Terms & Conditions

TERMS & CONDITIONS
Let's Glamp Retro

1. Introduction

These Terms & Conditions form a legally binding agreement between Let's Glamp Retro ("we", "our", "us") and the person making the booking ("you", "your", "the Lead Guest").
The Lead Guest must be 18 years of age or over and accepts responsibility for ensuring that every member of their party complies with these Terms & Conditions throughout the stay.
By confirming your booking and paying the required deposit or full balance, you acknowledge that you have read, understood and accepted these Terms & Conditions, including our:

• Booking and payment terms 

• Cancellation policy 

• Guest responsibilities 

• Maximum occupancy limits 

• Pet policy (where applicable) 

• Wood-fired hot tub rules 

• BBQ Hut rules 

This agreement applies solely to the short-term holiday accommodation booked through Let's Glamp Retro.

2. Bookings & Payment
A booking is confirmed only once the required payment has been received.
Bookings made more than six weeks before arrival
A non-refundable deposit of 25% of the total booking cost is required to secure your reservation.
The remaining balance must be paid no later than six weeks before your arrival date.
Bookings made within four weeks of arrival
Full payment is required within 24 hours of making the booking.
Failure to make payment by the due date may result in cancellation of your booking without further notice.

3. Security Deposit

A £200 security deposit will be pre-authorised on your payment card at the start of your stay.
Provided that:

• the accommodation is left in a clean and tidy condition; 

• no damage or loss has occurred; 

• all property and equipment remain in good order; and 

• these Terms & Conditions have been complied with, 

the full amount will be released within 7 days of departure.
We reserve the right to deduct reasonable costs from the security deposit for, including but not limited to:

• Damage to the accommodation, furnishings or equipment. 

• Missing items. 

• Excessive cleaning beyond the standard expected after a holiday stay. 

• Unwashed or poorly cleaned kitchen equipment. 

• Failure to strip beds and place used linen in the laundry bag provided. 

• Unauthorised late departure. 

Late check-out without prior agreement will be charged at £20 per hour.
Where the cost of damage, repairs, specialist cleaning or loss of future bookings exceeds the security deposit, we reserve the right to recover the additional costs from the Lead Guest.

4. Prices
The cost of your stay includes:

• Accommodation 
• Electricity 
• Bed linen 
• Towels 
• Initial supply of wood for initially lighting the optional wood-fired hot tub 

Additional firewood required during your stay is available to purchase separately.

5. Pet Policy
We are delighted to welcome well-behaved dogs by prior arrangement.
A maximum of two dogs per LodgePod is permitted.
For the comfort of all guests and to protect the accommodation, we ask that you observe the following:

• Dogs must never be left unattended inside the LodgePod or anywhere on the site. 
• Dogs must not be allowed on furniture if wet or muddy. 
• Guests must provide their own dog beds together with food and water bowls. 
• Owners remain fully responsible for their dogs at all times. 
• Dogs should not roam freely around the site without close supervision. 
• A pet stake and cable are provided for controlled outdoor use. 
• Dog towels are available within the Utility Cabin. 
• Please always clean up after your dog using the waste bin provided. 

Our site contains open water, streams and natural wildlife habitats.
Dogs must not enter the pond as this can disturb wildlife and may present a safety risk.
As the surrounding area is agricultural and neighbouring fields contain livestock, dogs must be kept under proper control at all times.
If you are unsure of your dog's recall or behaviour around livestock, it should remain on a lead except within the designated Dog Paddock.
We also recommend that all dogs receive appropriate flea and tick protection before arrival due to the surrounding countryside and long grass.

6. Cancellation Policy

Your booking becomes legally binding once it has been confirmed.
Should you need to cancel your holiday, the following charges apply based on the total booking value:

 | Time before arrival | Refund | More than 6 weeks | Full refund less the booking deposit
| 3–6 weeks | Refund less the booking deposit and a 50% cancellation charge
| Less than 3 weeks | No refund
We strongly recommend that guests arrange suitable holiday insurance to cover unforeseen circumstances.
Should Let's Glamp Retro be required to cancel your booking for reasons beyond your control, we will refund all monies paid.
Our liability will not extend beyond the value of your booking.

7. Unavailability of Accommodation

Although extremely unlikely, circumstances beyond our control may occasionally require us to cancel or amend your booking.
In these circumstances we will refund all payments received, including your deposit.
This refund shall constitute our full liability, and no additional compensation shall be payable.

8. Occupancy

The number of guests staying must never exceed the maximum occupancy of the accommodation booked.
Maximum occupancies are:
Queen LodgePod

• 4 adults 

• 2 children (under 16) 

Madonna LodgePod

• 4 adults 

• 2 children (under 16) 

Beatles LodgePod

• Maximum 4 guests 

For safety reasons, adults must not use the bunk beds.
At the time of booking you must provide:

• The Lead Guest's name and address. 

• The number and ages of any children under 16. 

• Details of any dogs accompanying your party. 

