Your Holiday Booking Terms and Conditions
Please read these conditions carefully. They set out the basis on which we arrange your touring pitch and other services. Your contract will be with Haulfryn Group Ltd referred to as “Haulfryn” throughout these Terms & Conditions (Company No. 307876). By entering into this booking you accept that you are over 18 years of age and you agree for yourself and the members of your party to comply with the terms and conditions set out below. Before making the booking you should read the T&Cs carefully and discuss anything with us which you do not understand.
Prices are inclusive of VAT at the current rate. In the event of a change in the rate of VAT during the course of the year, you will be invoiced at the new amount of VAT unless you have already taken your holiday or paid the balance in full prior to the date of the change.
For bookings which cover two pricing periods, the price per night is on a pro rata basis for the weekly prices.
We reserve the right to alter prices in our brochure or on the website, which may go up or down. We will advise you of the current price before you make your booking.
The terms & conditions for bookings may change from time to time. Please check at the time of booking.
Making a Booking
Any promotional offers and bookings are subject to availability. A binding contract comes into existence between you & Haulfryn once we have received your deposit. We will issue you with a booking confirmation straight away either by post or email. Should you not receive this within 7 days of making your booking, it is your responsibility to inform us.
You must check your booking confirmation as well as all other documents we send you carefully as soon as you receive them. If any information appearing on any document appears to be inaccurate in any way, you must let us know as soon as possible. We regret we cannot accept any liability to make changes if we are not notified of any inaccuracy in any document within 10 days of our sending it out. The contract will be subject to English Law and the exclusive jurisdiction of the Courts of England and Wales.
On the day booking may be possible at the park and is subject to availability. Payment can be accepted by debit/credit card or cash on the day.
In order to maintain our high visual standards on park, only caravans/motorhomes in a good state of repair and condition that are well maintained and clean will be allowed into and remain on park. Assessment of such standards will be at determined by the park staff and will be exercised reasonably.
You must have a full valid driving and or towing licence and insurance for the towing vehicle and motorhomes must have a valid road fund licence.
You must have a full driving licence and insurance for the vehicle driven, cars and motor homes must have a valid road fund licence.
Compliance of our Park Rules is a condition of booking. Park rules are available and displayed within the park reception
Bookings are non- transferable and subletting or lending is not allowed.
Spare keys to caravan/motorhomes on seasonal pitches or in winter storage must be left in reception in the case of an emergency.
The maximum pitch length of your caravan/motorhome refers to the length of your caravan not including A-frame towing hitch.
Awnings can be erected and overall width including caravan/motorhome may not exceed maximum pitch width of 15’.
We cannot take responsibility for bookings for caravans/motor homes booked via the website & exceed these measurements and cannot be accommodated on park.
Number in Your Party
The total number in your party must not exceed the capacity of your caravan /motorhome. Outside sleeping in tents/awnings is not permitted. Tents are not permitted on your pitch.
Holmans Wood is a family holiday park and single sex groups are subject to the management’s discretion and must be disclosed at the time of booking. We regret we cannot accept parties of single people under the age of 18 years.
Caravans/motorhomes are only to be occupied by the persons listed as the booking Party at the time of booking.
When you book you must pay the applicable deposit requested. Standard deposit is 25% of the total booking cost. If a low cost deposit is available at the time of booking you will be required to pay the difference between that and the standard deposit 12 weeks after booking or 8 weeks prior to arrival, whichever is sooner.
Your balance is due and payable by the date printed on your booking confirmation invoice (8 weeks before your holiday start date). For bookings made within 8 weeks of you holiday start date, you must pay the full amount when you make your booking. If the deposit and/or balance is not paid on time, we may cancel your booking but only if we have written to you reminding you to pay the deposit and/or balance within 7 days from the date you have made the booking and you have failed to pay the amount outstanding. We do not accept third party payments and card payments must be made by the card holder.
On the day booking may be possible at the park and is subject to availability. Payment can only be accepted by debit/credit card on the day.
Brochure & Website Accuracy
We have taken care to ensure the accuracy at the time of publication of our brochure and continuously with the website, however information and prices may have changed by the time you book. Photographs are taken at our parks and are intended for guidance only. We will take all reasonable steps to notify you of any changes to, or inaccuracies in any information contained in our brochure or on our website as soon as is reasonably practicable after we become aware of that change or inaccuracy.
