Booking & Hiring Conditions

Booking And Hiring Conditions – For Lodges, Holiday Hire Homes & Touring Pitches

These booking and hiring conditions (the “Conditions”) apply to all bookings made in respect of Kelling Heath Holiday Park and Woodhill Park (together the “Parks”).  The Conditions form part of a contract between the person making the booking (“You”/”Your”) and Timewell Properties Limited, Registered in England number 747225, the owner of the Parks (the “Company”).  For the purposes of these Conditions: (i) the “Total Hire Charge” is the total cost of Your booking including the Booking Deposit; (ii) the “Booking Deposit” is the deposit payable under Paragraph 1(a) or 1(b) (or deemed to be paid under paragraph 1(e)); and (iii) the “Balance of the Total Hire Charge” is the amount by which the Total Hire Charge exceeds the Booking Deposit.

When making a booking, You guarantee that You have the authority to accept, and do accept, on behalf of Your party the terms of these Conditions.  Your contract with the Company will exist as soon as the Company issues to You its booking confirmation.  This contract is made on the terms of these Conditions,  These Conditions are governed by English law and You can bring legal proceedings in respect of them in the English courts.  If You live in Scotland You can bring proceedings in either the Scottish and English courts and if You live in Northern Ireland You can bring proceedings in either the Northern Irish or English courts.

1  (a) Lodges and Holiday Hire Homes – Subject to paragraphs 1(c) and 1(e), no booking will be accepted unless accompanied by a Booking Deposit of £75 per week or part week per lodge or holiday hire home. 

(b) Pitches for touring caravans and tents – Subject to paragraphs 1(c) and 1(e), no booking will be accepted unless accompanied by a Booking Deposit of £75 per week or part week, per pitch.

Where the Total Hire Charge is lower than the Booking Deposit, the full amount of the Total Hire Charge is due at the time of booking.

(c) You may, if you wish, pay the Total Hire Charge at the time of Your booking (instead of paying only the Booking Deposit).  If you only pay the Booking Deposit at the time of Your booking, THE BALANCE OF THE TOTAL HIRE CHARGE MUST BE PAID AT LEAST 42 DAYS BEFORE THE COMMENCEMENT OF THE HIRE PERIOD. In the event that payment is not received by such date, You will be deemed to have cancelled Your booking at the commencement of the 42 day period referred to in this paragraph 1(c) and the provisions of paragraphs 3 and 4 will apply accordingly. Where a booking is made less than 42 days before the commencement of the hire period we will only accept the booking if You pay the Total Hire Charge.

(d) Where bookings are taken from residents outside of the United Kingdom, payments will only be accepted by recognised Credit/Debit Cards.

(e) If You opt to pay the Total Hire Charge at the time of Your booking, You will be deemed to have paid the Booking Deposit calculated in accordance with paragraphs 1(a) and 1(b).

2  (a) The Company reserves the right to refuse bookings made by larger parties or celebration parties which it believes may spoil the quiet enjoyment of the Parks by other users or damage the reputation of the Company or the Parks.

(b) Where bookings are accepted from parties under the age of 25, a security deposit of £100 per person is required (£400 minimum for lodges and holiday hire homes even if occupied by less than four people). At the end of the hire period, the security deposit will be used to meet the cost of repair or replacement for any breakages or other damage or additional cleaning (if any) in accordance with paragraphs 11 and 14(a) below. If the cost of repair or replacement for any breakages or other damage or additional cleaning is less than the security deposit, the balance will be refunded to You. If the cost of repair or replacement for any breakages or other damage or additional cleaning is greater than the security deposit, You will be required to pay the excess to the Company.

3  In the event that You cancel Your booking (whether before, on or after the commencement of the 42 day period referred to in paragraph 1(c)), the Booking Deposit will not be refunded to You but will be used to meet the expenses the Company incurs in trying to re-let the lodge, holiday hire home or pitch.  Notice of cancellation must be sent in writing to Kelling Heath Holiday Park or Woodhill Park, as the case may be (You are advised to use registered or recorded delivery).

4  In the event that You cancel Your booking under paragraph 3 above and Your booking is cancelled on or after the commencement of the 42 day period referred to in paragraph 1(c) (or if You are deemed to have cancelled Your booking in accordance with paragraph 1(c)), You will be required to pay a percentage of the Balance of the Total Hire Charge in respect of the original booking period.  The percentage of the Balance of the Total Hire Charge payable on cancellation is as follows:

If You have already paid the Balance of the Total Hire Charge in accordance with paragraph 1(c) or have paid the whole of the Total Hire Charge at the time of Your booking, the Company will refund to You the percentage of the Balance of the Total Hire Charge not payable by You under the above table.

5  In the event that You cancel Your booking under paragraph 3 above and Your booking is cancelled before the commencement of the 42 day period referred to in paragraph 1(c), You will not be required to pay the Balance of the Total Hire Charge.  If You have already paid the Balance of the Total Hire Charge in accordance with paragraph 1(c) or have paid the whole of the Total Hire Charge at the time of Your booking, the Company will refund to You the Balance of the Total Hire Charge.

