TERMS AND CONDITIONS

DEFINITIONS

When the following words are used in these Terms and Conditions, this is what they will mean:

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“Terms”: these terms and conditions

“Site”, “We”, “Us”, “Our”: The Pinewood Trust, Hempholme Lane, Brandesburton, YO25 8LX.

“Website”: www.pinewoodtrust.org.uk

“Booking”: a booking request submitted to Us via Our Website, email, phone, post or in person.

“Prices”: the cost of Our services as detailed on our booking information.

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On completion of your booking, you are entering into a contract with The Pinewood Trust, whether this booking is made directly or indirectly via a third party. Your booking with us is subject to these Terms & Conditions.

 

By making a booking, you agree that:-

1. you have read these Terms & Conditions and agree to be bound by them;

2. you consent to our use of your information (e.g. email address for booking correspondence and contact regarding future initiatives and events, demographic data for funding, research and booking monitoring purposes but don’t worry you have our assurance your data is kept in a secure password-protected location);

3. you are over 18 years of age;

4. you and all your party will respect the site rules during your stay

 

1. BOOKINGS

Once you have made your booking at The Pinewood Activity Centre,  the dates of your booking will be held for a maximum of 14 days when payment in full is required. If payment in full is not received by this time, your booking will be invalid and your reserved dates will be made available again on our bookings diary. We will always endeavour to notify you of this via email prior to making dates available again. Should we have enquiries regarding your chosen dates prior to payment in full, we will contact 'you' to confirm that your booking is still required.

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Enquiries can be made through our website, but bookings are not complete unless a booking form has been completed and payment has been received in full. If the booking is made within 14 days of dates required, full payment is required at the time of booking and is non-refundable..

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When we have established your booking, you will receive a booking confirmation email within 48 hours of your booking being completed, which you must check carefully. The email will include a receipt of any amounts you have paid and also a reminder of the date when your full payment is required. This can be done via BACS or card payment. If you do not receive your confirmation email within 7 days after the booking, please notify The Pinewood Trust by email.

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You can book online, via email, or in person.

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Bookings are not transferable to another party.

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When making a booking you agree that you or at least one member of your party is Eighteen (18) years or over, you have the authority of all persons in your party to book on their behalf, you accept these Terms & Conditions, and you agree to be responsible for any loss or damage caused by any member of your party.

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Bookings may at times be subject to minimum and/or maximum stay periods. These vary by season and further details can be provided upon making a booking enquiry.

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Maximum number of 30 people on site at a time (including staff – exceptions are made for carers and those requiring additional support through having additional, special, educational needs or differently able.

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Your Pinewood trained ‘Competent person/s’ must be onsite for the duration of your stay, along with your first aider (if they are not the same person) unless you have requested a member of our team or our activity delivery.

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2. ALTERATION TO A BOOKING

If for any reason, you need to alter a booking please contact The Pinewood Trust immediately by email or telephone, giving full details of your alteration request, whether this be a date change or a reduction in the number of people attending, equipment booked etc. An alteration fee of £30 may be incurred. Whilst we will always try to help to enable a satisfactory conclusion all round, we cannot guarantee that such requests will be met due to availability. This will be dependent on the notice given so the more notice given the better.

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3. CANCELLATION OF A BOOKING

We understand some events may be totally out of your control meaning you are unable to begin or fulfil your stay.

Whilst this is extremely unfortunate, the following conditions must be adhered to:

• 30 days or more before the booking date 80% refund or free rebooking.

• Less than 30 days but more than 14 days before the booking 60% refund or rebook for £20 charge

• 14 days prior to booking 40% refund or rebook for £20 charge.

• Less than 14 days, non refundable booking but free rebooking. (In the event of cancellation which involves activities or food provision, we aim to provide a refund on elements that have not been purchased or can be returned, this is on a case by case basis and may not be possible).

• You may cancel your booking at any time and your booking will be treated with the above rates of our booking policy.

• We do not accept poor weather as a reason for cancellation/rebooking, unless it is deemed as unsafe (in line with our risk assessment) and risk to public safety i.e. flooding, hurricanes and other extreme weather conditions in which case you will be contacted and offered an alternative or partial/full refund.

• We are in England and even in the middle of summer we cannot guarantee the weather. We cannot be held responsible for weather conditions preventing bookings or activities to take place. We endeavour to still provide some provision, but if this is not safe to do so, we will provide an alternative date for your booking free of charge. We make all parties aware of this upon booking and completion of our booking form states understanding of these terms and conditions.

• Bookings are not transferrable to another party.

• Other cancellations are at our discretion. We appreciate sometimes things happen; we are all only human after all! We may be able to rebook and just charge a small admin fee to cover the cost of this service.

 

4. SITE EXPECTATIONS AND RULES

You, together with all members of your party, are required to comply with the following rules:

• We reserve the right of admission to our site. We only accept responsible groups that take care of our site and are respectful of the environment.