The duration of your stay will be variable from 1 to 28 nights. The caravan/motorhome may be occupied for a maximum of 28 nights for any one visit. After any one visit of 28 successive nights, guests must vacate the caravan/motorhome and Park and there must be an interval of not less than 72hrs before a return visit to the caravan/motorhome. Breach of this condition could result in the termination of a seasonal pitch.
Check-in on park is between 12 noon (subject to unavoidable delays) and 6pm.
The park barrier gate is closed at 6pm, please contact the Park Warden on 07393 797544 if you plan to arrive after 6pm to arrange park entry. Please note the park will not be able to check you in after 8pm.
Once you arrive on site, please report to reception to check-in & pay for your park barrier entry key. A cash deposit of £10 is required for the key and is refundable on return at departure.
The park team have the right to refuse a booking or admission to the park where in the staff’s opinion a breach of health & safety or park rules may occur.
We ask you vacate your pitch by 11am on your day of departure and leave the pitch clean and tidy.
Please check out with reception, returning your Park entry barrier key. Refund of your cash deposit will only be given on return of the key, please check our reception opening times, which may vary.
Should you wish to leave early, please contact our reception to make prior arrangement. Should you wish to leave later, please ask our staff for confirmation. Charges may apply.
Pitches & Parking
Pitches are pre-allocated, if you wish to change your pitch on arrival please check with reception for availability. There is no guarantee that a seasonal pitch selected or allocated will be available on any future occasion.
The maximum stay on park is 28 consecutive nights. After any one visit of 28 successive nights, guests must vacate the caravan/motor home and park and there must be an interval of not less than 72hrs before a return visit to the caravan/motor home. Breach of this condition could result in the termination of a seasonal pitch.
If you are leaving your caravan/motor home unoccupied for more than 48hrs please inform the park staff unless you are using a seasonal pitch.
For fire safety, there must be at least 6 metres spacing between an adjacent caravan/motorhome. Vehicles and awnings are permitted within the 6 metre space between adjacent units but there must always be 3 metres clear space within the 6 metres separation.
Fire hoses are for emergency use only and may not be used for any improper purpose such as washing cars, caravans or motorhomes.
You may erect an awning or gazebo for additional cooking or dining space within your pitch area, but not for additional sleeping. Please protect the pitch grass by lifting groundsheets and side flaps at frequent intervals or as required by the park staff.
Open fires are not permitted anywhere on park.
BBQs may be used with caution and in a proper BBQ container. Disposable BBQs may only be used on the breeze blocks provided so they are raised off the ground. All necessary fire and safety precautions must be taken when using BBQs. No BBQs after 10pm. Please dispose of BBQs responsibly in the designated area.
Please keep musical instruments, radios, TVs etc., at a considerate noise level. Quiet time is from 11pm to 8am
Only one car space is available to each pitch, additional car parking is available directly outside the park, in the public road lay-by. Any touring visitors to the park will need to report to the park staff on arrival, unfortunately we are unable to offer touring visitor parking on our park.
Pitches should be kept as clean and tidy as possible at all times and will be determined at the management’s discretion. A reasonable time will be given to remedy the situation.
Trees must not be cut or damaged, used for washing lines or hammocks. Washing is not to be hung between trees, on hedges or on a line.
Children under 16yrs old must not be left unattended and must remain accompanied by an adult. If you have children with you, you are responsible for their supervision.
Electrical wiring, mains switches and cut outs serving a caravan must not be tampered with or altered in any way. The permitted load of any circuit breaker fitted to the electricity supply by the Park Owner must not be exceeded. All electricity, gas and water connections must be switched off when the park is closed for the season.
No trading or business is to be conducted on park, no commercial vehicles are permitted.
No generators are allowed on the pitch.
Nothing can be planted or grown on or in the vicinity of any pitch.
