Refund, cancellation and amendment policy

We recommend that you take out enough travel insurance to cover you for your total stay, INCLUDING CANCELLATION COVER.

We would be very sorry to hear of your need to cancel your arrangements and will happily discuss alternatives with you. Should you wish to cancel your holiday, you will be charged the appropriate cancellation fee as per the below. By making a booking, you agree that this refund, cancellation and amendment policy will apply to your booking. All refunds, cancellations and amendments will be dealt with in line with this policy. When we refer to “you” or “your”, we mean the camper – the person making the reservation.

Provisional Bookings will be help for 5 days at which point unless a deposit payment has been made reservations will be automatically cancelled.

Amendments, Cancellations and refunds.

We recommend that you take out enough travel insurance to cover you for your total stay, INCLUDING CANCELLATION COVER.

Amendments to existing bookings will incur an amendments charge of £12.00

If you want to amend your booking, you must notify Baxby Manor as soon as possible. Subject to availability, amendments to your booking can be made up to three days before your arrival at the Site. Amendments to bookings are subject to availability and a £12 per booking administration fee. Your admin fee will be waived if the overall cost of your booking increases due to the amendment made. If you wish to transfer your booking to another location and/or date, we will use our reasonable endeavours to satisfy your request wherever possible subject to availability and payment of the correct fees. Transferred dates must be within the same booking season. Should a travel ban be implemented, guests should claim any refunds or costs against their travel insurance.

We are not liable for refunds or expenses you incur in the event we are prevented from fulfilling your Booking as a result of circumstances beyond our control. Such circumstances shall include (but not be limited to) war, terrorism, riots or civil unrest, industrial action, flooding, natural disaster, epidemics, health risks or such similar events (“Force Majeure”). We recommend that you have adequate holiday insurance in place to cover this.

i) The reservation may be cancelled at any time by the visitor. If a cancellation occurs the following refund policy applies:

Cancellation up to 28 days beforehand – 100% refund

Cancellation between 27 and 14 days beforehand – If full balance has been paid 50% will be refunded, if deposit ONLY has been paid there will be no refund The Hideaway will retain the deposit.

Cancellation in last 13 days – no refund

ii) Refunds cannot be given in the event of leaving due to inclement weather or the decision to cut short a holiday which has been previously paid for.

iii) In the event of severe weather, the need to evacuate the site or if the pitch becomes unusable, inaccessible or unavailable due to circumstances beyond the visitor’s control either prior to or during a stay, a full refund will be offered, this decision will be made by the site manager.

iv) If you do not turn up when you have made a booking, by 11pm on the first day of the booking (without letting the site know), we will treat you as having cancelled the booking and you will not be entitled to a refund. Note: If you believe that your arrival will be delayed beyond 8pm it is important that you call us in order that the we can ensure there is someone available to greet you on arrival.

v) If you leave the site early for any reason (including the weather, unless we class the conditions as being too severe to camp), or you leave early without giving a reason, we will keep any unused fees and you will not be entitled to a refund.

vi) If adverse circumstances, for example flooding, result in the Proprietor cancelling your booking at any time, a full refund of your deposit or unused camping fees will be made. If the site needs evacuating in an emergency situation and there is insufficient time to process a refund on site, you will be contacted as soon as possible after the evacuation in order for the refund to be arranged.

vii) Making amendments (changes) to advance bookings. You can make any amendments to your booking either through the internet or the directly with the site, as long as more than 14 days’ notice before the date your booking is due to start is given. If you want to make amendments 14 days or less before your booking starts, you must contact the site direct. Whether it can meet your needs depends on site-specific considerations, such as pitch availability. This applies only to making amendments to an existing booking. You cannot completely change the dates you booked, as this would constitute a ’cancellation’ with less than 14 days’ notice, and any new dates as a completely separate booking.

Admission to the site is at the discretion of the Proprietor or, in their absence, another staff member. We let the pitch, tent or Ecopod to you with the expectation that you will follow the usual customs of good camping, and with due regard to the comfort, health and safety of yourself and others. We reserve the right to ask you to leave at any point of your stay if the behaviour of any member of your party is unacceptable to us and no refund of monies will be paid.

Please note that we can not accept bookings from persons under the age of 18 unless they are going to be accompanied by an adult for the duration of their stay.

Events beyond our control
Unless we say otherwise in these booking conditions, unfortunately we will not be legally responsible for any compensation if we are prevented from carrying out our responsibilities under this contract as a result of events beyond our control. This means an event we could not, even with all due care, avoid, including:

o strike, lock-out or labour dispute;
o natural disaster;
o acts of terrorism, war, riot or civil commotion;
o malicious damage;
o keeping to any law or governmental order, rule, regulation or direction, including advice from the foreign office to avoid or leave a country;
o accident;
o breakdown of equipment or machinery;
o insolvency or bankruptcy of service provider;
o fire, flood, snow or storm;
o difficulty or increased cost in getting workers, goods or transport; and
o other circumstances affecting the supply of goods or services.

Vehicles

Vehicles on site must have a current and valid road fund licence and insurance. Drivers of vehicles, including motorcycles, must hold a full current driving licence to drive on site.

