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Booking Terms & Conditions

COVID-19: WHAT TO DO IF YOU HAVE TESTED POSITIVE BEFORE YOUR BREAK

You’re no longer required to do a COVID-19 rapid lateral flow test if you have symptoms; there is no Government requirement to stay at home or cancel your break. However, if you or your child have tested positive for COVID-19, we can discuss changing your date for you – depending on time scale and subject to our availability. We also offer extra cover through a third party called Xcover, which you can opt for when booking your break.

PART 1

PRICE OF YOUR BREAK & WHAT IT INCLUDES

The price you pay for your break is that which is applicable at the time you make your reservation. Price adjustments, promotions and discounted offers are introduced at our discretion and are subject to availability. Offers cannot be used in conjunction with any other promotion or discounted offer and may be withdrawn at any time prior to the Contract being formed. Retrospective refunds are not permitted against any price adjustment, promotion or discounted offer advertised after such time a Contract is made. Discount codes or promotions cannot be added retrospectively.

The price for your break is shown on the current tariff & will be shown on the Confirmation that we send you, either by post or electronically. This price includes:

Use of your accommodation for the maximum numbers of guests indicated in the description
Bed linen, except cot linen
Charges for additional services as requested by you when booking. Prices as per the tariff

AMENDMENT CHARGE

Should you wish to amend your booking in any way, please contact us immediately. We understand that plans can change, so we will offer the first amendment free of charge any other amendments will be charged at £20.00 per a change. Our normal terms and conditions still apply with regards to cancellations.

ADDITIONAL ACCOMMODATION CHARGES

Cots & highchairs may be pre-booked
Celebration packs can be pre-booked
Dogs pre-booked cleaning fee applies

ARRIVAL & DEPARTURE

Your accommodation will be available at approximately 4pm on your arrival day. You will need to report to Reception to register. Keys will not be issued until your Forest Lodge is ready. If you are arriving after 7pm, please phone so we can advise you where you key will be left to enter the lodge.

Checkout is 10am – please return your key to Reception. If you leave before the reception opens, please lock your lodge, and post the key back in our safe black post box on the wall outside reception.

Lost keys will be charged at £20.00.
We reserve the right to charge £160 for a late departure that effects the next guests break.

SPECIAL REQUIREMENTS

We welcome guests with disabilities; however, we don’t have disability-friendly facilities in our lodges. We hope this is something we can do in the foreseeable future. We have some lodges on park which are more accessible. For us to allocate the accommodation correctly, do please let us have full details of any needs, requirements and conditions prior to the booking being concluded.

ASSISTANCE DOGS

Registered assistant dogs will be accepted free of charge, subject to availability of suitable accommodation. We need to know in advance if you have assistance dog. We also have allocated dog-friendly lodges on our park. Sorry no other pets allowed.

Please note that, very occasionally, guests with physical, emotional, or psychological disabilities may need to bring their service dog to a lodge, even though it is generally non-dog friendly. We want to ensure all guests have a comfortable experience, so if you have any allergies or concerns, please let us know in advance. Additionally, we take extra precautions by thoroughly deep cleaning the lodge before your arrival to maintain a safe and comfortable environment for everyone.

HOT TUBS

Please note that due to safety regulations, hygiene, management regimes and the required draining between guest visits, your hot tub may not be at its optimal temperature until the evening of your arrival. This also applies to early check ins. We appreciate your understanding and are happy to assist if you have any questions.

Whilst on holiday we know you want to get the best use out of your hot tub. The temperature is maintained at around 37 degrees we can turn it down to 36 degrees minimum or adjusted to 40 degrees max – it must be in this water range for water safety reasons.

