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 monument, that was the parish church 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.
The “Company”, we or us means Clophill Heritage Trust whose registered address is 104 High Street, Clophill, Bedfordshire, MK45 4BJ.
“Client” means the person or persons using the Company to make a booking.
“Booking” means the booking for accommodation, functions and/or any other services or items made with the Company.
“Contract” means the booking and these Terms, and any other terms and conditions stated to apply to the booking.
“Lodges” means the premises for which your booking is made.
“Terms” means these terms and conditions
“Website” means www.ClophillEcoLodges.co.uk
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 this card 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 in certain circumstances or if the booking includes the supply of certain items or services. No booking shall be treated as confirmed until the details and/or payment/deposit described in this paragraph have been provided.
The prices displayed on the website are an average per night per person until a rate is selected. Clophill Heritage Trust is not currently registered for VAT and so no VAT 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 and any currency conversion facility is provided as an approximation tool only, please refer to the Currency disclaimer for more details.
Price Lists for additional items, such as breakfast, additional meals are detailed on the website, on display at relevant locations within the Lodges Information folder and are available on request.
In the interests of security and to prevent fraud at the time of check-in guests may be required to confirm their identity by providing their booking reference; their passport/identity card/ driving licence and a valid credit or debit card which will be swiped in the presence of the cardholder. 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 next 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 and 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 11.00am 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 an hourly rate at the discretion of the Company.
Rooms are subject to maximum occupancy rules set by us. Only those persons recorded at check in are permitted to stay at the Lodges. Any additional guests found in the Lodges will be charged full rate. If you would like further details, please contact the Company.
We accept the following methods of payment: credit cards (Mastercard/ Visa cards); bank debit cards; Paypal; BACS.
For advance purchase rates, the card you booked with must be presented on arrival along with the appropriate ID.
At the time of check-in, we will authorise the accommodation charges and incidentals for the duration of your stay against your credit/debit card. We may also choose to accept a deposit in place of payment card, authorisation by another valid form of payment, including cash or cheque.
During your stay we will calculate any additional charges on a daily basis. If the cost of these exceeds the authorisation taken on check-in, further authorisation will automatically be requested and if such authorisation is not available we may request another method of settlement or a deposit provided, failing which we reserve the right to restrict access to your room. All outstanding charges must be paid in full on check-out from the Lodges.
Cancellation policy and No Shows
All bookings require a 30% non-refundable deposit to confirm the booking.
The remaining 70% is payable either at the time of booking (if less than 1 month prior to the date of the booking) or up to 1 month prior to the time of booking (minimum one week before arrival). Accommodation clients may cancel up to 2 days prior to their booking date and receive their 70% refund. Later cancellations will receive no refund. Venue Hire clients may cancel up to one month prior to their booking date and receive their 70% refund. Later cancellations will receive to refund.
No shows will be charged for the full amount for their booking.
If the Government has to close us down in line with pandemic restrictions (i.e. Covid-19) or delay our plans to reopen, we will give you a full refund, apart from an administration fee of £20, or move your booking to an alternative available date for free. (For more information on how we are adapting to deal with Covid restrictions please see our FAQ page.)
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 Disability room.
The Company will not be responsible for the theft, loss or damage of any property left in the Lodges or communal areas or whilst on the site.
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 talk to the Warden as soon as possible. This will help to avoid misunderstandings when you check out.
Accidents do happen and we would ask that you notify the Warden 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 from your credit/debit card.
We do have one room/lodge which is designed for disabled guests and, if applicable, your carer. If you are disabled please contact us at the time of booking if you have any special requirements.
Access and Parking
We have a limit of 15 vehicles. 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 vehicles 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).
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.
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.
Guests are not permitted to smoke in the rooms / lodges or in public areas e.g. the breakfast room. 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.
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.
Dogs are permitted in the Lodges and public areas. If outside they should be kept on a lead. 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 of 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.
If we have not been informed that there will be an animal in the lodge there will be a £20 cleaning fee charged to the room following checkout, this will be taken from the card used to book.
The Company operates according to the Data Protection 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.
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.
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. Please do not use our WiFi for any high volume services, as this impacts on our ability to maintain services for other guests. There is no restriction on guests wishing to use their own dongles.
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 the Warden for details.
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.
Clophill Heritage Trust is a charity registered in England number 11389754 and is a charitable company limited by guarantee (registered in England and Wales).