Use of Caravans/Motorhomes on Park
The pitch fee covers the cost of the use of the caravan/motor home, for use up to such adult/child capacity and electric hook up where applicable. The park is for holiday and recreational use only and cannot be used as a permanent residence. The maximum stay on Park is 28 consecutive nights. After any one visit of 28 successive nights, guests must vacate the caravan/motor home and the Park and there must be an interval of not less than 72hrs before a return visit to the caravan/motor home. Breach of this condition could result in the termination of a seasonal pitch. After each continuous length of stay, prior to leaving, all seasonal pitch holders must check-out and return their entry barrier key into reception. On each return stay to park, all seasonal pitch holders must check-in on arrival and collect their entry barrier key.
No profession, business, trade or agency of any nature may be carried out on the Park, no commercial vehicles are permitted.
No signage or marketing materials are to be displayed on or in caravans, motorhomes or vehicles such as ‘For Sale’ or ‘To Let’ signs.
Nothing may be left stored beneath the caravan/motor home when unattended for more than 48hrs.
Only gas bottles which fit into the caravan/motor home gas locker are permitted when not occupied.
All caravans/motorhomes must be kept adequately equipped with serviceable firefighting equipment.
For everyone’s safety, please ensure your electrical equipment complies with all the current British Standards and Regulations. The park is responsible for the safety of electrical points up to socket outlets. Cables, plugs and all equipment connected to them are your responsibility.
Electric hook ups must be disconnected and the electric cable stored when a caravan/motor home is unoccupied for more than 48hrs.
Awnings and other temporary structures e.g. TV aerials must be dismantled and stored when a caravan/motor home is left unoccupied for more than 48hrs.
Movement of Caravans/Motorhomes on Seasonal/Winter Storage Pitches
It may be necessary to move an unoccupied unit due to maintenance, development works, grounds maintenance including tree/grass cutting. When unoccupied, spare keys must be left with reception or you will be given 7 days notice to return & move.
Use of Park Facilities
We reserve the right to alter or withdraw amenities or facilities where reasonably necessary due to repairs, maintenance, weather conditions and circumstances beyond our control. If we have to withdraw amenities or facilities due to repairs or maintenance then, on the basis that the repairs or maintenance are not an emergency, we will notify you where possible before your holiday what those closures will be. We regret we may not be able to notify you where adverse weather conditions or any unforeseen circumstances affect the facilities on the park. Opening times of the facilities may be limited outside of the main holiday season. Please ask for further details.
Ball games are allowed in the designated play area only. No kite flying is permitted on park. No fireworks or Chinese Lanterns are permitted to be lit on park.
Motor fun bikes, skateboards, electric scooters and such are not allowed on park. Bicycles are allowed with consideration shown to other customers. Speeds should not exceed a fast walking pace (5mph) and one-way systems should be followed at all times. Please give way to pedestrians, and remember that other holidaymaker’s pitches are strictly ‘no-go’ areas. No cycling or skating is permitted on site between the hours of dusk and dawn and please observe any no cycling signs on site, such as around toilet blocks, and ensure that children are supervised at all times. Remember that the principles of road safety should be observed and special care should be taken when cycling onto and off roadways. Please ask the staff about designated cycle routes nearby.
Normal highway rules apply on sites. Please follow the principles of road safety. You must have a full current driving licence and insurance for the vehicle driven. Cars and motor homes must have a valid road fund licence.
You may only empty the contents of chemical closets at the disposal points provided. Please wrap disposable nappies and similar bulky items in a bag and place them in the bin provided. Please do not put them in the toilets or chemical closet emptying points
Please collect your waste water in a suitable container and empty it at the disposal point provided. Please don’t allow it to overflow.
Please recycle as much of your rubbish as you can, using the relevant bin bays. If you need to use medical equipment such as hypodermic needles, you must provide your own safe means of disposal.
For the convenience of our holidaymakers and holiday home owners, we reserve the right to terminate a holiday without compensation or refund, where the unreasonable behaviour or the persons in the party might impair the enjoyment, comfort or health of other holidaymakers or members of staff. This may include but is not limited to verbal or physical abuse and will be up to the managements’ discretion. We cannot be held responsible for other people’s behaviour whilst on holiday with us
Holidaymakers, including children are required to comply with the following standards of behaviour (a) to act in a courteous and considerate manner towards the Park Owner’s employees and other customers of the Park Owner (b) to supervise children properly so that they are not a nuisance or danger to themselves or others (c) not to commit any criminal offence at the park or for the furtherance of criminal activity (d) not to commit any acts of vandalism or nuisance or use any unlawful drugs.