No children under 4 years should use the hot tub and bathers under 16 must be accompanied by an adult
You should consult your doctor before use if you are receiving medical attention or have a long-term illness
Avoid using the hot tub if you are under the influence of alcohol, have eaten a large meal, are pregnant, or are on medication. Only use the hot tub after seeking medical advice if you have a condition that is affected by heat for example, a heart condition or high or low blood pressure
No food, glass, liquids, pets, bubble bath or oils allowed as these may result in the hot tub having to be drained
You should get out of the tub if you start feeling unwell, uncomfortable, giddy or faint
We recommend for safe use that you remain in the hot tub for a maximum of twenty minutes at a time and have a rest period of between 10 and 20 minutes. Overuse will affect chemical balance and overall enjoyment
Please take care when getting in and out of the hot tub as the decking is slippery when wet. Please keep your voice down after 10:30pm no music to be played late do not use the hot tub during a storm
Jewellery We do not recommend that any jewellery or watches be worn in hot tubs. Even watches that are rated to go under water to some degree can be infiltrated by the water coming out of the jets

YOUR RESPONSIBILITIES WHEN ON LOCATION

As the person booking the holiday, you are responsible for the behaviour of all members of the party whilst on park. You are also responsible for the safety of all members of the party whilst on Location and as such must notify the Managers of any additional requirements that you or your party may have in the event of an emergency. Any pre-existing medical conditions or mobility issues should also be reported to enable our Locations Managers to properly handle any unforeseen problems during your stay.

The cabin must be left in a clean and tidy condition. Please make managers aware of any breakages or damage caused during your stay.

Noisy or disruptive behaviour, especially after 10:30pm, wilful damage to the Location or cabins or other behaviour considered by our staff to be inappropriate may result in us asking you or a member of your party to leave the Location immediately. No refunds or compensation will be given in these instances, and we reserve the right to claim compensation for damages or inconvenience caused.

To protect our forests, aside from using approved wood provided in our shop of the Rempstone estate, the burning of unseasoned wood is strictly prohibited and can cause damage to our log burners.

PART 2

IMPORTANT INFORMATION FOR YOU TO CONSIDER BEFORE YOU BOOK

1 Our agreement with you binds you, the person named on the booking form and all members of your party, including children and any day visitor. You must ensure that all members of your party are aware of and accept all of this agreement. It starts from the date our agreement is formedand continues until the last member of your party has left the complex (and includes any extensions of time to your booking).

2 For our agreement to be formed we must receive payment and you must receive or be deemed to have received a confirmation notice and a copy of the agreement.

Our agreement is formed:

10 days after making your telephone booking or when you have received our agreement with you, either by post or electronically, and/or have accepted it online (whichever occurs first) and we have received the required payment

The required payment means:

your credit or debit card payment is authorised, or cash accepted in reception
your first or only postal payment has cleared through our bank

3 Our agreement incorporates the entire contents of the Current Brochure, the Confirmation, and the copy of this agreement which we send to you following your telephone reservation or which you accept online. You must also note and comply with all guidance provided in your accommodation, and when booking or taking part in activities, or using any facilities during your stay.

4 We have the right at our sole discretion to refuse to confirm any booking and to obtain the name, age, address and gender of each member of your party before confirming your booking or at any time. You must provide us with full details of the makeup of your party prior to your arrival, which must include you (unless we have agreed otherwise and confirmed this to you in writing). Failure to do so may result in access to Burnbake being delayed or even denied where the terms of this agreement may not have been met.

5 We have the right to cancel your booking or to instruct you or your party to leave Burnbake immediately, without compensation or refund, should you or any of your party not comply with this agreement, particularly where the terms relating to behaviour and conduct have not been complied with.

6 You must be over 21 to make a booking and there must be at least one capable and responsible adult over the age of 21 in every accommodation unit. You are responsible for the behaviour of all members of your party, particularly those under the age of 21.

7 All female and all male parties must apply in writing before a booking can be confirmed. You must comply with any specific adult/child ratios we detail to you. Stag and hen parties are not permitted, and we reserve the right to ask such parties to leave without a refund.

