Terms & Conditions
Terms and Conditions – Updated 18th December 2024General
- THESE TERMS AND CONDITIONS FORM A CONTRACT BETWEEN YOU AND US AND SET OUT THE LEGAL BASIS FOR YOUR STAY AT HERDING HILL FARM. YOUR PAYMENT OF THE DEPOSIT IS YOUR UNCONDITIONAL AGREEMENT TO THESE TERMS AND CONDITIONS. IF YOU DO NOT AGREE TO THESE TERMS AND CONDITIONS YOU WILL BE UNABLE TO STAY WITH US AND YOU SHOULD CONTACT US IMMEDIATELY ON 01434 320175.
- Our Site Rules form part of this contract. These will be provided to you on booking and you can find them at https://www.herdinghillfarm.co.uk/on-site/our-campsite-code.
If we change the Site Rules between the date of your booking and the date of your arrival, and if you are not willing to accept the changes, then you can cancel your booking and we will give you a full refund.
If you are in breach of these terms and conditions; or if you or anyone in your group break the Site Rules, in particular our Noise policy, then we may reluctantly ask your group to leave Herding Hill Farm. If we do this, then we will not refund either your Deposit or your Final Payment and you and your group must leave Herding Hill Farm immediately. If this happens, we will have no liability to you for any costs which you incur as a result of the early termination of this contract. For example, we will not be liable to reimburse you for the cost of finding alternative accommodation and/or transportation costs. Nor will we be liable to compensate you for any disappointment or other similar emotions which you may feel. - Our Privacy Notice forms part of this contract. You can find this at https://www.herdinghillfarm.co.uk/privacy-policy. We process information about you in accordance with our Privacy Policy. By using our site, you consent to such processing and you warrant that all data provided by you is accurate. We only use your personal information in accordance with our Privacy Policy. Please take the time to read our policy, as it includes important terms which apply to you.
- In these terms and conditions:
“we”, “our”, “us” and similar words mean WCF Ltd (company number 02263148) T/A Herding Hill Farm, located at Herding Hill Farm, Shield Hill, Haltwhistle, NE49 9NW, whose registered office is at Crawhall, Brampton, Cumbria, CA8 1TN;
“you”, “your” and similar words means the person making the booking for accommodation at Herding Hill Farm;
“Deposit” means the amount you pay to us when you make your booking, which is 25% of the total payable. The purpose of this payment is to reserve your accommodation at Herding Hill Farm. Please ensure that you have appropriate holiday insurance cover for cancellations;
“Final Payment” means the 75% balance of your payment to Us for your accommodation. The Final Payment must be paid not less than 30 days before the date of your planned arrival.
“Parties” means groups of eight or more people staying on one or more units at Herding Hill Farm for purpose of celebrating an event or groups under the age of 25. For example, stag or hen parties. Herding Hill Farm is a quiet family site and is not suitable for Parties. We reserve the right to ask Parties to leave Herding Hill Farm. If this happens then no refund will be given. - Booking Alterations – these cannot be made without our agreement. We will try to accept small changes in accommodation type or group members when reasonably possible and at our discretion.
- Additional Needs - Guests with additional needs and requirements are welcome, we request that you contact us in advance before you book on 01434 320175 to ensure that we have suitable accommodation for you. Our Access Statement can be found online at https://www.herdinghillfarm.co.uk/on-site/accessibility. Some accommodation may not be suitable for holidaymakers with wheelchairs or mobility difficulties and there is a large amount of gravel on site. If you don’t tell us your additional needs prior to booking, we can’t be held responsible if you book something that is not suitable. We will try to accommodate any additional needs or requirements but can’t guarantee we will always be able to.
- Cancellation by Us - Very occasionally, we may have to cancel your booking. If we have to do so we will tell you as soon as possible and you can choose either to have a full refund, or accept any alternative arrangements offered to you, or book another holiday with us at the current price. We will have no further liability to you for this.
- Cancellation as a result of Covid-19 Government Restrictions – We are committed to keeping our guests and our employees safe and ask you not to book if the law prevents you from visiting or staying with us, or if Government guidance means you should not visit or stay with us even if you are not legally prohibited from doing so. There may also be circumstances in which we are required to close the site or need to cancel your holiday. Either of us have the right to cancel your holiday, or any full unused days, if the law prevents you from staying with us, or completing your holiday or if current Government guidance is such that to travel would be unwise. If your holiday has not started, then we will seek your agreement to move your booking to a later date or refund your booking in full. If your holiday has started, then we will refund in full any days unused.
- Cancellation by You – We would like our guests to be able to book with us with confidence. If
you are unable to travel for any reason, where possible, and with your
agreement, we will re-schedule your booking subject to availability. If you
cancel your booking for any reason more than one week before the date of your
planned arrival and we are unable to re-schedule and you have booked with us
direct, we will refund any payments made less your Deposit. If you cancel your
Booking less than one week before the date of your planned arrival (for any
reason that is not Covid-19 related), we will seek to re-schedule, however if
this is not possible neither your Deposit nor your Final Payment will be
refundable. If you have booked via a third-party, please check their terms and
conditions as we may deduct any commissions paid from any refund due.