We reserve the right to refuse, cancel or terminate any booking where we reasonably believe that guests may behave in a manner likely to cause damage, nuisance or disturbance to other guests, neighbouring properties or our facilities

9. Arrival & Departure

Check-in is available from 4:30 pm on your day of arrival unless we notify you otherwise.
Please do not arrive before your allocated check-in time, as we require sufficient time to prepare and clean the accommodation for incoming guests. Early arrivals may not be able to access the site or accommodation.
Check-out is by 9:30 am on your departure day.
Subject to availability, an early check-in or late check-out may be arranged in advance for an additional charge of £25. This must be agreed with us before your stay.
Unauthorised late departures will incur a charge of £20 per hour, which may be deducted from your security deposit.

10. Guest Responsibilities
During your stay, you are responsible for:

• Your own safety and wellbeing. 
• The safety and supervision of all members of your party. 
• The supervision and welfare of any children. 
• The supervision and control of any dogs or other approved pets. 
• Taking reasonable care of the accommodation, furnishings, equipment and surrounding grounds. 

Children and dogs must never be left unattended within the accommodation or anywhere on the site.
Guests must behave responsibly and with consideration towards other visitors, neighbouring properties, local wildlife and livestock.

11. Care of the Accommodation
Please treat your LodgePod and all facilities with the same care you would your own home.
Before departure, we ask that you:

• Leave the accommodation clean and tidy. 
• Wash, dry and return all kitchen equipment and crockery to the cupboards. 
• Empty the refrigerator. 
• Remove all rubbish and place it in the designated bins. 
• Strip used bedding and place it in the laundry bag provided. 

Guests are responsible for any loss, damage or breakages caused during their stay by themselves or members of their party.
Minor accidental breakages may not be charged, but we ask that you notify us before your departure.
Where damage results in repair costs, replacement costs, specialist cleaning or loss of rental income, we reserve the right to recover these costs from the Lead Guest.

12. BBQs, Fires & Outdoor Equipment
When using the BBQ, BBQ Hut or wood-fired hot tub, guests must exercise care at all times.
Children and dogs must be closely supervised whenever fires, BBQs or hot equipment are in use.
The BBQ must never be left unattended while lit and must be fully extinguished after use.
The BBQ Hut is not designed as a children's play area and must never be used by children without adult supervision, regardless of whether the BBQ is lit.
Full operating instructions are provided for all equipment. Guests are responsible for following these instructions to ensure safe operation and to prevent injury or damage.
We accept no responsibility for injury resulting from misuse of equipment or failure to follow the provided safety guidance.

13. Smoking & Vaping
Smoking and vaping are strictly prohibited inside:

• All LodgePods 
• The BBQ Hut 
• The Utility Cabin 

If smoking or vaping occurs inside any building, we reserve the right to charge for specialist cleaning, deodorising and any associated repairs.
Ashtrays are provided for outdoor use. Please dispose of cigarette ends responsibly and be considerate of other guests.

14. Utility Cabin
The Utility Cabin is primarily for operational use and is not intended for general guest access.
Should you require assistance or need access during an emergency, please contact us and we will be happy to help.
The following items are available on request:

• Vacuum cleaner 
• Additional cleaning equipment 
• Iron 
• Ironing board 

These items will be delivered to your LodgePod where possible.
Each LodgePod also has its own washing line and pegs for your convenience.

15. Site Safety
Let's Glamp Retro is a countryside glamping site with natural features including open water, streams, uneven ground and agricultural surroundings.
By choosing to stay with us, you acknowledge these natural hazards and agree to take appropriate care.
Guests should note the following:

• Children and dogs must be supervised at all times near the pond and stream. 
• Please do not enter the pond or throw stones or other objects into the water. 
• Help us protect our wildlife by keeping the area free from litter. 
• Some areas contain uneven ground, hidden ditches and natural slopes. 
• Field boundaries cannot be guaranteed to be fully secure. 
• Boundary fences must not be climbed. 
• Care should be taken when walking or cycling around the site, particularly after wet weather. 

A recreational sports area is provided for guest enjoyment.
Footballs and basketballs are available for use, but guests should be aware that drainage ditches surround this area and additional caution should be exercised, particularly by children.
Use of all recreational facilities is entirely at your own risk.

16. Respect for Others
We want every guest to enjoy a peaceful and relaxing stay.
Please respect fellow guests, neighbouring residents and local wildlife by avoiding excessive noise or loud music, particularly during the evening and early morning.
Any behaviour considered disruptive, abusive or likely to affect the enjoyment of others may result in your booking being terminated without refund.

17. Right of Entry
We respect your privacy and peaceful enjoyment of your accommodation.
However, we reserve the right to enter the accommodation at reasonable times where necessary to:

• Carry out emergency repairs. 
• Inspect suspected damage. 
• Ensure compliance with these Terms & Conditions. 
• Protect guests or property in the event of an emergency. 