8 Please note that only guests listed on the confirmation of booking may occupy the accommodation. If any other people are found in occupation, then Burnbake will end the agreement and all persons in the accommodation will be asked to leave.

9 The maximum number of guests in each accommodation unit (as stated in the Brochure) must not be exceeded. If it is, we may move those additional persons to another accommodation unit and will charge you or them the appropriate full charge for the additional accommodation, from the date your party arrived at Burnbake.

10 All of the Forest Lodges are non-smoking accommodation and smoking is strictly prohibited in the lodges. You may smoke in external areas but should respect the other residents and the site requirements.

11 You may not bring any shotgun, knife, firearm, air weapon, fireworks (including sparklers), Chinese lanterns, illegal substances, or similar item to the complex under any circumstances.

12 You may not advertise, use, give or resell your holiday or any discount offer associated with it or offer to do so (for profit or otherwise) from a competition, promotion, business and charitable or any other similar venture without our express advance written permission.

13 You should inform us immediately if, within 4 weeks prior to your arrival date or during your holiday, any member of your party has, or develops an infectious or contagious medical condition. Please note we have the right to:

refuse to accept your booking,
or cancel your holiday or
ask any member of your party to refrain from taking part in certain activities, or, ask any member of your party to leave the site immediately, should we, at our reasonable discretion, consider it necessary to protect the health of other guests, staff or general public.
Cancellation and Holiday Insurance is recommended on all bookings.

14 A charge may be levied for any extra cleaning that may be required if your lodge is not returned to us in reasonable order on departure ad for any lost keys or property damage. We will take photos as evidence and email you after departure within 7 working days.

15 The Lodge must be left in a clean and tidy condition. Please make our Reception aware of any breakages or damage caused during your stay. Burnbake Campsite LTD shall be entitled to charge you for any costs or expenses it incurs as a result of any breakage or damage or a failure by you to leave the Lodge in a clean and tidy condition.

HOW TO MAKE A BOOKING

To submit a Booking Request, you will need to complete a booking form (either on the website, or over the phone). The booking form process allows you to check and amend any errors before you submit the Booking Request to us. Please take the time to read and check your booking at each stage of the booking process, as it is your responsibility to provide us with the correct information. If you have made the Booking Request via the telephone, we will read back your details to you so that you can confirm that they are correct.

Our acceptance of your Booking Request is at our absolute discretion and will only take place once we issue an email confirming your booking containing a booking reference number or written confirmation via the post.

PAYMENTS AND REFUNDS

1 Bookings more than 8 weeks ahead

A deposit payment is required to secure your booking and is due:

for online bookings – immediately by credit/debit card or cash in reception
for telephone or on-site bookings – immediately by credit/debit card or within 10 days of making a reservation, if paying by another method

The deposit of £100 is a non-refundable booking fee covering the administration costs we incur in processing your reservation. However please note the provisions in paragraphs 22-26 below. The full cost of your Insurance Cover must be paid with your deposit and is a separate third-party provider.

You may pay the full cost of your holiday at this point, if you wish. The balance must be paid 8 weeks prior to the start of your holiday.

2 Bookings less than 8 weeks ahead

Full payment by credit or debit card is required at the time of making your reservation. This may be online, by telephone, or in person.

3 Credit and debit card payments

No additional charge is payable for payments made by credit/debit card.

Credit and Debit cards will normally be authorised and charged to your account the same day, or the next working day and you may also authorise us to charge the balance payment automatically on the balance payment date to the same credit or debit card by:

informing Reservations at the time of booking
telephoning us on 01929 480570 before the balance payment date
or instructing us to do so when making your online booking

4 Other payment methods and payment by post

Cheques can only be accepted if received and cleared before the balance payment date (more than 8 weeks before your arrival date). All cheques and postal orders must be made payable to Burnbake Campsite Limited. All cheques & postal orders must:

be received by us within 10 days of making your telephone or on-site reservation, or your reservation will be cancelled without notice, and
have the booking number (quoted on the confirmation) written on the reverse

Please do not send cash or post-dated cheques.