6  Subject to paragraph 7 below, in the event that You cancel any booking as a result of death or serious illness of a member of Your party as detailed on the booking form, or the redundancy of You or Your spouse or partner, and where suitable evidence is produced (e.g. letter or certificate), You shall not be required to pay the Balance of the Total Hire Charge.  If You have already paid the Balance of the Total Hire Charge in accordance with paragraph 1(c) or have paid the whole of the Total Hire Charge at the time of Your booking, the Company will refund to You the Balance of the Total Hire Charge.  The Booking Deposit shall not, however, be refundable in these circumstances. 

7  The Balance of the Total Hire Charge shall not be refundable to You in the circumstances described in paragraph 6 above in the event that a booking is cancelled as a result of a pre-existing medical condition or injury of a member of Your party (being a medical condition or injury which exists at the time of booking).

8  Although the Company will do everything possible to avoid doing so, in the event that we can no longer offer the holiday You have booked, or due to exceptional circumstances has to cancel Your booking, the following options are available. An alternative holiday, if the new holiday is lower in price than the original, we will refund the difference, if the cost is higher then, we will ask you to pay the difference. Or a full refund. (such figure will not exceed the Total Hire Charge).  The Company will have no further liability to You for any other costs or expenses arising as a result of such cancellation.

9 We will not take responsibility or pay compensation if we cancel or change your booking in any way because of events beyond our control.  This means any event beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include fire, flood, explosion, storm, adverse weather conditions, criminal damage, riots or civil strife, industrial action, nuclear or natural disaster, epidemics or pandemics, war or threat of war, terrorist activity.

10 (a) Lodge and holiday hire home bookings are from 4pm on the day of arrival until 10am on the day of departure. 

(b) Pitches for touring caravans and tents are available from noon on the day of arrival and must be vacated by 10am on the day of departure or by such later time as may be notified to You.

11 An administration charge of £30 per booking will be made for alterations to the booking, including alterations to accommodation, additional services and extras and dates and for offers not claimed at the time of booking. No alterations can be made under this paragraph 10 after the commencement of the 42 day period referred to in paragraph 1(c).

12 Lodges, Holiday Hire Homes and touring pitches must be kept in a clean and tidy condition.  You are responsible for the cost of repair or replacement for any breakages or other damage caused during Your occupation of the lodge, home or touring pitch.  If You fail to leave a lodge, home or touring pitch in a clean and tidy condition, the Company reserves the right to charge You an additional cleaning charge for any cleaning which is additional to the standard cleaning that the Company usually carries out between lettings of a lodge, home or touring pitch.  Where You have paid a security deposit, this will be used to cover the cost of the repair, replacement or additional cleaning.  If the cost of repair, replacement or additional cleaning is greater than the security deposit, You will be required to pay the excess to the Company.

13 (a) All users of the Parks are responsible for the safekeeping of any personal possessions or other physical property which they bring onto the Parks and are required, at all times when they are on the Parks, to exercise due care and attention to protect their own personal safety and wellbeing.

(b) The Company accepts liability to You for personal injury or death caused by the negligence of the Company or its employees and officers (acting within the course of their employment or duties and scope of their authority).

(c) The Company’s liability for any loss of or damage to any personal possessions or other physical property caused by the negligence of the Company or its employees or officers acting within the course of their employment or duties and scope of their authority shall be limited to the repair, replacement or reinstatement value of such personal possessions or physical property (whichever is the lowest).

(d)  Subject to (b) and (c) above, if we fail to comply with these Conditions, we are responsible for loss or damage You suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and You knew it might happen, for example, if You discussed it with us prior to making a booking.(e) In no circumstances shall the Company have any liability to You or any other user of the Parks for any damage, loss or injury caused by Your negligent acts or omissions or those of any other user of the Parks.

14 (a) You undertake on behalf of Yourself and all members of Your party to observe the Park rules as displayed at the Park from time to time.

(b) Parking: Touring caravans and tent pitches - one car per pitch permitted.  Lodges and holiday hire homes – up to two cars beside lodge or home. All other vehicles must be parked on designated parking areas.  No commercial vehicles are permitted on the Parks.

(c) EV Charging: The charging of hybrid and or electric vehicles using the electricity supply to Your Lodge, Holiday Hire Home, or touring hook-up point is NOT permitted. Six designated charging points are available at Kelling Heath.

There are currently no charging facilities for EV’s available at Woodhill Park.

(d) Electric E-Bicycles are NOT permitted to be taken into Your Lodge or Holiday Hire Home for charging.

(e) Quad bikes, segways, hoverboards and electric scooters are NOT permitted on Park.