- If you choose to leave Herding Hill Farm before your
scheduled date and time for departure for any reason other than Covid-19
Government restrictions no refund will be given. This includes if you leave because the
weather is bad.
- Changes to our amenities and services – Whilst we will always
try to have all our facilities available to the extent we reasonably can, we
may make reasonable changes to the amenities, facilities and services at the
site provided these changes do not materially reduce their quality. Our changes
may reflect changes in relevant laws and regulatory requirements or implement
minor technical adjustments and improvements to address specific areas of
Health and Safety. This may involve the temporary closure of our sauna or
children’s playground or the suspension of animal feeding. All facilities
advertised on our website are subject to availability and may not always be
available during your stay. Where possible, we will inform guests of such
changes in advance of their booking. Where we have been unable to inform guests
in advance of their booking and where such changes materially reduce the
quality of our amenities and services, we will give you the choice to
re-schedule or cancel your booking, in which case you will receive a full
refund of any Deposit or Final Payment made.
- Well-behaved dogs are welcome at Herding Hill Farm but must
be kept on a short lead at all times when on the site
and be under appropriate control when on our dog walk. No dangerous breeds
allowed. Please ensure that you always immediately clean up after your dog, even
on the dog walk, using the dog waste bins provided, and be considerate to the
needs of others. Please do not allow
your dog to foul the grassed areas of the site.
- Guests should check when booking that the accommodation they
have booked is dog friendly. We reserve the right to require anyone who brings
a dog or other pet into our non-designated pet lodges, static or glamping
accommodation to remove it from the site or leave immediately with no refund. Maximum
2 dogs per tent or touring pitch or in our dog friendly accommodation, with the
exception of our dog friendly Castle Pods where maximum 1 dog is allowed. Dogs should never be left unattended
either inside the accommodation or in your pitch as they may become distressed
or allowed to bother other guests. Please ensure that your dogs do not trouble the
animals at the Petting Farm. Please do not allow your dogs onto any beds or
furniture within our accommodation. No dogs allowed in either of our amenity
blocks.
- Walls, trees and
fences must not be climbed up, on or over
- The children’s playground must not be used before 9am or
after 9pm or dusk in the Winter months.
You are responsible for children in your group at all times when they
are at Herding Hill Farm, including when they are on the playground. Please
ensure they are supervised and respect the privacy of guests in the adjoining
pitches.
- We do not provide any supervision at the playground or at
the Petting Farm and by allowing your children to use the playground and visit
the Petting Farm, you are agreeing that you will continue to supervise them and
to take responsibility for their behaviour whilst in the playground or Petting Farm. You are responsible for ensuring that you and
anyone in your group who touches an animal in the Petting Farm, washes
afterwards. Please do not feed the animals.
- We do not provide any supervision of the hot tubs at Herding
Hill Farm. You use the hot tub at your
own risk and you are responsible for the safety of you and your group when
using the hot tub. Please ensure that you read the hot tub safety guidance
before using the tub.
- There is a pond at Herding Hill Farm. We do not provide any supervision of the
pond. Swimming and paddling in the pond is not safe and is not permitted. Entry into the environs of the pond is at
your own risk and you are responsible for the safety of you and your group when
there.
- We are not responsible for your property whilst it is at
Herding Hill Farm. We will not be liable
to you for any loss or damage to your property howsoever it is caused unless it
is caused by our deliberate or negligent act.
- You must not sublet your accommodation or any part of it during your stay or transfer your booking to anyone else.
- We will give the keys to your accommodation to you at the beginning of your stay and collect the keys at the end of your stay.
- You must leave the accommodation in a clean and tidy condition at the end of your stay and check out in
accordance with our Site Rules. Delayed check-out causes inconvenience to both
our site wardens and to arriving guests.
- You agree to adhere to any Covid-19 government restrictions
or guidelines displayed around the site or provided to you in advance of your
visit to protect the health, safety and welfare of yourself, fellow guests and
our site wardens.
- Any faults damage or
breakages must be reported as soon as possible to us and you must pay for the
cost of any negligent or wilful damage or breakages caused by you or your group
- We retain the right to enter the holiday accommodation at any time.
- No fires or firepits allowed unless the firepit is provided by us (at a hire charge). BBQ’s must only to be used off the ground and well away from benches, Wigwams, decking or tents and must be of an approved type that is fit for purpose. Please do not allow your charcoal BBQ to char the grass.
- All our accommodation is non-smoking and smoking and use of E-cigarettes are not permitted in any accommodation.
- At the current time we do not charge extra for guests to
charge their electric vehicles at their pitch or accommodation but reserve the
right to change this policy at any time. Guests are encouraged to charge their
electric vehicles at the designated EV charging station on site. If touring
guests wish to charge their vehicle at their pitch or accommodation this MUST
be plugged in to mains plug socket in their accommodation and not directly into
the electricity bollard at the pitch. Guests should also be aware that only a
trickle charge is available when using the campsite power supply. Our wardens
can direct guests to the closest EV charging station if the one on site is
occupied.