We are not responsible for any payment lost in the post. Postal orders should be sent by registered post. All payments sent by post, including credit or debit card authorisations, will be processed on the day they are received and will not be held until the due date.

5 Refunds

Credit or debit card payments will be refunded via the same card number less any non-refundable deposit and any other non-refundable amounts.

All cheque refunds will be made to the person named on the confirmation.

6 Price promise and taxes

All relevant prices include VAT at the appropriate rate. We have the right to increase or decrease prices in line with any change(s) to VAT or any other dues or fees levied on your holiday. We will not make any such increase to the basic cost of your holiday within 30 days of your holiday start date. We will also absorb all such increases where they form less than 2% of the total cost of your holiday. These provisions exclude insurance and cancellation charges.

7 Advance reservations

It may be possible to make a reservation up to 12 months before arrival. If we can’t make advance booking for you, we will book the dates with you on a provisional basis and then come back to you once we have the prices.

8 Changing or cancelling your booking

You may change your booking with us for any reason provided the change is made 8 weeks or more before your holiday start date. First change is free any additional changes are subject to a £20.00 amendment fee. You may only change your holiday start date once and you must select your new start date within 6 weeks of requesting the change, otherwise the change will be treated as a cancellation and the appropriate fee will apply.

Please note that any change of date will be likely to involve a change in price of your holiday. The price published in our Brochure, or on our website, for your revised holiday date, at the point at which you made your original reservations, will apply. You must pay us any increase due, and we will pay any refund due.

9 If you are prevented from taking your holiday, please contact Reservations at the earliest opportunity. We will do our best to assist. You may not, under any circumstances, transfer your booking to anyone without our consent. We will not consent to a transfer where the person or party concerned does not meet our booking conditions.

10 It may be necessary to cancel your break due to illness, accident or change of circumstances. If you have taken our recommended insurance, payments arising from the cancellation may be covered. As soon as you know that the break will need to be cancelled, ring the Burnbake booking line, and then notify us in writing. The cancellation will take effect, and charges will be calculated from the day we receive your written notification – together with proof of a doctor’s certificate, employers, or court notification, if applicable.

Cancellations more than 56 days in advance of your holiday start date:

If you are covered by Cancellation and Holiday Insurance, then cover is provided for cancellations arising from illness, bereavement, redundancy or Jury Service within 56 days of travel. If you comply with our Cancellation and Holiday Insurance procedures, then you will be entitled to transfer your booking subject to an administration charge of £20.00. If you do not wish to transfer your booking then you will lose your deposit and Cancellation and Holiday Insurance premium, and be subject to an administration cost of £20.00, but will not be liable to any further payments.

Cancellations 56 days or less before your holiday start date:

If we receive your written cancellation 56 days or less before your holiday start date, a fee will be charged as follows:-

No of weeks before start date that notification is received	Cancellation Charge as % of total holiday cost
More than 8 week	Full Deposit kept
More than 6 but not more than 8	50%
More than 4 but not more than 6	75%
4 weeks or less	100%

Please note that some separate charges such as insurance and cancellation charges are non-refundable.

If you have not arrived by 10am the morning after your break was due to commence, or contacted Burnbake to confirm when you arrive, we will assume that the break is cancelled, and the total cost and the insurance premium will be forfeited.

FORCE MAJEURE

We cannot accept responsibility or pay any compensation where the performance or prompt performance of our contract with you is prevented or affected by reason or of circumstances which amount to “force majeure”.

Circumstances amounting to “force majeure” include any event which we could not, even with all due care, foresee or avoid. Such circumstances include the destruction or damage of your accommodation (which cannot reasonably be remedied to a satisfactory standard before the start of your holiday) through fire, flood, explosion, storm or other weather damage, break-in, criminal damage, or any similar event beyond our control. Such circumstances also include riots or civil strife, industrial action, natural or nuclear disaster, fire, adverse weather conditions, war, or threat of war, actual or threatened terrorist activity and all similar situations beyond our control.