Your Holiday Environment
Holmans Wood is situated in a rural location, please be aware that some insects and bugs may make their way into your caravan/motorhome, which we cannot be held responsible for. It is advisable to acquaint yourselves with your holiday environment as soon as you arrive. Walking over grassy and often undulating ground may be unfamiliar and contain aspects of wildlife such as rabbit holes that you & your children need to avoid. Please take care when walking around the park and remember you are in an unfamiliar environment, particularly at night. We advise that you carry a pocket torch to assist you and avoid any holiday accidents.
Guests with Disabilities
We are happy to provide as much advice and information as possible to people with disabilities who wish to take a touring holiday at Holmans Wood. It is important you talk to our holiday advisors before making a booking as not all areas are suitable for holiday makers with disabilities and our wheelchair access is limited.
As per government legislation it is illegal to smoke inside enclosed buildings in England, Scotland and Wales. We do also ask holidaymakers to take care & have consideration of others when smoking outdoors.
Holmans Wood is a dog friendly park and you are allowed a maximum of 2 dogs per touring pitch and you must inform us you are bringing a pet at the time of your booking. Animals other than dogs can only be accepted with prior permission from the park management.
With the exception of registered assistance dogs, pets are not allowed in the reception building or shower block,
Pets may not be left unattended and must be exercised on a lead and in charge of an adult. Should your pet foul on the park, please clean up quickly using the dog bins provided. Please note that you are responsible for your pet’s behaviour and any damage caused by your pet must be reported immediately to allow us to take appropriate action. You may be charged for any damage caused.
In the interest of customer safety and following government legislation, we are sorry we are unable to accept the following types of dog: American Pit Bull terrier, Japanese Tosa, Fila Brasileiro, and Dogo Argentino even when these types of dogs are muzzled as required by government legislation.
Your vehicles, caravan, their accessories and contents are left entirely at your risk. We are not responsible for any loss or damage from or to any vehicle unless any loss or damage was caused through our own negligence or breach of statutory duty.
Parking and other regulations may vary; you will have parking only for one vehicle on your pitch. Additional parking is available outside of the park.
Our staff are insured to drive company vehicles only. Should you need assistance in parking your caravan/motorhome onto a pitch we will be happy to help direct you.
For your added information a copy of the NCC Caravan Towing Guide is in the main reception, please note our staff are not qualified/insured to provide a maintenance service for your caravan/motorhome.
Our Responsibility for Your Booking
We are responsible for making your booking in line with your instructions. However, in the event we are legally responsible to compensate you, we will compensate you or the loss or damage that we and you could have reasonably foreseen at the time of entering the booking. We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment.
Comments or Concerns
If you are dissatisfied with any aspect of your holiday, please speak to the park reception. In most cases they will be able to help you immediately so that you can enjoy the rest of your stay. However, if you are still dissatisfied, you must make an appointment to see the Park Warden and record your complaint with them. If at the end of your holiday, you feel that we have not dealt with your complaint to your satisfaction, please write to Customer Services at Haulfryn Group Ltd.,Clarion House, Norreys Drive, Maidenhead, Berkshire, SL6 4FL. Or email us at Feedback@Haulfryn.co.uk no later than 28 days after the end of your holiday. It is necessary for Haulfryn to impose these limitations so that we have the opportunity to solve the problems experienced fairly and effectively.
Data Protection Policy
In order to process your booking we need to use the information you provide such as name, address, any special needs etc. Proper security measures are in place to protect your information. The information may also be provided to security or credit checking companies, public authorities such as customs/immigration if required by them, or as requested by law or under this booking. In making this booking you consent to this information being passed on to the relevant person. We will not, however pass any information onto any person not responsible for part of your booking. This applies to any sensitive information that you give us such as details of any disabilities or dietary/religious requirements. Your data controller is Haulfryn Group Ltd. You are entitled to a copy of your information held by us. If you would like to see this please contact us.
We will hold your information, where collated by us and may use it to provide you with holiday or special offer information from other areas of Haulfryn. If you do not wish to receive such approaches in the future, please let us know. We will not pass your information on to any third parties for marketing use without your permission.