Sleeping in private cars or vans with side and rear windows may be allowed on the site, at the discretion of the management, provided the vehicle has specially designed internal sleeping accommodation such as fully reclining seats and fitted curtains. A tent attachment for changing purposes must be erected. Intention to use this arrangement must be made clear on booking.

Vehicle movement is prohibited between 11pm and 7am.

All cycles should have appropriate lighting if used at a time when it would be required.

Essential repairs can be carried out so that an unserviceable vehicle can leave site, however, general maintenance and servicing is not allowed.

Vehicle and/or unit washing, is not allowed.

Drivers, motorcyclists and cyclists are required to adhere to the Site’s 5mph speed limit.

*DISCLAIMER*
Vehicles and their contents are left here entirely at owners or drivers risk. Management do not accept responsibility whatsoever for any loss or damage to vehicles or their contents either on site or on any land of Baxby Manor, including the access routes.

Trading

i) Touting and commercial advertising is not allowed, no advertising notices should be displayed on a unit.

ii) Trading is not allowed on site, unless agreed with a member of the Site team.

iii) A firm’s car or van, which has the firm’s name and description on the sides, is acceptable at sites.

Recreation
i) Please be considerate of other campers when playing Ball games, Frisbee, cricket, etc.

ii) For safety reasons the flying of model aircraft and kites is prohibited.

Noise/Music

i) Noise must be kept to a reasonable level at all times so as not to disturb the enjoyment of others. Please keep noise to a minimum after 10p.m. quiet after 11pm and, if rising early, remember that others may not be such early birds.

Due to feedback from other campers we ask that you please keep all MUSIC personal, i.e. wear headphones. Please do not play music on speakers in or around your tent. Although you may wish to play music very quietly in your tent/van chances are that it can still be heard by your neighbour and we do not all have the same taste in music…!

ii) The Site is closed from 11pm to 7am during which time noise should be kept to a minimum and no vehicle movements are permitted.

iii) Generators may be used at the discretion of the Site Manager who will advise of the most appropriate running times. Customers may be asked to refrain from using them if they cause a disturbance.

Sanitation

i) Servicing chemical toilets must only be done at a Chemical Disposal Point, using water from that source.

ii) To avoid damage to our sewerage system we ask Customers to use only biodegradable chemical fluids that do not affect the natural bacterial balance within the system.

iii. Rubbish should be recycled wherever possible. Recycling facilities are available on site

Children and Safety on site

It is the responsibility of parents and guardians to ensure children are supervised at all times whilst on site and around the adjacent stream and disused railway embankment. The stream that runs parallel to the site is un-fenced, has steep banks and deep pools of over 4 feet in places. The disused railway embankment running parallel on the other side of the site has steep and unguarded bridges and drop-offs. Children are not the responsibility of The Hideaway@Baxby Manor and can not be held responsible or in any way to blame should any harm befall them or anyone else in your party.

Special consideration should be given to the use of toilet blocks. Please strike a balance between their enjoyment and that of others.

Pets

Pets are welcome by prior arrangement but the Owners are responsible for the behaviour of their animals.

Due to the abundant wildlife at The Hideaway no more than 1 dog per pitch is allowed. No dogs in the Sanctuary. Dogs must not be left unattended at any time

We do not allow on site any breed of dog listed under the Dangerous Dogs act 1991.

No animal is allowed to be loose on site or on footpaths through our land and must be kept on a lead no longer than 2m.

Proprietary pet cages are only allowed within the confines of the unit including an awning.

Pets should be exercised off site.

Owners must ensure that their pets do not foul the site and are responsible for cleaning up after them.

If it is deemed a pet is creating a nuisance or causing disturbance to others, their owner will be asked to remove them from site.

With the exception of guide dogs, pets are not allowed in the toilet block or other buildings.

Fire

Fire points are located around the site, please familiarise yourself with your nearest point. There is a non-smoking policy in all site buildings.

i) Barbecues must be purpose-built and portable, standing clear of the ground or inside the fire pits. There must be no possibility of damage to the grass outside of fire pits. Only fuels for specific use on barbecues should be used.

ii) Camp-fires are not permitted other than in the fire rings provided. Wood is available to buy on site, scavenging for wood anywhere on the farm is prohibited.

iii}Cutting or damaging trees and other vegetation is strictly prohibited and the natural conditions are not to be disturbed. This includes tying ropes to, or driving nail into trees.

Complaints

Any cause for complaint must in the first instance be addressed with a member of staff.

Payment methods

Payment can be made online via our website, via BACS or PayPal. Details of these can be found in our FAQ’s section. Cheques to be made payable to ‘The Hideaway at Baxby Manor Ltd’.

Credit/Debit and AMEX Cards are accepted.

Deposits

A minimum deposit of 50% per pitch is required for bookings made via this website.

Hobbit House and Ecopod bookings

A minimum of 2 nights over a weekend (Friday/Saturday). A £30 returnable damage deposit per Ecopod booking and a £50 per Hobbit House booking is payable upon booking. This will be returned within 7 to 10 days of departure. (Please call us if this has not been returned within this time).

