In these terms and conditions:
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“Accommodation” means a tent and / or caravan and / or campervan and / or motorhome and the pitch booked for use.
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“Site” means the defined area at the smallholding for camping use.
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“Site Rules” means the rules in force at Oakwell Farm.
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“you” or “your” means the person named in the booking confirmation.
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“we”, “us”, or “our” means the owners and staff at Oakwell Farm, Lincolnshire, UK.
1) Your Booking
1.1. We reserve the right to accept or decline bookings entirely at our discretion.
1.2. Your contract with us will begin when we issue you with your booking confirmation. Your contract with us will be on the terms set out in these terms and conditions.
1.3. All bookings are formally confirmed when we issue you with your booking confirmation. Your booking confirmation will set out the Accommodation you have booked, the dates of your booking, the number of guests and the total amount paid for your booking. We will issue you with your booking confirmation by email or, if requested, by post.
1.4. You, as the person making the booking, will be responsible for all members of your party. You, as the person in charge of your party, must be at least 18 years old at the time of booking.
1.5. Children under the age of 18 must be accompanied by an adult.
1.6. We can only discuss your bookings (including any changes) with you, we cannot discuss the booking with another member of your party unless you give express consent for us to do so.
2) Paying for your accommodation
2.1 You must pay us the total amount payable for your booking before being shown to your Accommodation.
2.2 We will accept payment via card, both online and in person, for your booking. You may also pay in cash, however as we operate on a mostly cashless basis, you must let us know beforehand or endeavour to bring the full amount as we do not keep a float of cash. Cheques are not accepted.
2.3 Promotional offers will only be applied if they are valid and quoted at the time of booking. Promotional offers cannot be combined, nor can they be used retrospectively to apply to existing bookings. Invalid vouchers/codes/coupons will be highlighted at the time of booking and therefore will not be applied. Vouchers with a use by date may be used for dates within 12 months of code expiry.
2.4 Where bookings are not paid for in full online, we will remind you of the remainder to pay 21 working days before your stay where applicable. This is a courtesy to avoid surprises when you arrive at the site and are asked to pay for the remainder. See Section 4 for our cancellation policy.
3) Pricing our Accommodation
3.1. We regularly review and amend the prices we charge for our Accommodation. Any pricing information shown in past social media posts, newsletters or passed through word of mouth does not take precedence over current pricing structures. For the most up to date pricing information please check our booking page or contact us. We will confirm the price of your Accommodation at the time you make your booking and in your booking confirmation.
3.2. All prices given by telephone, email, or on our website relating to the Site are accurate at the time they are given and/or the time period quoted for.
3.3. All prices given on our website or on the phone are for the Accommodation only. Additions are offered where available as optional extras during the online booking process. It is your responsibility to ensure you are aware whether additional services are offered on a pitch or per person basis, as during busy times of the year we are only able to offer these additional services when booked in advance of your stay.
4) If you want to cancel your booking
4.1. Your contract with us is a contract for the provision of leisure Accommodation on a specific date or dates and this means that you do not have a statutory right to change your mind and cancel the contract. We do, however, offer you the right to cancel your contract subject to the provisions of this Section 4.
4.2. If you wish to cancel a confirmed booking you must contact the Site directly by telephone, text or email as soon as possible quoting your booking reference. Messages via social media may not be picked up and we do not accept cancellation through these channels. Your booking will be cancelled with effect from the day we receive your telephone call, text or email and will be subject to the cancellation procedure set out in 4.3 below.
4.3. Our cancellation procedure ensures that our campsite is utilised to it's fullest extent and we request that where possible you cancel your booking 14 working days in advance of your stay. This allows us time to fill or partially fill your cancelled booking. Cancelling outside of the 14 day period allows us to refund payments and partial payments made to us. If your cancellation falls within 14 working days of the start of your stay, we will not be able to offer you a full refund. Partial refunds, postponed bookings, or voucher codes for cancellations within this time period are offered at the discretion of Oakwell Farm.
4.4. If you cancel your booking after the start of your stay, we will not issue any refund for any remaining nights of your booking. To clarify, this includes where you cancel your booking for any reason outside of your reasonable control, including without limitation, inclement weather and illness. We strongly recommend you take out holiday insurance to compensate you in these circumstances.
5) If you want to change your booking
5.1. If you want to change any detail of your confirmed booking you must let the Site know directly by telephone, text, or by email quoting your booking reference as soon as possible. This includes details such as the number of pitches, the number of guests, the size of your Accommodation.