Wherever reasonably possible, we will provide prior notice before entering.
Guests are responsible for ensuring that the accommodation is securely locked whenever it is left unattended.
We reserve the right to terminate a booking and require guests to leave if serious misconduct, illegal activity, dangerous behaviour or significant breaches of these Terms & Conditions occur.

18. Property Information
We make every effort to ensure that all descriptions, photographs and information published by Let's Glamp Retro are accurate at the time of publication.
Occasionally, facilities, equipment or features may change due to maintenance, improvements or circumstances beyond our control.
Such changes shall not constitute a breach of contract, and no compensation shall be payable unless required by law.

19. Liability
Nothing within these Terms & Conditions excludes or limits liability where such exclusion would be unlawful.
Subject to this, Let's Glamp Retro accepts no responsibility for:

• Loss of personal belongings. 
• Damage to vehicles. 
• Injury sustained through misuse of facilities or failure to follow safety instructions. 
• Events outside our reasonable control. 

We remain liable only where loss or injury has resulted directly from our negligence or that of our employees or authorised contractors.

20. Complaints
Should any issue arise during your stay, please notify us immediately.
We are committed to resolving problems as quickly as possible so that you can continue to enjoy your holiday.
Complaints raised only after departure, where we were not given a reasonable opportunity to investigate or rectify the matter during your stay, may not be accepted.
We cannot be held responsible for temporary failures of domestic appliances, utilities or services where these result from unforeseen circumstances beyond our reasonable control.
20. Force Majeure
Let's Glamp Retro shall not be liable for any delay, cancellation, interruption or failure to perform any part of this agreement where such circumstances arise from events beyond our reasonable control.
These events may include, but are not limited to:

• Severe weather or flooding 
• Fire 
• Power, water or utility failures 
• Government restrictions or legislation 
• National or local emergencies 
• Pandemic or epidemic restrictions 
• Industrial action or strikes 
• Terrorism or civil unrest 
• Natural disasters 
• Failure of telecommunications or internet services 
• Any other unforeseen event outside our reasonable control. 

Where possible, we will make every reasonable effort to minimise disruption to your holiday and keep you informed.
If we are unable to provide your accommodation as booked due to a Force Majeure event, our liability shall be limited to the refund of any monies paid for the affected booking. No additional compensation, expenses or consequential losses shall be payable.

21. Data Protection & Privacy
Let's Glamp Retro is committed to protecting your personal information and handling it responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The personal information you provide when making a booking will only be used for purposes connected with your reservation, including:

• Processing and managing your booking. 
• Contacting you before, during and after your stay where necessary. 
• Processing payments and security deposits. 
• Meeting our legal, insurance and regulatory obligations. 
• Improving our services. 

We will never sell your personal information to third parties.
Information will only be shared where necessary to:

• Process payments. 
• Meet legal obligations. 
• Prevent fraud. 
• Protect our legitimate business interests. 

Personal information will only be retained for as long as reasonably necessary or as required by law.
For further information about how we collect, use and protect your data, please refer to our Privacy Policy.

22. Electric Vehicle Charging
The electrical supply provided within each LodgePod is designed for normal domestic use and is not suitable for charging electric or plug-in hybrid vehicles.
Guests must not charge electric vehicles using:

• Standard indoor sockets. 
• Outdoor sockets. 
• Extension leads. 
• Any electrical supply connected to the accommodation. 

Unauthorised charging may overload electrical systems and presents a significant fire risk.
Any damage or costs arising from unauthorised vehicle charging may be recovered from the Lead Guest.
If dedicated EV charging facilities become available during your stay, we will be pleased to advise you.

23. Lost Property
Any personal belongings left behind following departure will be retained for 28 days, where reasonably practicable.
If you believe you have left an item behind, please contact us as soon as possible.
Where requested, we will endeavour to return lost property. However:

• Postage and packaging costs must be paid by the guest before items are dispatched. 
• We cannot guarantee the recovery of items. 
• Perishable goods, food and opened toiletries will be disposed of immediately. 

After 28 days, any unclaimed items may be donated to charity, recycled or otherwise responsibly disposed of.
Let's Glamp Retro accepts no liability for personal belongings left behind after departure.

 
24. Accessibility
Let's Glamp Retro is situated within a rural countryside setting and, while we aim to make every guest feel welcome, some areas of the site may not be suitable for guests with reduced mobility.
Guests should be aware that the site includes features such as:

• Uneven grass pathways. 
• Natural slopes. 
• Gravel surfaces. 
• Steps. 
• Open water. 
• Rural terrain. 

These natural features may present challenges for wheelchair users or guests with limited mobility.
If you or a member of your party has any accessibility requirements or medical needs, we strongly encourage you to contact us before making your booking.
We will be happy to discuss the suitability of our accommodation and facilities and provide honest advice to help ensure your stay is both comfortable and enjoyable.
Where reasonable adjustments can be made, we will always endeavour to accommodate your needs.

Governing Law
These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.
Any dispute arising from or relating to these Terms & Conditions or your booking shall be subject to the exclusive jurisdiction of the courts of England and Wales.