It is up to you Customers to check on arrival the Hobbit House/Ecopod and its contents for any damage and inform The Hideaway of any damage within 1 hour of your arrival, if after one hour of your arrival no issues/damage has been reported The Hideaway will assume any damage/breakage’s found upon or up to 24 hrs after your departure have been caused by the Customer and the Customer could lose part/all of their damage deposit.

Day Visitors

Prior arrangement only. In the interests of security, day visitors must report to Reception. Entry and the subsequent parking will be at The Hideaway’s discretion and only allowed when visiting a guest at the Hideaway for which there is a charge of £5 per car.

Car Parking

There is limited parking in designated parking areas for one car per pitch. Extra cars will be charged at £5 per night.

Checking In.

Pitches are available from 2pm on the day of arrival. Check-in prior to 2pm is NOT possible.

On arrival Customers should call at reception to make contact with a member of staff and pay any outstanding pitch fees. In the event of poor ground conditions a pitch may not be available. The site manager will endeavour to advise the customer in advance should this occur but no responsibility can be accepted if this is not possible.

On arrival, the pitch you chose when making your booking may not be available for reasons beyond our control however an alterantive(s) of the type you have booked will be offered. The staff member will do their best to accommodate preferences, however, management and safety issues also have to be met. Customers are therefore required to abide by the guidance given when pitching.

The Customer will be directed to their pitch by a member of staff.

Customers must familiarise themselves with the site’s fire regulations and fire fighting equipment and its location as soon as they arrive on site.

Your Pitch

You must pitch as directed by the staff, and not encroach upon any other pitches in consideration of fire, risk limitation, safety and access. If you pitch outside the boundaries of you pitch or your unit is judged to pose a risk to the safety, privacy and comfort of others, you will be asked to move.

When booking online The Customer must have chosen a pitch that can safely accommodate their tent/unit, (plus any ancillary equipment you intend to use during your stay; awning, pup tent, toilet tent etc). If on arrival it transpires this can not be done a member of staff will, if available, offer an alternative pitch. If The Customer has reserved a pitch that cannot accommodate their unit and there are no alternatives The Customer will not be permittted to stay and no refunds will be offered.

Customers are advised that requirements for disabled guests should be discussed with the Site prior to booking to check for availability that can meet both the needs and expectations.

The six metre rule must be observed: Units excluding guy ropes must be 6m apart from adjacent units.

It is a requirement that the unit (along with any ancillary equipment) fits within the confines of the pitch whilst maintaining the 6m rule. If this cannot be achieved you may be required to purchase an additional pitch (if available) or remove the ancillary equipment.

All loose equipment needs to be stored within the confines of your unit.

It is the responsibility of Customers to ensure the mains electrical cable from the hook-up point to their unit and the unit’s installation are safe. All units should be protected by a residual current device (RCD). For tent campers, this should be incorporated into a purpose-made mains supply unit designed for tent camping conditions.

In certain circumstances Customers may be required to change pitch or take down gazebos or awnings during their stay. If this is required a full explanation will be offered and a member of staff will advise accordingly. The owners reserve the right to charge for an additional pitch for extra large tents or gazebos/pup tents and extra persons.

The transfer or sub-letting of pitches is not allowed.

Prior consent must be obtained by the Customer, from a member of the site staff if they intend leaving their unit unoccupied over night. A current, contactable mobile phone number should be left with the site staff.

Checking out

Pitches/units should be vacated by 11am on the day of departure.

Pitches/Pods/Hobbit Houses should be left clean and tidy and “As Found” on departure.

If a customer leaves a unit or any other property on the site without paying or prior arrangement, the Site Proprietor shall be entitled to make such arrangements as he may deem fit for the removal or storage of such property. The expense of such storage or removal shall be charged to the Customer. In the event of the Customer failing to pay such an account within 14 days of an account being rendered, then the Proprietor may make such further arrangements as he may deem fit to dispose of the property to reimburse himself for out-of-pocket expenses and to recover any unpaid fees due.

Late Check Out

Due to being a small family-run business we are unable to facilitate late check outs.

Responsibility

The Proprietor accepts no responsibility whatsoever for loss or damage to persons or property arising out of the use of the site or its facilities. The management shall not be liable for any loss, damage or theft from or to a vehicle or hire unit

Lost Property

All items of lost property will be retained for one calendar month.

Items not claimed after this period will be donated to a local charity or church close to the site, this includes any monies.

Any items that are not of use to any of the local charities will be disposed of.

Anything where the owner is readily identifiable will be either directly returned to the owner if still on site or contacted by phone if possible.

Owners are responsible for the cost of reclaiming their goods. The following items are excluded from this policy:
Credit or Debit cards. Reported to the card issuer. The card issuer will then advise what further action is necessary.
Items where there is any suspicion of danger to employees or to the public. The police will be contacted immediately in such circumstances for advice.
Any item that has clearly been abandoned.
Where items of property are claimed the claimant should be expected to provide a description of the items lost. The claimant must sign for all items claimed and record their full name and address.

Campfire Safety

Terms and conditions for Rufus’s Roost Treehouse