Terms and Conditions and Privacy Policy

THE COMPANY

is Freespirit Glamping Ltd trading as Freespirit Glamping.

THE HIRER

is the person hiring the equipment from the Company and whose name appears on the booking form. The Hirer must be at least 21 years of age.  As hirer, you are also responsible for all the other units that are part of your booking.

PAYMENTS AND CANCELLATIONS

Bookings through our website requires a 50% deposit to book your holiday and the remaining balance needs to be paid at least 6 WEEKS before your holiday.

All cancellations are subject to our standard terms and conditions which are the following: 

If your cancellation is 6 weeks or more before the first day of your stay, we can offer a full refund.

If you cancel 4-6 weeks before the first day of your stay, a full refund minus your deposit is offered.  For cancellations 28 days or less from the first day of your stay, there will be no refund offered.  In some cases we may be able to offer you a transfer of dates, subject to availability AND us being able to successfully rebook your original date with another customer.  We reserve the right to apply a £25 admin charge in such circumstances. 

COVID-RELATED CANCELLATIONS

We encourage all guests to get travel insurance to cover the cost of your holiday in the event that you need to cancel due to any covid-related circumstances, including but not limited to self-isolation, positive test results, local or national lockdowns or contact-tracing notifications.  The Company and it's owners will not reimburse or rebook customers that cancel due to the above, you will unfortately lose your money unless you are covered by insurance you have taken out.

DAMAGES DEPOSIT / PRE-AUTHORISATION

We are not currently taking the £100 damage deposit, but we reserve the right to charge your card for any damages or excess cleaning required after your stay. Any damage caused or any excessive cleaning required, will be charged to the hirer. An itemised bill will be sent to you. We also reserve reserve the right to pre-authorise (place a hold) on your card equal to the damages deposit (£100) for the week of your stay, the hold will automatically be released within 7 days should no losses or damagaes have occurred.  We reserve the right to reinstate the damages deposit at any time in the future.

LOSS OR DAMAGE 

The Hirer must be satisfied with the equipment before use and should notify the Company of any miscounts or unacceptable equipment before use. Once you (the hirer) are checked in, you will be deemed to have accepted the hire and you become responsible for looking after the tent, the contents and all equipment associated with your stay, including but not limited to, the bbq, fire equipement, cooking pod/log store and your toilet/shower unit, tables/chairs/benches and the space around your tent/garden area.

You are responsible for any damage or loss to all items associated with your stay and you are required to notify us immediately any damage occurs, no matter how small it may seem. You are provided with the telephone numbers of the proprieters in your welcome emails, along with access to our messaging system. Where there is damage to the structure of the accommodation or other structures that are part of your stay, we expect you to contact us by telephone immediately to enable us to take remedial action to protect our assets from further damage or water ingress.

The Company is entitled to make charges up to £100 in value and debit that from your payment method or deduct it from your deposit/pre-authorisation if one has been paid.  We will always communicate with you when doing this and explain our reasoning.  Charges will be fair and proportionate to the loss or damage caused. In the case of damage to the tent such as making holes in the canvas, doors or floor, especially if the tent is then not usable for future customers, we may look at recovering further costs proportionate to our costs and losses.

If you (the Hirer) lose or take home the electronic gate fob provided at check-in, we will make a charge of £70 to cover a replacement fob, this will be in addition to any other loss/damage/excess cleaning charges that may apply to your stay.

THE HIRER’S RESPONSIBILITY

It is the Hirer's responsibility to look after all equipment that forms part of your hire and to ensure your tent, garden area and shower/toilet unit are left in a clean and tidy condition when you depart and to look after all equipment that is part of your hire, notifying us of any losses or damages as outlined above.  Barbeque equipment or open fires outside are placed a minimum of 7 metres from the tent and must NOT be moved by the hirer and must not left unattended whilst in use.  All rubbish must be placed in the designated bins and separated for recycling where necessary.

Disposable BBQs are NOT permitted anywhere on site and any guest found using one will be charged a £10 disposal fee.