5.2. Whilst we will do our best to accommodate you, we cannot guarantee that we will be able to meet any request for changes.
5.3. If we do change your booking, you will be charged an administration fee of £5 to cover the costs we incur in making the change to your booking. You must also pay us any additional Accommodation costs due as a result of the change – we will confirm the amount of any additional Accommodation costs due at the time we change your booking. If your Accommodation costs are lower as a result of the change, we’ll refund you the difference at the time we change your booking, after deducting the administration fee referred to above.
5.4. Additional services can be added or removed from booking with 7 working days notice from the start of your stay. Additional services may not be removed with less than 7 working days notice from the start of your stay at the discretion of the Site, due to time constraints and costs associated with having certain services ready for your stay; for example, if you have paid for a communal cookout, we will not be able to refund this service as ingredients are purchased based on bookings.
6) If we need to change or cancel your booking
6.1. We do not expect to have to make changes to your booking, however sometimes problems occur, and bookings have to be changed or cancelled. We will only change or cancel your booking:
6.1.1. if necessary to perform or complete essential remedial or refurbishment works; or
6.1.2. for other reasons unforeseen at the time you made your booking which are beyond our reasonable control. This may include occasions where the Accommodation becomes inaccessible due to a Meteorological Office Severe Weather Warning or other severe weather event.
6.2. If we do need to change or cancel your booking for the reason set out in Section 6.1.1, we will do our best to offer you a suitable alternative booking. If we’re not able to offer you a suitable alternative, or if you don’t accept the alternative we offer, the booking will be deemed cancelled and we will refund you the total amount you have paid us for the booking.
6.3. If we do need to change or cancel your booking for the reasons set out in Section 6.1.1, we will only be responsible for foreseeable losses that you suffer as a result of that change or cancellation and we will not be responsible for any unforeseeable losses you suffer as a result of that change or cancellation. A loss is foreseeable if it is an obvious consequence of our change or cancellation of your booking or if it was contemplated by you and us at the time we entered into this contract.
6.4. If we do need to change or cancel your booking in line with 6.1.2 because it becomes impossible to deliver the booking due unforeseen events beyond our reasonable control, we’ll do our best to offer you a suitable alternative booking for either the same dates or alternative dates. If you don’t accept the alternative we offer, the booking will be deemed cancelled and no refund of any amounts paid will be offered.
6.5. It is a condition of your booking that you obtain appropriate travel insurance for all members of your group. This should ideally cover illness, cancellation and injuries during your stay.
7) Special Requests and Additional needs
7.1. Special requests must be requested at the time of booking and no later than 14 days prior to the start of your stay. Whilst we will do our best to accommodate you, we cannot guarantee that we will be able to meet any request.
7.2 Additional needs relating to disabilities and special needs will be accommodated where possible. We welcome all and aim to make Oakwell Farm accessible to all. We request that you provide advance notice of accessibility requirements as soon as possible so that we can make your stay comfortable. As a small, new business, we want to build a campsite to cater for all, and appreciate any feedback or input.
7.3 Dietary requirements for communal cookouts or other culinary events must be communicated to Oakwell Farm at the time of booking or 14 working days prior to the start of your stay. This is so that we can ensure all dietary needs are catered for. Where we feel we cannot accommodate a dietary requirement or need we will inform and refund you. As food at our communal cookouts is largely prepared and cooked outside, we cannot guarantee food is free from certain allergens and may be unable to serve people with certain sensitivities or allergies. This is to protect our campers and ensure their safety.
8) Group Bookings
8.1. Group bookings can only be accepted from organised groups. Bookings for all groups, including large family or friend groups, must be notified to us and approved by us at the time of booking. The Site is unlikely to be suitable for hen or stag do's, or celebrations. If you want to use the Site for such a group, you must contact us and tell us prior to booking and obtain our prior agreement to any such use.
8.2. Group bookings of multiple pitches may only be made by telephoning or emailing Oakwell Farm. This helps us ensure groups are kept together.
8.3. Our Site has different rules and practical requirements for group bookings, which will be otherwise communicated to you via email. Please ensure that you understand these rules and practical requirements before making any group booking.
8.4. Please note that if you fail to comply with our rules on group bookings as set out in this Section 8 we may need to exercise our rights under Section 13 (“Our right to evict”).