• Our site is a supervised site not ‘led’. This means that all children/young people, and supported adults must be supervised by an adult and in line with individual groups risk assessment and suitable group ratio based on needs. Group staff are responsible at all times for the supervision and welfare of participants

• Dogs are permitted on site with prior permission. However, if you bring a dog this remains your responsibility at all times, must be on a lead and not left unattended. You are responsible for any mess, which should be cleared up and disposed of immediately. All waste needs to be taken off site by your group at the end of your visit. To keep costs down and reduce the impact on the environment, we do not have waste collection from the site.

• Care should be taken and strict supervision if using the adventure playground equipment during hours that are getting dark.

• Care should be taken and strict supervision if using the adventure playground equipment if there is rain and surfaces are becoming wet. Groups are responsible for assessing risk in these circumstances and for removing the use of the adventuire playground for safety.

• All tents brought to site must be non-permanent.

• Only wood and firelighters provided by us to be used on site.

• No green foliage or wood to be burnt.

• No wood, bush or bracken to be chopped down or removed.

• All fallen wood is permitted for use on the campfire.

• ‘Competent Person’ Training procedures to be followed at all times when using equipment and site.

• Leave the site as you found it, ie: no litter or damage. You will be liable for any damages or excess cleaning caused to any of our property and will be charged. You will be notified via email of the charges and a breakdown, and payment to cover these costs must be made within 14 days. If these costs are not met, no further bookings are able to be made until any outstanding amount is settled. Cleaning equipment and materials are provided. Please do a site check prior to leaving for any rubbish that has been missed - wrappers, bottels etc. These are all unsightly, but mainly have a huge impact on the natural environment and animals that live at Pinewood. We are playing in their garden afterall!

• You must take all rubbish away with you. You may be liable to a £40 charge if we end up having to dispose of waste. Any damages should be discussed with us. Excess cleaning will also be billed should you leave any area in an unsatisfactory state. You will be notified by email on the one given when you booked.

• We cannot accept responsibility for your possessions, or any personal injury of any kind sustained while on our site, subject to Section 15 - Liability.

• You must not stray outside of our site, into fields or buildings around neighbouring land and farms.

• Fires and BBQs are only permitted in the designated areas. No stoves or heat source to be placed directly onto the decking area.

• You are liable at all times for any fires, BBQs and other activities undertaken around the site. We do not allow open fire of any sort inside your tent/unit/awning due to the high risk of carbon monoxide poisoning and fire.

• Any accidents on our site must be reported to the Pinewood Team so we can log them in our Accident Book.

• No vehicles to be driven onsite without prior permission– with exception of emergency services.

• You will be notified if any of your property is left onsite and arrangements can be made to collect. If no contact is received after 21 days these items will be disposed of.

• You must leave a gap of 3m between all units (tents) if you are erecting. This is a legal requirement. You may be asked to move your tent/unit if pitched too close to another.

• No amplified music onsite

• Smoking is not permitted on site. For those who do smoke, this must be done at our entrance gate, and cigarettes stubs must be disposed of correctly. Do not drop stubs on the ground or stub them out on fencing. We do not have a sand bin for these to be disposed of, as we would not want animals to access it. Cigarette waste left behind will result in site use being reviewed. See our No Smoking Section 12.

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5. USE OF TENTS OR EQUIPMENT

• You are responsible for any hired equipment for the duration of your stay

• Any damage or loss of equipment will be billed accordingly

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6. NUMBER OF PERSONS PERMITTED ON SITE

The maximum number of people permitted on site is 30 (see section 1 Bookings for exceptions). Contact us if this is an issue for you and we may be able to come to a suitable arrangement.

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7. ARRIVAL AND DEPARTURE TIMES

Our "check in" time is 10.30am onwards on day bookings. Day bookings can be combined with evenings for overnight camp bookings for additional costs. See pricing guide. On arrival and departure, you will be met by a Pinewood Trust Staff to open up and lock up the site. On occasions where groups are known to us, you may be given instructions to enter and leave the site without a Pinewood staff member being present, with the site being opened and closed outside of your stay.

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During your stay if you are journeying out and about in your car, we ask that you can aim to be back on site by 10pm to minimise vehicle noise in the area. PLEASE NOTE WE ARE A PEACEFUL SITE FROM 10.30pm ONWARDS so please keep noise to a minimum after this time of night. We also ask guests to close and lock the main shared road entrance gate and keep the Pinewood site gate closed as they come and go to maintain the security on site.

 

Our departure time is 9.30am. Later departure times may sometimes be available if we do not have a changeover on the day of your departure, we will let you know if this is an option prior to your departure day.

 

8. PRICING

Whilst we will make every effort to ensure that our prices remain unchanged, they may be amended at any time. We reserve the right to amend advertised prices at any time. We also reserve the right to correct errors in both advertised and confirmed prices.  At the time of booking you will be informed of the prices applicable.

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9. PETS

Dogs are permitted on site with prior permission. However, if you bring a dog this remains your responsibility at ALL times, must be on a lead and not left unattended. You are responsible for any mess, which should be cleared up and disposed of immediately. There are animals on site and plants/flora that may be harmful. There is livestock, crops and farm machinery on the surrounding land, so extra care must be taken with any animal on site.