EXCESS CLEANING

We expect you to come on holiday and have a great time whilst you are with us, we go to great lengths to ensure everything is cleaned to a high standard and expect you to leave the tent and all equipment that forms part of your hire in a clean and tidy condition when you depart.  Should we find excessive mess, rubbish, sweets, wrappers, make-up marks, dirty washing-up or other other items in the tents, we reserve the right to make an excess cleaning charge of £25.

We also expect our composting toilets to be used in line with the instructions provided at check-in and in the units themselves.  Should we find sawdust in the urine separators or all over the floor, or urine in the composting buckets, we reserve the right to charge an excess cleaning charge of £25.

In both cases we will notify the hirer of this and provide photographic evidence as needed, if it is possible to do so.

DELAY OR FAILURE BY THE COMPANY TO COMPLETE THE CONTRACT

In the unfortunate event that we have to cancel your hire or camping event due to Force Majeure, including high winds we will offer you a different date with the same package, amount of guests and tents. 

LIMITATION OF LIABILITY OF THE COMPANY

No cooking or use of gas appliances of any kind should be used inside the Company’s tents. The Hirer is responsible for any damage and loss caused to the equipment regardless of culpability, and the Hirer will be liable for all costs associated with this damage.  No smoking is permitted in the tents or inside any other structure on the premises.

LIABILITY TO THIRD PARTIES

The Company will not be responsible for and the Hirer will indemnify the Company against all claims for the injury to persons or loss or damage to property howsoever caused, unless it be proven that such injury or damage was caused by negligence of the Company. This contract will be governed by the laws of England and Wales and the exclusive jurisdiction of the Courts of England and Wales.  The Company reserves the right to amend their website and terms and conditions at any time, without prior notice, the Hirer’s obligations not being limited to the above. The contract will

be terminated in the event of non-payment, or if there is a breach of the terms and conditions. If any clause is deemed invalid it will not affect the rest of the terms and conditions. 

PRIVACY STATEMENT

Freespirit Glamping Ltd are committed to protecting and respecting your privacy. This statement explains how and when we collect information about you, how we use this information and when and who it may be shared with. It also explains how you can request information held about you. 

Who are we?

Freespirit Glamping Ltd is a glamping holiday business, specialising in family holidays and events.

Any questions relating to this statement, our privacy practices, or a request for your personal information should be addressed to the data protection officer and sent to the following email –bookings@freespiritglamping.com or to the company address 1 Highfield Cottages, Ness Lane, Nunnington YO62 5UZ, 07725 857395

What information do we collect?

Freespirit Glamping Ltd collects information about you as part of our business process and functions. The information normally includes your name, address, telephone number, names of party members, a contact email address, payment arrangement details and special requirements such as those relating to any disability or medical condition which may affect any party member’s holiday or hire arrangements. 

What do we use your information for?

Freespirit Glamping Ltd collects information about you (our guest) to: • Process your booking • Communicate throughout the process of booking and managing your hire or holiday experience. • Carry out our

obligations arising from any contracts entered into by you and us • Seek your views or comments on the services we provide • Notify you of any changes to our services • Send you communications which may be of interest to you, for example, sending you emails or details of future promotions and offers • Analyse and review for marketing purposes of Freespirit Glamping Ltd..

Who do we share your information with?

Freespirit Glamping Ltd. may pass on your personal details to individuals and organisations as part of our business process and functions. This is so that your holiday booking, rental and any travel-related services (if any) may be managed and provided. We keep your information securely and do not share it with third parties other than as outlined in this statement or where permitted by law

How do we treat your information?

All details you give to Freespirit Glamping Ltd at any time will be kept for the period of your booking, holiday and such reasonable period thereafter. We keep your information securely and do not share this information with third parties other than as set out in this statement. Only names, contact details and any booking preferences will be used for marketing purposes unless you are informed otherwise when you provide the information. The companies and third parties to whom we disclose customer details may contact you. If you do not wish to receive any of the

communications set out in this statement, please inform us as soon as possible by letter or e-mail, the details of which are set out above. 

How do I find out more about information rights?

In the first instance, please contact Freespirit Glamping Ltd should you have any query about how your information is being collected, processed and used. The Information Commissioner’s website contains further useful information and advice: www.ico.org.uk.