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BOOKING TERMS & CONDITIONS

Thank you for choosing to book a stay at HARTA retreat. We hope to offer a relaxing and restorative environment; a site that is as natural and free as possible. However, to protect us and you, it is essential that we set out these terms and conditions for your stay with us. It is important, a bit long and possibly even tedious, but we urge you to take the time to read it carefully. 

 

By making a reservation you are entering into an agreement with HARTA retreat, East Down and you acknowledge that you have read and fully accept the terms and conditions detailed in this document. 

 

Making a booking

 

You must be 18 years of age or over to book accommodation and stay at HARTA retreat.

 

The maximum number of guests per each accommodation is two adults. Children are not allowed for safety reasons.

 

Full payment or a deposit of 50% is payable via credit / debit card at the time of booking.

 

If a deposit is paid the balance payment is due 8 weeks prior to your arrival date. We will notify you by email when this becomes due.

 

Bookings made within 8 weeks of the arrival date are payable in full at the time of booking.

 

If full payment has not been received within 8 weeks of your arrival date, HARTA retreat reserves the right to cancel your booking and your deposit will not be refunded.

 

When completing and submitting a booking and payment via our online system you acknowledge you have read and accepted  the terms and conditions of booking.

 

It is strongly recommended that you are protected by holiday / travel insurance prior to making your booking.

 

Booking confirmation 

 

All bookings via our online system should be treated as provisional until you receive a confirmation from us and payment has been received in full.

 

When you submit a booking via our online booking system you will receive an automatic booking confirmation and payment summary by email to the email address you provided.

 

If you have paid a deposit we will be in touch when the balance payment is due, with a link to make the balance payment. If you would prefer to make the balance payment sooner than the due date, please let us know and we will arrange this accordingly.

 

All emails will be sent to the address provided by you on the booking form. When you receive each email please check all details carefully and contact us immediately if you find any discrepancies. 

 

 

Payment methods

 

Payment can be made by debit or credit card via our automated online booking system.

 

Pricing and taxes

 

The prices featured on the website for accommodation and any extras are not binding; HARTA retreat reserves the right to modify these prices at any time. Once you have made a booking or placed an order the price stated on your confirmation email is binding.  If a holiday has been booked under an obvious price administration error, HARTA retreat are not obliged to honour the booking and can cancel and refund the stay.

 

Special requests

 

If you have any special requests please let us know at the time of booking or as early as possible before your stay. We will try to meet your individual needs, however, unfortunately, we can’t guarantee this will always be possible and we will not be liable if we are unable to meet your requirements.

 

Extras

 

Please note, some of our extras are provided by third party suppliers. If for any reason they are unable to fulfill your order then our liability is limited to a refund of the cost of the item(s) that could not be provided.

 

COVID-19 Policy

 

If you or anyone in your household (even if they are not travelling with you e.g. children, relatives) are showing signs of Coronavirus, you must not travel to stay at HARTA retreat. You must remain at home and self-isolate according to current government guidelines.

 

If you choose to travel you are certifying that you and your travel companion are fit and well and are not showing any signs of Coronavirus.

 

We would like to meet our guests in person to show them to the accommodation and answer any questions. However, if you prefer you are more than welcome to self-check in. Simply let us know ahead of your stay. 

 

If during your stay you develop any Coronavirus symptoms, you must immediately notify HARTA retreat management and return to your home address to self-isolate. No refunds will be due in these circumstances.

 

If you are not well enough to drive home, you must notify HARTA retreat management and contact a health professional immediately for advice. Please note that if you are unable to safely return home and need to extend your stay, you will be liable to cover the cost  for the duration.

 

It is strongly recommended that you are protected by holiday / travel insurance to cover the above circumstances.

 

For further detail please see the COVID-19 Statement & Update section on our website.

 

Arrival and departure times

 

Your accommodation will be ready for you after 3pm on the day of arrival. Please ensure you plan your journey to arrive no later than 7pm as we need time to show you how everything works. 

 

Guests are requested to vacate their accommodation by 10am on the date of their departure, having washed up, tidied and returned all furniture and fittings to their original positions. Occasionally extensions to departure time can be accommodated by prior arrangement. Guests have the right to occupy the Property for the paid for holiday only (within the meaning of Schedule 1 Paragraph 9 of the Housing Act 1988).

 

Cancellation policy

 

After you have placed your booking a grace period of 7 days applies (or 48 hours if your arrival date is within 4 weeks) to ensure you have understood these Terms and Conditions and have read them thoroughly. During this period you may amend or cancel your booking and receive a full refund if required.

 

We understand that circumstances change and emergencies occur. In the event that you do need to cancel please do let us know in writing as soon as possible.

 

If the cancellation is 12 weeks or more prior to the arrival date you will receive a full refund. 

