (eg virus type lockdown), you will be invited to choose new dates for your stay. Refunds will not be issued. (See Point 5:Force Majeure)

 • Whole site bookings : in this case the cancellation cut off is 60 days before arrival.

8.  Our rights to Cancel

 • We may exercise Our discretion and cancel the contract for any Services and products at any time with immediate effect. In this case you will be given a full refund, unless you are being asked to leave the site as you are in breach of the Site Policy, when you will loose the right to any refund, and charges may be applied to your security deposit, as per point 9.

9.  Security Deposit

 • A £100 security deposit must be charged against a debit/credit card of your choice, at the latest 24 hours before your arrival. This charge will be released within 2 days of the end of your stay. Any levies for additional charges will be made, based on any damage incurred, or excessive electricity usage at te going rate (15Kwh per day per cabin is included in your stay).

• If the option to book 2 cabins is made, then the security deposit is £200 and £600 if 4 cabins are booked together. 

• Guests are expected to leave the cabin in a reasonable condition: dishes washed, rubbish disposed of, and no excessive mess. Additional cleaning charges may apply if the cabin is left in an unacceptable state.  

• We reserve the right to apply a charge for any dropped litter. 

•There will be a cleaning charge at our discretion per cabin if the cabin and surrounding space is left in an unsatisfactory condition. This charge will also be applied if we believe that guests have been smoking or vaping in the cabin (NB. WE ARE A NO SMOKING/VAPING SITE)

•If total charges are greater than the security deposit an invoice will be raised for the balance and by agreeing to this contract you agree to pay the balance within 14 day of invoice.  NB: If no security deposit has been taken, then you will be liable for all charges, which will be invoiced.

• Any missing items, breakages, or damage to furnishings, appliances, or equipment will be charged at replacement cost plus a reasonable admin fee.”

Please note For group bookings, all guests are jointly and severally liable for any damage or breach of rules, regardless of which cabin or guest is responsible.

10. Complaints Procedure

 • We want your stay to be as enjoyable as possible, with this in mind please contact us immediately if you have any issues or complaints with your accommodation as we would like to resolve it for you as soon as possible. Also please let us know of any maintenance or breakage issues you discover. 

11. Liability

• We accept no responsibility for any loss or damage to your persons, car, or property whilst on site at Holly Tree cabins. 

• Lost property will be kept for 14 days and can be returned at your request for the cost of postage. Items not claimed within this period will be disposed of.

12.  Additional Important Points

 • This contract is between you and Us, the directors of the business. No other person shall have any rights to enforce any of its terms.

 • Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

 • These Terms are governed by English law. You and We both agree to submit to the non-exclusive jurisdiction of the English courts. 

13. Parking

 • Each cabin has it’s own designated parking for 1 car besides the cabin where the dedicated EV charger is located. It is your responsibility to ensure that the EV charging cable is left in good condition, safe and secure and does not cause a hazard and your own cable is in good, safe working order.  

    • All vehicles must be under 3.5tonne GVW.

  • Trailers are only allow on site by prior booking.

 • You are responsible for ensuring your vehicle is parked safely. We accept no liability for damage caused by misuse of EV chargers, cables, or unsafe parking.

• In the event of extended poor weather, you will have to park in the overflow parking and it is a walk of about 40 metres to the cabins.

• You can prebook an additional parking place for overnight stay. for additional charges, where available and at our discretion. 

•We reserve the right to stop vehicle access based on our assessment of the track/land and the weather.

NB THERE IS A  SITE SPEED LIMIT OF 5mph!

14.  Smoking/Vaping

 • We are a no smoke/vaping site. We reserve the right to ask you to leave if you are found to be in breach of this rule immediately without refund.

15. Dogs/Horses

• Dogs are welcome but must be well behaved and kept on a lead at all times outside. Please collect all dog poo in a pooper scooper provided and disposed of in the marked compost bay. You are not allowed to leave plastic in this bay. Please note that pets are not allowed on the beds/sofas.

 • For horses we have grazing available where you can erect an electric corale, and parking for horse transport. Please ask for details and availability.

16. BBQ, Campfires and prohibited items

 • Campfires and guests own BBQs and firepits are not allowed on site. Guests are not allowed to bring their own fuel for supplied BBQ and Firepits. All fuel must be purchased from site, please ask for details.          NB fire pits must be place in a safe non flammable place on the patio                 

 • The following are strictly prohibited on site: fireworks, Chinese lanterns, drones, gas heaters, generators, amplified speakers, and any cooking or heating equipment not provided by us.

1. 1. 17. Electricity Usage   • The cabins are metered for electricity, and we include 15Kw/h per night stay free of charge which covers normal use of the amenities with some to spare. All usage above this will be charged at 80p per unit, which also covers any EV charging. 

17. Additional Visitors

 •  Cabins have a strict maximum occupancy of 4 people, including children and infants. Exceeding this number will result in termination of your stay without refund.

• A maximum of 2 additional visitors per day may visit the site on payment of the curr car parking charge, but may not stay unless they are listed on the original booking, without written consent from ourselves. We must also be advised of visitors in advance.  

 • Day visitors must leave the site by 9pm unless otherwise agreed in writing.

Please note that only the prior booked number of guests are allowed to stay overnight. Breaching this or any other  of our conditions in our T&Cs will incur extra charges and you may be asked to leave without a refund.

1. 1. 18. Safety and Code of Conduct 

           • We are a meadow site and there are natural streams and dykes on two sides. We also support eco/wildlife corridors surrounding the site. We ask that you respect the environment and the local wildlife as well as fellow guests. Please keep noise to a minimum after 10pm as well as external lighting as we support a Dark Skies policy.  

           •  Our site includes natural, uneven, and potentially slippery terrain. Guests are responsible for taking appropriate care when moving around the property, especially in poor weather. 

           •  The site is home to local wildlife. Do not feed animals, leave food outside, or interfere with habitat areas. We are not liable for injury or damage caused by wildlife.

           • Abusive, threatening, or aggressive behaviour towards staff or other guests will result in immediate removal from the site without refund and a ban from the site.

           • Please bring suitable footwear /clothing for use in a field, as well as torches/head torches for moving around in the dark as there is minimum lighting on the site and we do not provide torches.

          • Accompanying adults are responsible for children on the site, and children must be supervised at all times. Do not climb on the wooden fences, and respect Private signs. 

          • Eco Klargester/Septic tank care: Only provided toilet paper may be used in toilets. No wipes, sanitary items, nappies, or other materials may be flushed. Misuse resulting in blockage may incur charges.

      19.   Noise & Disturbance                                                                                                                                                                                                                         •  Music or amplified sound is not permitted outdoors at any time. Persistent loud noise, parties, or disruptive behaviour will result in immediate removal from the site without refund.                                                                                                                                                                                                                        

      20. Fire Safety & Cooking Safety 

          •  Cooking inside cabins must only be done using the provided kitchen appliances. No open flames, candles, or additional cooking devices are allowed indoors.  Please ensure that all electric devices are switched off on leaving the cabin and never on left unattended.

      21. Photography / Social Media Restrictions

          •Please respect the privacy of other guests. Filming or photography of other cabins or guests is not permitted without consent.