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Terms and Conditions

Terms and Conditions for Guests, Visitors & Venue Hire to Clophill Eco Lodges

The Clophill Eco Lodges are operated by Clophill Heritage Trust, a charity registered in England. Adjacent to the Eco Lodges is the Old Church of St Mary’s, a scheduled ancient monument, that was the parish church for Clophill until 1858, when the new Church of St Mary’s was built on the High Street in the village. The proceeds from the Eco Lodges are used to maintain this heritage structure and to offer educational and environmental activities for both children and adults.

The following Terms and Conditions are designed for the benefit of both the visitors and the Trust and apply to all bookings made for guests and visitors to the Clophill Eco Lodges. It is important that you read and understand them before making a booking.

The Company enters into this Agreement for all Bookings.

DEFINITIONS    

 

Company, We or Us 

Client 

Booking

 

Contract 

Lodges

Terms 

Website 

    

 

Clophill Heritage Trust whose registered address is Clophill Eco Lodges, Old Church Path, Clophill MK45 4BP.

 

the person or persons using the Company to make a Booking.

 

the Booking for accommodation, functions and/or any other services or items made with the Company.

 

the Booking and these Terms, and any other Terms and conditions stated to apply to the Booking.

 

the premises for which your Booking is made.

 

these Terms and conditions.

 

www.ClophillEcoLodges.co.uk.

BOOKINGS

All Bookings at the Lodges are subject to these Terms. 

 

At the time of Booking or at check-in We will take your credit/debit card details. You thereby authorise the Company to use these card details for any sums that become owing to the Company. We shall also have the right to require full payment in advance or a deposit at the time of Booking. No Booking shall be treated as confirmed until the credit/debit card details and/or payment in advance/deposit described in this paragraph have been provided. 

  

A £200 damage deposit is put through as a pre-authorisation on the card used to make the Booking. This money is not taken from your account, it is purely an authorisation which is released within 48 hours of check out.  If there is damage to rooms or property you will be advised of the details by phone or email within 48 hours of check out and the authorised amount will then be debited from your card. 

Clophill Heritage Trust reserve the right to terminate any guest Booking if any of the above terms & conditions have been compromised in any way.  The guests may be asked to vacate their room/s and the site by a designated date and time. 

CHARGES

The prices displayed on the Website cover the price to stay in a Lodge for a minimum of 2 nights. Clophill Heritage Trust is VAT registered and so VAT at standard rate is added to the goods and services We provide. A minimum length of stay, deposit, cancellation charge and other conditions may apply to certain rates, as specified. Once a rate is selected on the Website, the total for your requested stay shall be displayed on the reservation summary. Prices shall be charged in the local currency of the Company (GBP)

Price Lists for additional items, such as breakfast boxes, are detailed on the Website. Additional requests must be made at least 4 weeks prior to the arrival date.

CHECK-IN/CHECK OUT REQUIREMENTS

In the interests of security and to prevent fraud at the time of booking, guests may be required to confirm their identity by providing their passport/identity card/ driving licence.. If guests are travelling from outside the UK, Ireland or any country in the Commonwealth We are also obliged by law to require guests to provide the number and place of issue of their passport/ identity card and details of their onward destination. These records will be kept for at least 12 months and may be disclosed or made available for inspection by any police officer or as otherwise required by applicable law in connection with the prevention or investigation of crime. 

  

Unless otherwise stated on the Booking confirmation, guests may check-in from 4.00pm on the day of arrival. All rooms that have been secured by credit/debit card or prepaid at the time of Booking will be held until 7.00pm on the scheduled day of arrival unless otherwise agreed directly with the Company. 

  

On the day of departure, We kindly ask guests to vacate their room by 10.00am unless a later departure time is stated as part of your Booking. Late check out after this time can be requested subject to availability and will be charged at the discretion of the Company. 

  

Rooms are subject to maximum occupancy rules set by Us. Any additional guests found in the Lodges will be levied a cleaning and laundry charge of £50. If you would like further details, please contact the Company. 

PAYMENT

We accept the following methods of payment: credit cards (Mastercard/ Visa cards); bank debit cards; BACS.