RULES ON THE PARK

We have a one-way system on the park around the lodges; we ask guests to stick to this due to safety reasons and disruptive causes with deliveries in and out of the park
Please note that the speed limit will be 5 miles per hour
The consumption of alcohol in public areas of the site is prohibited and is restricted to individual accommodation units. Guests may be requested to give information as to their place of accommodation if requested to do so by a member of the staff
The operation of a business buying, selling, or trading under whatever conditions is strictly prohibited on the site without the express authority of the company
To meet our legal requirements, we will check personal Photo ID at points of sale where necessary.
You are asked to keep the noise to a minimum after 10:30pm.
It may be necessary at the beginning or end of the main season to withdraw or amend certain facilities according to demand and other factors. The company reserves the right to alter or withdraw amenities, facilities or any part of the programme or activities either advertised or previously available without prior notice

CHILD PROTECTION

It is our policy to investigate any incident or allegation of concern about a child in our care or staying at Burnbake, and to refer the matter to an appropriate external organisation should we, in our reasonable and sole discretion, deem it necessary

FOUR LEGGED FRIENDS

Well-behaved pets are welcome, subject to you booking and occupying a pet-friendly cabin and paying the appropriate ‘per pet’ supplement.

We have a few simple rules relating to pets that we ask you to adhere to:

For the safety and welfare of our guests, breeds classified under the Dangerous Dogs Act are not permitted to stay at our locations
Please keep all dogs on a lead around the cabins, car park areas. While we appreciate your dogs may be friendly and well trained, not all our guests may not be as comfortable around animals
Around the forest, pets are to be kept under control at all times and owners should be aware of the Forestry Commission Dog Guidelines (details of which can be found on forestryengland.uk/dog-code)
Please ensure your pet is covered by appropriate third-party liability insurance in case of damage / injury to other (or our) property or persons
If we, in our sole and reasonable discretion, consider your pet to be to be causing a nuisance, harm or threat to anyone or anything, or to be likely to do so, we may ask you to remove your pet from our park (without refund or compensation) or we may have it removed off-location at your expense
If one of our team members has a need to visit your cabin (e.g. if you have requested a maintenance engineer or similar) you must take control of your pet or put them out of the way
We welcome well behaved pets on lead are welcome in the reception and the shop. No more than three pets may occupy any one pet friendly cabin
No pet is to be left unsupervised by you or alone in a cabin
Please remove all traces of pet fur or dirt at the end of your stay

For the protection of your dog, additionally, we request:

They must be microchipped (as required by law)
They have had current annual vaccination for distemper, canine hepatitis, leptospirosis, and parvo virus
You are aware of the correct dog care when in a forest environment, such as checking for ticks and any seasonal canine illnesses that may naturally occur around the UK.

COMPLAINTS

At Burnbake, we do everything possible to create positive experiences for our guests. Our managers are fully empowered in all aspects of operational management and are experts in dealing with policy matters and guest feedback. Should you have cause for complaint, we would like to know, and we are on hand to ensure that you have a memorable holiday. It is essential that you contact a manager immediately and log any problems that you have. We will endeavour to resolve your issue as quickly as possible during your stay. Please note, for us to investigate and implement corrective action wherever necessary, the Company cannot entertain complaints made after guests have left the park.

Due to data protection, we are only able to discuss complaint and booking details with the lead booker.

DRIVING AT BURNBAKE AND PARKING

Please give way to pedestrians and cyclists, keep to the speed limit, and drive, manoeuvre, and park carefully – always.

All vehicles that are not parked in the specified parking areas may be towed away by us. We will charge you for doing this. We do not accept any liability for damage arising out of this operation unless due to our negligence or that of our subcontractors.