 

If the cancellation is 8 weeks or more prior to arrival date, we will do our utmost to re-let your accommodation. Should your cancelled dates be rebooked we will refund your booking fee, minus £25,- administration fee. However, if we are unable to do so we regret the following shall apply:  

 

  • Bookings cancelled 8 weeks or more prior to arrival date forfeit 30% of the full booking price;

  • Bookings cancelled with less than 8 weeks prior to arrival date receive no refund;

  • Bookings cancelled within 48 hours of arrival are completely non-refundable.

 

Please note – if you pay a deposit but full payment has not been received within 8 weeks of your arrival date, HARTA retreat reserves the right to cancel your booking and your deposit will not be refunded.

 

HARTA retreat reserves the right to cancel bookings at any time if guests are found to be disruptive, rude, obstructive, abusive and/or break the terms of their bookings contract. In such circumstance, guests will be required to vacate the accommodation immediately and no refund will be payable to the guest/s for the unexpired part of their stay.

 

It is strongly recommended that you are protected by holiday / travel insurance to cover the above costs.

 

Booking amendments

 

After the grace period has expired any request to rearrange your booking will be at our discretion and will be subject to a £25 administration fee. We regret that any request to amend booking dates within 8 weeks of your arrival date will not be permitted under any circumstances. If you are no longer able to stay this will be classed as a cancellation as detailed above.

 

Occupancy and visitors

 

The property may only be occupied by 2 guests. If you wish to amend the number of guests in your party, this must be agreed in writing in advance of your stay. We reserve the right to refuse entry to the entire party if this condition is not observed.

 

We monitor occupancy strictly due to fire and safety rules at the site. Under no circumstances should any guests invite further guests to join them unless you have prior written consent from HARTA retreat. If found to be overcrowding our accommodation or more guests are staying than have been booked we reserve the right to terminate your holiday without refund.

 

If you wish for friends and family to visit our site during your stay we require prior written agreement ahead of your stay. We would also require their contact details in case of an emergency on site. Guest safety and the comfort of all other guests is our priority. All visitors must leave the sit by 10pm.

 

Accommodation care

 

You agree to keep the accommodation clean and tidy and leave it in such condition at the point of departure. We appreciate that breakages and accidental damage happens from time-to-time, but please let us know prior to your departure so that we are able to fix or replace the items promptly. 

 

Accommodation left in an excessively dirty or inappropriate state may be subject to an additional cleaning surcharge (£15 an hour).

 

Damages

 

HARTA retreat maintains a comprehensive inventory of all the contents of each accommodation, both practical and decorative. Guests will be required to pay for any damage to such items and will be charged for any item that is removed or lost. By accepting our terms and conditions, you accept that you are responsible and liable for any breakages or damages that you cause to the accommodation or its contents. Please report these as soon as they occur.

 

Pets

 

Unfortunately we are unable to allow pets at HARTA retreat. Our woodland is home to deer, badgers, and other wild animals and neighbouring fields contain livestock which can be scared by straying dogs.

 

Smoking

 

Smoking is not permitted inside your accommodation. Smoking is permitted outside of the building whilst on the HARTA retreat sit but please extinguish cigarette butts fully and dispose of them responsibly. 

 

If it is evident that guests have been smoking within the accommodation HARTA retreat reserves the right to charge for any fumigation required.

 

Care must be taken when smoking and disposing of cigarette butts especially in the warmer months as foliage can be flammable.

 

Candles

 

Due to the high fire risk, the use of candles or tea lights is not permitted in your accommodation or anywhere on the HARTA retreat site.

 

Fire works and Chinese lanterns

 

Due to the high fire risk with the canvas and wooden structure, the use of fireworks, sparklers and Chinese lanterns are not permitted across the entire site, at any time.

 

Log burner

 

You will be issued with full safety usage guidance for the wood burning stoves. We ask that you read carefully and agree to operate the appliance according to instruction.

 

We will supply one bag of logs and one bag of kindling free of charge. More logs and kindling can be provided at £5 per bag.

 

Camp fires and BBQs

 

Guests are only permitted to light a camp fire and BBQs in the designated areas. Please extinguish fires and barbecues after use, especially during extended periods of dry weather. We will supply one bag of logs and one bag of kindling free of charge. More logs and kindling can be provided at £5 per bag. Please do not collect branches and twigs from the surrounding woodland as much is set aside as wildlife habitat. Use of the fire pit and BBQs can be dangerous and is at the user’s own risk.

 

Utilities

 

Should there be a failure in a utility or service (such as water, heating, electricity, sewerage) please notify HARTA retreat immediately and we will aim to restore the service/utility as quickly as possible. 

 

Should any failure of service/utility provided by HARTA retreat extend beyond a 12 hour period from notification, compensation will be proportionate to the loss of enjoyment suffered, unless the reason for the failure in a utility or service is beyond HARTA retreats control.