 

Prior to check-in, We will take a pre-authorisation charge of £200 against damages. This will be released within 72 hours post-departure provided there has been no damage or items removed. If damage or item removal has ocurred, a sum equal to the cost of the damges or items removed will be taken from the damage deposit. Should the cost of any damage or items removed be greater than the sum of £200, the costs will be taken usinng the provided card details. Should we need to charge you for any damage or items removed, we will notify you in advance, using your provided contact details. 

CANCELLATION POLICY AND NO SHOWS

All Bookings require a 30% non-refundable deposit payable at the time of booking to confirm the Booking. 

If less than 1 month prior to the arrivable date, the remaining 70% is payable at the time of booking. If the Booking is made over a month in advance, the remaining 70% is payable 4 weeks prior to the arrival date.

Guests who have paid in full in advance and who cancel up to 4 weeks prior to their arrival date will receive a 50% refund, not including the 30% non-refundable deposit payment. Cancellations made within 4 weeks of the arrival date will receive no refund. If the Booking has not been paid in full, a charge equal to the full Booking amount will be due and taken. 

No shows will be charged in full for their Booking. 

If the Government has to close Us down in line with pandemic restrictions (i.e. Covid-19) or delays our plans to reopen, We will give you a full refund, apart from an administration fee of £20, or We will move your Booking to an alternative available date for free.

GUESTS' PROPERTY

The Company will not be responsible for the theft, loss or damage of any property left in the Lodges or communal areas during the guest's stay.

CHANGES OR CANCELLATION BY THE COMPANY

 

Very occasionally We may need to cancel your Booking. In such circumstances you will be given a full refund but We will have no further liability to you arising out of such cancellation. We will however use reasonable endeavours to try and relocate any confirmed Lodge Booking cancelled by Us to an alternative location similar in standard to the Lodges. 

We do not guarantee that you will be able to stay in a specific room/lodge unless you have booked the Accessible room. 

DAMAGE

 

We reserve the right and you hereby authorise Us to charge your credit or debit card for any damage incurred in your room or on the Lodges site during your stay (including without limitation specialist cleaning) or for any items that are missing when you leave.  On your arrival if you find any items which are damaged or not in a usable state please inform via email at info@clophillecolodges.co.uk as soon as possible.  This will help to avoid misunderstandings when you check out. 

Accidents do happen and We would ask that you notify one of the Eco Lodge team if there has been an incident. This will allow Us to take action if necessary during your stay or after your departure. Any costs will be taken in line with our Payment Policy.

A £200 damage deposit is put through as a pre-authorisation on the card used to book.  This money is not taken from your account it is purely an authorisation which is released within 72 hours of check-out.  If there is damage to rooms or property you will be advised of the details by phone or email within 72 hours of checkout and the authorised amount will then be debited from your card. 

ACCESSIBILITY

 

We do have one room/lodge which is designed for disabled guests and, if applicable, your carer. If you require an accessible room please contact us at the time of booking to inform us of any special requirements. 

ACCESS AND PARKING

We have limited parking on site.  Cars and their contents are left at the owners’/guests’ own risks. We do not accept any responsibility for loss or damage to cars left in the car park. As the access is in a rural situation and by an unmade road it may be unsuitable for some vehicles, particularly those with low ground clearance. If you have any concerns please contact us prior to booking.

 

Please note that there is a 10 mph speed restriction on Old Church Path and that the road is narrow. If you meet a vehicle coming the other way, please pull into one of the passing places if possible. Parking on Old Church Path is not permitted under any circumstance as this also provides access to other properties (including fields). 

EVENTS

 

Please be aware that at certain times of the year the Lodges and the site may be holding events which you may feel will intrude on your stay. Please ask when booking the room to see if this may affect you. 

Bookings for events including weddings are required to pay a 30% non-refundable deposit with the balance due 8 weeks before the date.

For any Wedding or outside event, there is a noise curfew beginning at 11:00PM and running through to 7:00AM. Guest utilising St Mary's Old Church grounds must adhere to this policy. Any guest found in violation of our policy may be fined.

GUEST BEHAVIOUR

We do ask all guests to be aware of noise levels after 10.00pm. The playing of radios or any other electronic devices should be kept to a reasonable level.  No fireworks or pyrotechnics are allowed anywhere on site or the surrounding area.  Guests using the fire pit or fire bucket do so at their own risk, fires are not to be left unattended and must be properly extinguished when finished. The fields around the Eco Lodges are privately owned and guests must adhere to public footpath guidelines.   