All lodges have one designated parking space the executive lodges have two. Additional cars will need to park at Reception and overflow parking.

Please use great care when driving. No liability is accepted for any damage caused by roadside markers unless due to our negligence.

Access is required for contractors’ / suppliers’ vehicles and other vehicles we authorise such as emergency services.

ELECTRIC VEHICLES

Please note, guests are unable to charge their cars directly from the lodges and should use the designated charging points outside reception. This must be paid for during reception hours. Due to our rural location, charging from the lodges’ electrics could trip and cause damage. We are looking to install charging points around the lodges in the future.

IMPROVEMENTS & MAINTENANCE

As we continually strive to improve accommodation and the facilities at Burnbake, to and comply with any new Health and Safety legislation or other legal requirements, you may find that:

new facilities and / or accommodation units are on offer
listed facilities are temporarily closed for maintenance and / or improvement
At times during your stay, we may need to do some grounds work or tree cutting; we will endeavour to keep noise to a reasonable time and disruption to minimum
some facilities and / or accommodation units have been altered
there is development or refurbishment work going on in certain areas of Burnbake
maintenance work or housekeeping tasks are undertaken in and around your accommodation during your stay, although in such circumstances we try to minimise any inconvenience
different equipment is provided to that described in our brochures or other communications
The sliding door at Lodge 14 leading from the lounge to the decking area is currently out of action a new door has been ordered and we are hoping for this to be resolved in the next few months, there is still access from the kitchen to the decking area. We apologise for any inconvenience this may cause please speak to reception if you have any concerns or require further information.

LEGISLATION AND LICENSED PREMISES

We reserve the right to refuse to sell alcohol to anyone who:

is under the age of 18, or
appears to us to be under 18 (and cannot prove they are over 18), or
we, in our sole discretion, consider having been drinking excessively.

We will not sell tobacco-based products, solvent based products or allow the use of gaming machines in contravention of current legislation.

PHOTOGRAPHY

Photography (still, digital and video) is not permitted in any communal areas within Burnbake. Only non-intrusive photography of your own party and friends is permitted. You may not carry out photography for commercial purposes, publication, or similar purposes in any part of Burnbake.

PROPERTY AND ENVIRONMENT

Please keep to prepared roads, paths, and tracks always and treat all property and facilities carefully and appropriately.

PERSONAL POSSESSIONS

We are not liable for damage, lost property or theft of your personal possessions and we encourage you to ensure that you have adequate cover under your existing home contents, travel, or any other applicable policy for the length of your stay, especially for valuable items such as phones, cameras, bikes, jewellery and so on.

PART 3

FOR YOUR INFORMATION

Your contract is with Burnbake Campsite Limited.

All the information we collect and hold about you and members of your party may be stored in computer and other filing systems, for which we hold a valid notification under the Data Protection Act. We collect and keep information about you and members of your party to enable us to administer our services to you, to conduct market research and provide you with information about our products and services and those of carefully selected third parties. If you do not wish to be contacted by us or such third parties, please write to Burnbake Campsite, Corfe Castle, Wareham BH20 5JH.

We use CCTV cameras at some locations at Burnbake for the purposes of crime prevention and public safety. The scheme is controlled by Burnbake.

We always do our best to ensure that published information is correct when it goes to press. Please refer to our website www.burnbake.com for current details.

Our agreement is governed by English law, and we agree to the non-exclusive jurisdiction of the English Courts. We must both act reasonably in selecting or agreeing any jurisdiction including any forum for dispute resolution. Should any part of our agreement be deemed by law to be void, the remainder of this agreement will, if capable, continue in full force and effect.

The headings in this agreement are included for convenience only and shall not affect the interpretation or construction of this agreement.

In all cases, except personal injury or death, our liability to you for the total of all claims arising out of your holiday with us is limited to the cost of your booking less any insurance, cancellation and amendment charges.

We will not be responsible for any matters that result from any unforeseeable events that are beyond our control.