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11. WILDLIFE

There is an abundance of wildlife on the site.  Enjoy it but be careful.  Do not leave food out and do not leave rubbish outside the tents or lids off bins.

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12. NO SMOKING

The Pinewood site has a strict No Smoking Policy. For those who do smoke, this must be done at our entrance gate, and cigarettes stubs must be disposed of correctly. Do not drop stubs on the ground or stub them out on fencing. We do not have a sand bin for these to be disposed of, as we would not want animals to access it. Cigarette waste left behind will result in site use being reviewed. Vaping is permitted but is requested to be done away from the main site area.

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13. FLAMES, HUNTING AND FIREWORKS

No firearms, hunting equipment, fireworks or Chinese lanterns are permitted on the site.

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14. ASSUMPTION OF RISKS AND INSURANCE

Pinewood is a natural environment with flora and fauna (animals/droppings and plants/trees/bushes) that could cause injury. Nothing should be eaten that is found growing, or found on site, unless it is provided, or permission has been given.

N.B. Anybody fishing in the UK requires a rod fishing licence – this is your responsibility to arrange as the fine can be up to £2,500. Anyone under 12 years of age is not required to have a licence.

You must also be aware that you are staying close to working farmland with potentially dangerous farm equipment operating close to the site at certain times, in addition to a road with agricultural vehicles, so please take care, and if children are in your party, you must ensure you know where they are at all times.

You must be aware that some of the camp equipment (such as the pizza oven, stove etc.) are dangerous if misused. Whilst we will take great care to keep you safe, accidents can happen, and we are not held responsible for such accidents (to the greatest extent permitted by law). It is your responsibility to supervise children.  If you notice that any equipment looks faulty and /or unsafe, please notify us as soon as possible. It is your responsibility to ensure that the insurance you purchase is adequate and appropriate for your needs and the needs of your group and activity delivery. Documentation is not required to be seen however, you must complete and sign the areas of the booking form to confirm that these are in place, in addition to organisational policies and procedures, risk management and safer recruitment. We can provide advice and guidance on these areas if you need.

 

15. LIABILITY

Please read this section as it is important that you understand what you are agreeing to.

Nothing in this section limits or attempts to limit our liability for death or personal injury caused by our negligence or for fraud or fraudulent misrepresentation, or for any other matter for which it would be illegal or unlawful for us to exclude or attempt to exclude our liability.

• If we fail to comply with these Terms we are responsible for loss or damage you suffer that is a direct and foreseeable result of our failure or our negligence.  We shall not be responsible for any losses that you suffer that are indirect or not foreseeable, including, but not limited to, loss of income or revenue, loss of business and loss of anticipated savings.

• We cannot be responsible for your loss of equipment or personal belongings

• As our site is located in a rural environment, we do not accept responsibility for any damage, injury or inconvenience caused by livestock, plants, trees, wildlife or weather. We advise you to have the relevant insurance.

• We shall not be responsible for any loss, injury, or damage that is caused through any activity which is not delivered by Pinewood Trust. All groups must conduct their own risk assessment. Our site risk assessment is provided upon booking.

• These Terms are governed by the laws of England and Wales.

• We are covered by up-to-date Public Liability Insurance and risk management procedures.

• You have a responsibility to notify The Pinewood trust of any damage or area you have seen as unsafe so that action can be taken.

• We will not be responsible for any injury or harm caused by damage or misuse of equipment.

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16. YOUR RESPONSIBILITIES

• You have a responsibility to behave in a proper, appropriate, and legal manner whilst staying at The Pinewood Activity Centre with due respect to the property and other people and their property.

• You are responsible for informing us of any losses or damage to the property as soon as possible. Please note that you will be liable to pay us for any losses or damage to the property caused by you or a member of your party (except reasonable wear and tear).

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17. COMPLAINTS

We hope you will enjoy your stay. However, should any element not be to your satisfaction please address queries and concerns to us as soon as possible so that we can address them during your stay. In the event that you have any complaint about your stay, please notify The Pinewood Trust as soon as possible but no later than 14 days after your departure. If you don’t follow this procedure, there will be less opportunity for us to investigate and resolve your complaint and so make your stay as enjoyable as possible. We will do everything possible to address your complaint.

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18. PHOTOS

We encourage you to take fabulous photos of the beautiful site, surrounding ponds, lakes, wildlife and around The Pinewood Trust for your own use. All photos shared with The Pinewood Trust electronically or through social media will be free to be used by us without accreditation or payment by The Pinewood Trust. If images are shared it will be assumed that these images are to be used freely with no issue regarding print, online or with partners or funders, for the purposes of our organisation. If possible, we will let you know when this does occur.

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19. GDPR

Your data is stored securely and is only used with regards to your booking. Your information will never be passed onto a 3rd party. Payment details are not stored or seen by us and are only used for the purpose of you creating a booking through our online Sum Up system or through your own Banking system. We hold a copy of our GDPR policy which you are welcome to view.