(f) Occupancy: Touring caravan and tent pitches – maximum occupancy is 6 people per pitch. Lodges and holiday hire homes – maximum occupancy is dependent on the type of property hired, details of which can be found at www.kellingheath.co.uk and www.woodhill-park.com. 

15(a) Dogs: A maximum of two, well-trained dogs are welcome in designated dog friendly lodges at Kelling Heath only.
Dogs are not permitted in the bedrooms, on the beds, or on any of the furniture in the lodges, we ask that You provide your own dog beds. They should not be left unattended in the lodge or any vehicle.

(b) Dogs and other pets are not permitted in lodges not designated as dog friendly and holiday hire homes, or anywhere on the plots surrounding lodges and holiday hire homes at Kelling Heath and Woodhill (including in cars, kennels, cages, pet beds or pens). The Company reserves the right to require anyone who brings a dog or other pet into a lodge, holiday hire home or surrounding plot to remove it from the Park. The Company will charge You for any additional cleaning that may be required as a result of any breach of this paragraph 15(b).

(c) Nothing in these Booking & Hiring Conditions prevents You from bringing an assistance dog or Guide Dog if this is required to support Your disability, where possible we ask You to provide an identification book or appropriate evidence.

(d) A maximum of two dogs are permitted per pitch on the designated Red Squirrel touring area at Kelling Heath, and on the touring pitch areas at Woodhill Park.

(e) Certain breeds of dog are not permitted on Kelling Heath or Woodhill Park in order to maintain the safety and wellbeing of all of our guests.  These are: Pit Bull Terrier, Japanese Tosa, Dogo Argentino, Fila Braziliero, XL Bully or a cross breed of any of the breeds shown. If You are in doubt about whether Your dog will be permitted, please contact the Park prior to booking for confirmation. The Company reserves the right to require anyone who brings a dog onto the Parks (whether or not of the breeds referred to above) which is considered dangerous, or to be causing a nuisance, harm, or threat to anyone, or that there is a reasonable risk of it doing so, to remove it from Park without refund or compensation.

(f) Dogs should not be left unattended and must be on a lead at all times and under the control of a responsible adult. Our Parks are a haven for wildlife including ground nesting birds which can easily become disturbed or injured.You are required to clear up after Your dog(s) and dispose of any dog fouling in the dog waste bins provided around Park. Well-behaved dogs on a lead are permitted in the following dog-friendly facilities. At Kelling Heath: The Forge Bar, Brackens Café, Kelling Heath Reception, Holiday Home Sales & Owner Services, and an allocated area within the Terrace Restaurant.
Except for Guide Dogs and certified assistance dogs, dogs are NOT allowed in any other indoor area including the Kelling Heath Village Store, Woodhill Reception and Store and all Touring Facility Blocks at both Parks.

16 All prices quoted by Kelling Heath Holiday Park and Woodhill Holiday Park are inclusive of VAT where applicable at the rate in force at the time of publication. The right is reserved to vary the inclusive cost should the VAT rate alter.

17 To ensure the quiet enjoyment of the Park at night, parents and guardians are requested TO ENSURE THAT THOSE UNDER THE AGE OF 18 ARE BACK IN THEIR ACCOMMODATION BY MIDNIGHT.

18 The Company or its representatives reserve the right to require You, any members of Your party or other users of the Parks, to leave the Parks where such persons breach the terms set out in these Conditions or breach any of the Parks’ rules referred to in paragraph 13(a).

19 The Company or its representatives reserve the right to refuse admission to the Parks. In such circumstances, the Company may, in its sole discretion, offer You a refund of all or part of the Total Hire Charge.

20 All information in brochures and/or our website about services and facilities at the Parks was accurate at the time of publication. The Company reserves the right to vary the services and facilities available at the Parks from time to time depending on demand, availability of third party suppliers, health & safety reasons or circumstances beyond the Company's reasonable control.
We will open the services and facilities only if our own risk assessments and the Law tells us we can do so safely. In the event that they close at short notice, you are still receiving the holiday You have booked in a Lodge, Holiday Hire Home or for a Touring & Camping Pitch, we have not promised these facilities will be open and you will not be entitled to cancel or to receive any compensation in the event of closure.

21 Lost Property: If You have left something behind in the holiday hire accommodation or have lost an item(s) on Park let us know as soon as possible. We will make every effort to locate the item(s), though the Company will not be liable if this is not possible.

If You require an item to be returned, we will charge for the cost of Your preferred method of postage, plus a £10 administration fee.

Unclaimed items will be disposed of in accordance with the Company’s lost property policy.

22 All special offers, discounts and short breaks are subject to availability. Hirers may only use one special offer or discount per booking.

23 You are advised to take out an appropriate travel insurance policy at the time of booking from a reputable insurance provider.

24 Any customer data supplied by You about You or Your Party will be used in accordance with the privacy policy which can be found at https://www.kellingheath.co.uk/privacy.html and https://www.woodhill-park.com/privacy.html.

25 This contract is between you and us. No other person shall have any rights to enforce any of its terms.