NO SMOKING

 

Guests are not permitted to smoke in the rooms / lodges or in public areas e.g. The Nest. If guests do smoke on the balconies We do ask that they dispose of their cigarettes safely into the receptacle that We have provided. If smoking on the balcony then please close the window or door so that the smoke does not get blown into the room. 

 

Any guest that smokes in the room will be liable for a £150 deep cleaning charge and may be asked to vacate the room immediately. 

Any guest smoking in the room will trigger the inbuilt fire alarms. The response fee for this is payable by the guest in residence, and is a minimum £400 fee for fire service invalid fire attendance. 

CHILDREN

All children under the age of 16 must be accompanied by an adult and must be supervised by an adult at all times. 

Cots and extra beds are available but these are limited and subject to availability. Additional charges may apply. Please check at the time of booking. 

PETS

 

Dogs are permitted in the Lodges and public areas, please notify us before arrival if you are bringing a dog and how many if more than one. The first dog is free, following which any other dogs will be charged at £5 per dog per night for the duration of the stay. Guests must inform us at the time of booking if they intend to bring dogs and how many. All dogs must be kept on a lead when outside of the lodges as we cannot be held liable should your dog escape. Please make sure that any mess made by your dog is cleaned up immediately. In the eventuality that your dog does damage to anything in the room or on the site you will be charged in full for the cost of repairs or replacements. 

No dogs are to be allowed on the furniture including beds. A cleaning / replacement bedding fee will be charged in the event of evidence of dogs on furniture or bedding i.e. dirty paw prints / fur etc. 

Please do not leave pets unsupervised in the Lodges as this can result in damage to the property and distress to the pet.

 

Information regarding local dog care is available on request. 

PERSONAL INFORMATION

The Company operates according to the GDPR legislation. The Company does not provide any of your information to any other party. 

LIMITATION OF LIABILITY

 

Clophill Heritage Trust shall not be responsible for any loss or damage which you may suffer arising out of events beyond its control or the control of suppliers (including, without limitation, fire, failure of electrical , gas or other power supplies, strikes, industrial action, terrorist activity, technical problems with transport, government restrictions and bad weather), nor for any curtailment, cancellation or change to any accommodation, activity or itinerary or any other consequences which arise as a result of such events. 

GOVERNING LAW AND JURISDICTION

The Contract and any non-contractual obligations arising in connection with this agreement are governed by English Law. The English courts have exclusive jurisdiction to determine any dispute arising in connection with the Contract, including disputes relating to any non-contractual obligations. Each party irrevocably waives any objection which it may now or later have to proceedings being brought in the English Courts. 

WEBSITE

 

While all reasonable efforts have been taken to ensure the accuracy of information on the Website, the Clophill Heritage Trust does not accept responsibility for errors or omissions and reserves the right to amend, cancel or vary any of the arrangements featured on the Website without notice. 

The content of the Website is the copyright of the Clophill Heritage Trust and may not be copied, reproduced, published, distributed or amended for any other purpose without our prior written consent. 

Trademarks used on the Website are the property of the respective owners. Hyperlinks to third party websites are provided for your convenience. We cannot accept responsibility for the content or use of third party sites. 

The Website is operated by Clophill Heritage Trust. 

INTERNET

Due to the location of the Lodges, no internet cable or fibre connection is available. WiFi internet connections are provided via the mobile data network, but only with a limited speed and data allowance. The allowance available is sufficient for guests to use email, and other text-based services but is not sufficient for video or other high data volume services. There is no restriction on guests wishing to use their own dongles. 

COMMERCIAL PHOTOGRAPHY

 

No commercial filming or photography are permitted at the Eco Lodges site or the adjacent Old Church of St Mary’s site without written consent of the Company. Please ask our staff for details. 

  

Clophill Heritage Trust is a charity registered in England number 11389754 and is a charitable company limited by guarantee (registered in England and Wales) 

Clophill Heritage Trust is a charity registered in England number 11389754 and is a charitable company limited by guarantee (registered in England and Wales) 

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