Changes by You
Once a booking has been confirmed by us to you, should you require it to be amended a fee of £25.00 will be charged.
Up to 8 weeks before the holiday start date you may change your booking to another date within the same calendar year, subject to availability, payment of the above fee and any difference in seasonal pitch price. You may transfer your booking to someone else up to 8 weeks before your holiday start date, providing you pay the administration fee of £25.00.
Bookings may not be transferred to other parties after the booking has been cancelled or the balance has been paid. All changes must be made by the person who made the booking and or the card holder.
Cancellation by You
Meanings and expressions used in this section
“we/our/us” means Haulfryn Group Ltd
“you/your” means the person making the holiday booking
“holiday party” means those named on the holiday booking
If you cancel your booking, in addition to our booking terms and condition the following cancellation terms are also included.
It may be necessary to cancel your booking due to illness, accident or change of circumstances. As soon as you know you need to cancel, call our booking team on 0800 328 8413. You will be asked to confirm the cancellation in writing following your telephone call. If you have not taken out our cancellation plan, cancellation charges are calculated as follows from the date we receive your written instructions.
|56 days or more||Loss of deposit|
|7 days or less||100%|
If you have not arrived by 8am on the morning after your break was due to commence or contacted the Park concerned to confirm when you will arrive, we will assume that the booking is cancelled and the total booking cost including any cancellation plan will be forfeited.
Any cancellation should be notified in writing to us at: Willows Riverside Park, Maidenhead Road, Windsor, Berks, SL4 5TR.
If you do not take out our Booking Protection Cancellation Plan or cover of your own WE DO NOT GUARANTEE A REFUND WILL BE GIVEN ON ANY MONIES PAID.
Cancellation by Haulfryn
If we cancel your booking
We always endeavour not to change the date or cancel your booking, but in exceptional circumstances this may be necessary. We will inform you as soon as possible and give you the following options:
A. You may accept an alternative option given by us if available
B. Choose another booking at the advertised price
C. Cancel your booking with a full refund of all monies paid
In all circumstances including those arising from force majeure* we do not pay compensation or out of pocket expenses.
* Force majeure means circumstances beyond our control including (but not limited to) industrial disputes, natural disasters, fire, technical problems, bad weather and acts of government.
In addition to the above and provided it does not arise from circumstances beyond our control, we will also pay you compensation for any loss you have legitimately incurred as a result of the cancellation by us (loss must be proven). Should a sole use event be booked subsequent to your reservation, in the interest of your holiday enjoyment, we reserve the right to cancel your booking and provide you with an alternative as outlined above.
If we change your booking:
We try very hard to provide all facilities as advertised and the pitch type that you have booked, however sometimes it may be necessary to make some alterations in advance of your booking. If such a change is necessary, we will endeavour to advise you as soon as possible. We will also outline the options available to you.
Booking Protection Cancellation Plan
We strongly recommend that you take out our Holiday Protection Cancellation Plan, or a plan giving comparable cover, which covers you and your holiday party if you have to cancel your booking for any of the specified reasons. Our Booking Protection Cancellation Plan can be added to your booking: £25 per 8/7/6 nights or £17.50 per 5/4/3 nights, per pitch booked.
This covers cancellation should you or any other member of your booking party be unable to travel due to sickness, redundancy or jury service. Proof in the form of a doctor’s certificate, employers or court notification will be required in writing by recorded delivery prior to your confirmed booking start date. Customers covered by our Booking Protection Cancellation Plan and complying with the conditions above in respect of sickness, redundancy or jury service will be entitled to a full refund of all monies paid subject to:
1. The sliding scale below applies when cancelling a booking.
2. Payments made with vouchers, credit notes or transfer notes will only be refunded if cancelled within 28 days of the arrival date.
|56 days or more||Loss of deposit|
|7 days or less||85%|
* You will also lose your Cancellation Plan Fee on top of the deposit
Bookings by Credit/Debit Card will be refunded to the same card.
If you do not take out our Booking Protection Cancellation Plan or cover of your own WE DO NOT GUARANTEE A REFUND WILL BE GIVEN ON ANY MONIES PAID.