 

Noise and privacy

 

It’s important to us that all our guests enjoy a peaceful and relaxing stay with us. HARTA retreat is in a quiet, remote location in the countryside and guests choose to stay with us because they are seeking to retreat, relax and unwind. Please respect the other guests with regard to noise, especially when playing music. We ask that all music is turned off after 9pm. Although music may be played by HARTA management in our social area from time to time for everyone to enjoy. We will notify our guests in advance of this taking place. 

We also ask you to respect the privacy of each accommodation. We have a strict no-drone policy on our property.

We reserve the right to ask you to leave with immediate effect if you do not comply with these requests. In this event, you will not be eligible for any refund. 

 

If you do have any complaints about guests during your stay, please do not hesitate in letting us know.

 

Safety

 

HARTA retreat provides a unique glamping holiday experience in a woodland area and a natural rural environment. This environment presents inherent risks, and these form part of the glamping experience you are entering into when you stay at HARTA retreat. 

 

We would like all our guests to experience the wilderness of HARTA retreat in safety. The site landscaping and guests areas at HARTA retreat have been left deliberately untouched and wild to protect native plants, trees and wildlife. The pond and stream at HARTA retreat have not been fenced for this reason, and are for visual enjoyment of guests only. The pond and stream are not for paddling, swimming or fishing and HARTA retreat prohibits anyone from entering the water at any time.

 

Given the rough terrain and our wish to leave much of the site in its natural estate, we recommend that guests stick to the paths when exploring the area. Please note that these paths are rough, with many trip and slip hazards.

 

You are reminded of the higher degree of risk a woodland environment presents and you should take appropriate and reasonable care for your safety and the safety of others at all times. This includes wearing suitable clothing and footwear for the terrain and weather conditions during your stay. You are fully responsible for your own safety at all times. 

 

Environmental considerations 

 

Accommodation at HARTA retreat has been carefully and considerately designed to provide maximum comfort to guests whilst respecting the surrounding wild environment. We kindly ask that you close the blinds / doors to your accommodation as dusk falls and internal lights are switched on, to minimize the impact of lighting on wildlife. 

 

Please note there is no pathway lighting to the accommodation from the car parking area. A rechargeable lantern(s) are provided for your convenience and we encourage guests to arrive before dark for this reason. 

 

Personal property

 

HARTA retreat will not be held responsible for any loss or damage to any property on HARTA retreat’s premises. Vehicles, accessories and contents are left at the owner’s risk. It is recommended that your holiday insurance covers loss or damage to personal effects.

 

Items left behind

 

If the item left behind can be posted we will arrange its return to you, subject to you covering the postage and packing costs. If any item left behind cannot be posted then we will keep the item for 14 days to enable you to arrange collection.

 

Access, cars and parking

 

HARTA retreat has a fairly steep private access road from the main road to the parking area. Please drive slowly and carefully along the road on your arrival and departure. Be mindful that people and wild animals also use the road.

 

We will ask you at the time of booking for the make and model of vehicle you intend to arrive in and notify you if we have any concerns regarding access.

 

In adverse weather conditions involving excessive snow or ice, it may not be possible to get your vehicle to the parking area. In such circumstances HARTA retreat will advice where to park your vehicle.

 

Each retreat has sufficient parking for one vehicle only. In the event that a party wishes to bring more than one vehicle they must notify HARTA retreat in advance who will advise where to park the additional vehicle/s. 

 

Please note that the accommodation is between a 2 and 5 minutes walk from the parking area. There is no vehicle access or parking next to the accommodation. 

 

Extreme weather

 

HARTA retreat holds no responsibility for guests who are unable to attend the accommodation due to extreme weather or traffic conditions (e.g. snow, flooding, high winds, road traffic accidents/congestion, train delays, etc.). If a guest is unable to reach HARTA retreat due to adverse weather conditions or travel issues, you will lose your full payment and an alternative date will not be offered. Please ensure you have full holiday / travel insurance to cover such eventualities.

 

If we make the decision to cancel your stay for safety reasons due to extreme weather (snow or high winds), we will offer you an alternative date, subject to availability.

 

Force majeure

 

In these terms and conditions “Force Majeure” means any circumstances beyond our reasonable control, which we could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, epidemic or pandemic, adverse weather conditions, fire, flood and all similar events outside our control.

 

If the property is not available for letting as a result of Force Majeure at the commencement of the time booked by you, in such cases booking amendments or refunds will be at the discretion of HARTA retreat. 

 

In the event that the property becomes unsuitable for letting as a result of Force Majeure during your stay you will be required to vacate the property immediately. Booking amendments or partial refunds for the proportion of your affected stay will be at the discretion of HARTA retreat.

 

We will not be liable for any other claim for loss or damage by you. It is strongly recommended that you are protected by holiday / travel insurance prior to making your booking.

 

HARTA retreat RESERVES THE RIGHT TO CHANGE OR AMEND THESE BOOKING TERMS AND CONDITIONS AT ANY TIME.

 

Last updated 22.07.2021 by HARTA retreat