9) Visitor standards and Behaviour
9.1. Site Rules are available on the section of our website relating to Terms and Conditions and are provided in a link alongside your booking confirmation email. You will also be provided with Site Rules on arrival at the Site. Site Rules contain important information about your stay with us. Please ensure that you and your party read the Site Rules carefully prior to booking and again on arrival.
9.2. Each Accommodation has an area as defined on the pitch size/type when booking. You must ensure that you select the correct pitch size for your tent/caravan/campervan as overlap with other pitches will not be tolerated. You will be charged additionally if your tent/caravan/campervan and car encroaches on another pitch, or otherwise impedes or obstructs workings of the Site.
9.3. No pegs to be buried fully into the ground, as the Site is used for grazing during the off season. Both metal and plastic pegs can cause injury or damage to animals and machinery, and it is your responsibility to ensure they are removed.
9.4. You must only use the Accommodation for the purposes of your holiday. You must not use the Accommodation for any other purpose, including without limitation for any business purposes, without our prior written consent.
9.5. You must keep the Accommodation and any contents clean and tidy and leave them in the same condition as when you arrived. This includes removal of rubbish.
9.6. You must not use the Accommodation, or allow it to be used, for any dangerous, offensive, noisy, illegal or immoral activities. You must not cause any nuisance or annoyance to any neighbours or anyone else during your stay.
9.7. We ask that you refrain from smoking whilst staying at the Site. Please note smoking includes use of vapours and/or e-cigarettes. If you do smoke, please do so away from tents/caravans/campervans, groups of people, flammable materials, and animals. Disposal of non degradable cigarette butts is your responsibility and we recommend, as with other general waste, you take non recycling or biodegradable waste home with you. During times of high fire risk, sustained hot weather, or drought, smoking may be banned on Site at the discretion of Oakwell Farm. The use of candles, tea-lights, fireworks or Chinese lanterns is not permitted.
9.8. You and your party may only use a barbeque on Site if it is placed outside and raised off the ground - bricks can be requested to act as spacers. You and your party must not use barbeques, gas stoves, or other naked flames and cooking equipment inside any tent. Site BBQs and firepits should be used with care and caution and may be withdrawn from use at the discretion of Oakwell Farm. Firepits may only be stocked with suitable material such as seasoned wood and paper - plastics, rubbish, and other non-biodegradable items are not permitted in the firepits.
9.9. Dogs are permitted. You must tell us at the time of booking if you wish to bring a dog. Dogs must be kept on leads or tethers when not inside the Accommodation. Free running of dogs is not allowed at the Site as it puts the safety and health of other animals at risk, including other camper's dogs, farm animals, and wildlife.
9.10. Flying of drones at the Site is not permitted without arrangement prior to your stay and is at the discretion of Oakwell Farm.
9.11. The use and storage of firearms or weapons is not permitted in any part of the Accommodation or in cars parked at the Accommodation.
9.12. Please note that if you do not comply with the standards and behaviours set out in this Section 9 we may need to exercise our rights under Section 13 (“Our right to evict”).
10) Maximum Occupancy for your accommodation
10.1. You must ensure that the maximum number of persons occupying the Accommodation does not exceed the maximum occupancy limits set out on our website and in the Site Rules. For the purposes of occupancy limits a child over the age of 2 is considered an occupant.
10.2. We set maximum occupancy limits in line with the facilities, space and equipment available at the Site and to comply with applicable health and safety and regulatory requirements. As such, we reserve the right to require you to leave the Site (without any compensation or refund) if you exceed the maximum occupancy limits as described in this Section 10.
11) Damage whilst staying on site
11.1. If you discover that anything is missing or damaged within our services, including toilet, shower, washing up facilities, and drinking water tap, please let us know as soon as possible.
11.2. You will be responsible for the cost of any damage to the services or its contents caused by you or by any member of your party or animal brought with you, including toilet, shower, washing up facilities, and drinking water tap. You are also responsible for damages to property not included as part of the Site should you choose to access areas that are off limits to campers and the public.
12) Complaints Procedure
12.1. We take care to ensure that our Accommodation and Site are of the expected standard reflected in the information we provide you with on this website. However, if you have any problems with your Accommodation or Site, please contact the onsite staff immediately and give us the opportunity to resolve it.
12.2. If you have an unresolved complaint, or did not raise an issue at the time of your stay, please contact us at oakwellfarmuk@gmail.com .