- The use of generators is not permitted at any time.
- As Herding Hill Farm a rural location, Wi-Fi speeds can vary. We do not guarantee that Wi-Fi will be available at all times during your stay and we do not accept any liability to you for any losses which may be caused by there being either no or inadequate Wi-Fi during your stay for whatever reason.
- The total number in your group (including children and babies) must not exceed the maximum capacity of the accommodation or pitch. We reserve the right to ask any guests not declared at the time of booking to leave immediately. Only 1 tent per touring pitch
allowed.
- We do not accept bookings from or allow anyone to stay who is listed on the Violent and Sex Offenders Register.
- Behaviour that is inappropriate, disruptive, noisy, offensive or likely to cause any harm or upset to other guests, staff or property will not be tolerated. If you are found to be disturbing other guests, we will ask you to leave and no refund will be given. We do not allow music on site at any time.
- We are a
camping and glamping site for holidaymakers. No workers permitted on site in
case this disrupts the enjoyment of other guests. No sign-written commercial
vehicles or vehicles with work equipment e.g. ladders without prior permission
from the Site Managers. If you arrive without permission or are found to be
staying on site then unfortunately you will be asked to leave with immediate
effect; no refunds given.
- Our liability to you. Nothing in these terms and conditions is intended to limit or exclude any liability which we may have to you for death or personal injury.
Caravans, Motorhomes and Camping
37. Caravan & Camping arrival is from 2pm. If you are going to arrive late than 8pm please let us know in advance so that there is somebody available to welcome you. After 10pm you may be asked to stay in the car park until the following morning to avoid disturbing other guests. Access to the site is controlled by security barrier. Pitches must be vacated by noon. You are welcome to stay longer if we can accommodate you and a small charge may be applicable, please ask us.
38. The maximum occupancy of a tent/caravan pitch should not exceed the stated numbers for that type of tent, motorhome or caravan. Maximum number per pitch is 6 unless agreed with us by prior arrangement. All touring and tent pitches are quoted per night and include 1 vehicle and 2 adults. Please note we do not allow gazebos, toilet tents or pup tents. One car per pitch.
39. Visitors are welcome. Please report to reception upon arrival to ensure that for safety and security reasons we know who is on site at any time. Space restrictions mean that we can only allow one vehicle per pitch and only one additional vehicle in the car park. A £5 per day charge applies for the additional vehicle. Parking spaces are operated on a first come basis.
Luxury Lodge and Castle Pods
41. Bed linen, towels and tea towel is supplied.
42. Maximum 2 well behaved dogs allowed in the Luxury lodge and our dog friendly Castle Pods for an additional cleaning charge. Please ensure that you specify you have a dog at the time of booking.
43. Check in time is 4pm onwards and must be vacated by 10am on the day of your departure. If you are going to arrive later than 8pm please let us know so that there is somebody available in advance to welcome you. Maximum 2 cars per lodge and maximum 1 per Castle Pod.
44. To prevent noise disturbance to the rest of Herding Hill Farm, the hot tub is not to be used after 10.30pm.
45. The Luxury Lodge is designed to accommodate six people. This includes a maximum of four adults. These limits must not be exceeded and if they are, we reserve the right to ask guests to leave at any time, in which case no refund will be given. Please ensure that you declare all guests at the time of booking.
46. Our Castle Pods are for maximum 2 adults only. No children allowed in our Castle Pods.
47. Whilst we will endeavour to allocate you the Castle Pod of your choice, this is not guaranteed. Acceptance of your booking is not conditional on the allocation of a particular Castle Pod.
Wigwams
49. Please remember to bring your own crockery, bedding, towels and pillows unless you want to hire them from us (at a charge). We offer croc boxes and bed linen for hire at an additional charge.
50. Wigwams are designed to accommodate a maximum of five people depending on the individual cabin specification highlighted on our website. This limit must not be exceeded and if they are we reserve the right to ask guests to leave at any time, in which case no refund will be given.
51. Whilst we will endeavour to allocate you the Wigwam cabin of your choice, this is not guaranteed. Acceptance of your booking is not conditional on the allocation of a particular Wigwam cabin. You will always be allocated a Wigwam cabin of similar or higher standard to the one booked.
Hot Tubs
53. Hot tubs must be booked for the whole duration of your stay. The hot tubs are for the use of the accommodation occupants only. The maximum occupancy of the hot tub must never be exceeded.
54. Absolutely no glass to be taken into the hot tubs. Plastic glasses only.
55. The tubs must be vacated by 10.30pm to avoid noise nuisance and for the safety of guests.
56. A charge may be applied for any damage or excessive cleaning.
57. No children under 5 are to use the hot tub and children under 14 must be accompanied by an adult at all times.
Data Protection
58. All the information taken at the time of booking is collected for the purpose of processing your booking. As part of our ongoing monitoring and to help us to improve the services we provide. We may disclose your data to Campstead Ltd who may contact you inviting you to complete a questionnaire regarding your stay at the park