12.3 In considering any complaint, we’ll take into account whether we have been given the opportunity to investigate it and put matters right as detailed in section 12.1.
12.4. Please note that we will not tolerate any written, verbal or physical abuse towards any of our staff.
13) Our right to evict
13.1. We may terminate our contract with you and ask you to leave your Accommodation and the Site immediately (without any compensation being payable) if:
13.1.1. we consider that you or your party have committed a serious breach of these terms and conditions;
13.1.2. we consider that your or your party’s behaviour endangers the safety of our visitors or staff;
13.1.3. any complaints are made of anti-social or unacceptable behaviour against you or your party;
13.1.4. you or your party cause an unreasonable amount of damage to the property or its contents; or
13.1.5. you exceed the maximum occupancy limit for your Accommodation.
14) Oakwell Farm and Our Liability to you
14.1. If we fail to comply with these terms, we are responsible for loss or damage you suffer that is foreseeable as a result of our breach of these terms and conditions or our negligence, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if it is an obvious consequence of our breach or if it was contemplated by you and us at the time we entered into this contract.
14.1.1. Nothing in these terms and conditions is intended to limit our liability for:
14.1.2. death or personal injury caused by our negligence;
14.1.3. fraud or fraudulent misrepresentation on our part; or
14.1.4. any breach of the terms implied by Section 10, 11 and 13 of the Consumer Rights Act 2015.
14.2. Nothing in these terms will affect your legal rights in respect of your booking. For a fuller explanation of your legal rights please visit the Citizens Advice website www.adviceguide.org.uk or call 03454 040506.
15) Events beyond our control
15.1. We will not be responsible for any failure to perform our obligations under these terms and conditions that is caused by an event outside our control.
15.2. An event outside our control means any act or event that is beyond our reasonable control, including without limitation severe weather event, drought, fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster, strikes or industrial action by third parties, terrorist attack or threat of terrorist attack, war or threat of war, civil commotion, riot, invasion, or failure of public or private telecommunications networks.
16) Information about your stay
16.1. Your check-in and departure times will be set out in your booking confirmation/Site Rules. If you do not leave the Accommodation by the required departure time we reserve the right to charge you a late checkout fee to cover any costs we incur.
16.2. If you believe you have left any of your possessions behind at your Accommodation, please contact us as soon as possible. We reserve the right to charge you for any delivery costs that we incur in relation to your lost property. We charge standard Royal Mail delivery up to 2kgs in the UK to return your items to you. If a request to return your items deviates from these conditions, then we reserve the right to charge you any additional costs. Where possible, we’ll hold all lost property for three months, after which it will be disposed of. Perishables will be disposed of immediately and are therefore unreturnable. In addition, we will only be able to return items permissible by Royal Mail.
16.3.Our Site is situated in a rural area and it is important that you and your party do not interrupt or endanger the livelihood of those working at the property or on the surrounding land.
16.4. Bats and other wildlife may be present at our Site. We request that wildlife and other animals are not interfered. Any disturbance caused by wildlife should be reported to us immediately and reasonable steps will then be taken to assist. Please remember that in particular bats are a protected species and it is illegal to interfere with them or their habitat.
16.5. Livestock including, but not limited to, horses, chickens, and cows reside either on Oakwell Farm or nearby. It is crucial that to keep these animals healthy and happy they are not fed by you or your party. In particular we have horses in our care whose diets are carefully managed to ensure that ongoing health problems are kept in check. Whilst the chickens can eat almost anything, we do not wish to encourage them to run riot bothering campers for scraps of food. We will not tolerate the purposeful scaring or chasing of animals by any child, adult, or dog - repeat offenders will be asked to leave the Site.
17) The full agreement
17.1. This agreement constitutes the entire agreement between you and us and supersedes and extinguishes all previous promises, representations and undertakings.
17.2. No one other than a party to this contract shall have any right to enforce any of its terms.
18) Data Protection
18.1. We will process your personal data provided as part of this activity in order to communicate with you about your booking and, from time to time, request feedback which will enable us to improve your future experience with Oakwell Farm.
18.2. If you wish to change the way we communicate with you at any time, including removal from mailing or newsletter lists, you can do so by contacting us at oakwellfarmuk@gmail.com .
19) Governing Law
19.1. These terms and conditions are governed by English law. You and we both agree to submit to the exclusive jurisdiction of the English courts.