Terms & Conditions
Terms & Conditions for Overnight Guests at Elmley National Nature Reserve, Kingshill Farm, Kent, ME12 3RW
Update - Post 19th March:
If you are unable to come please do get in touch as soon as you can - and within 48 hours - we will try to rearrange your stay or offer a credit for another stay to be taken before 31st December 2020. Please do give us as much notice as you can.
If we are unable to host you (in line with our standard T&Cs) you will of course be entitled to a full refund if you do not wish to or are not able to accept a credit note or postponement. If we are operational and you choose to cancel we are unfortunately we are not able to offer blanket refunds. Please can we ask that you check your travel insurance in the first instance.
For new direct bookings from 19th March 2020: Any new booking will be transferable to another date. The booking deposit has been reduced to 15%. Your booking and deposit will be processed as normal and your confirmation email will confirm that you have a flexible booking, with the ability to change the dates up to 48 hours before the stay. If you are no longer able to stay because of coronavirus please email us to confirm this. We will either issue you with a voucher to the value of your deposit or amend the dates of your stay. Please do note that the booking deposit is non refundable (unless we cannot host you) but will be able to be transferred to any new dates on any accommodation (subject to availability) until 31 December 2020.
*To allow for our additional housekeeping measures check in will be from 4pm and check out 10am
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The site, Elmley National Nature Reserve (NNR), is an internationally important site for wildlife, particularly breeding birds in spring and winter, and as such guests must be aware of the need to be considerate of the site and potential impacts upon it when staying. The following terms and conditions include a simple code of conduct, terms of usage of the site and facilities provided, departure information, booking terms and a complaints procedure. By booking you have agreed to abide by these Terms and Conditions. Any queries or clarifications must be referred to our team, Stay@elmleynaturereserve.co.uk prior to arrival at the site.
Full terms and conditions are below however please see a summary of the main points here:
- No dogs are permitted onsite, this includes the reserve in general
- All deposit payments taken are non-refundable
- We recommend taking out travel insurance to cover the event of a cancellation. Please refer to our cancellation policy below for full details.
- Check-in to the accommodation is from 3pm and check out 11am*
- In reference to any massage treatments, payments are direct to the therapist in cash and there is a 50% charge for any cancellations within 48hours of the confirmed booking
- Bookings are for personal stays only – if you wish to hire a space for commercial reasons please contact us before making a booking
Code of Conduct for overnight guests
1.General terms of use The following conditions of use are agreed upon booking. Contravention of these conditions may result in a damage fee or immediate cancellation of the guests' stay:
- No dogs are permitted on site
- Access to huts is only permitted by the marked routes – you will be shown these on arrival.
- Visitors must remain on marked footpaths and nature trails, and must not access other areas, stray off these routes or cross closed gateways.
- Visitors must remain in the marked area around huts and on the path and must not proceed further towards the water bodies.
- Any activity near the water bodies is strictly forbidden, this includes music, lights, BBQ and other general presence.
- Only those facilities provided may be used. Specifically, guests may not provide or make their own BBQs, fires, table and chairs, picnic areas or play games outside of the permitted area.
- Only the lighting and torches provided may be used at the site of the shepherd’s huts.
- Illegal substances are prohibited onsite
- No audio players are permitted outside of the accommodations.
2.Usage of the site The site, Elmley NNR, has a range of potential hazards including deep water, uneven surfaces and farm machinery operating in the area. By staying on site you are acknowledging these Terms and Conditions and you are aware, and accept, the risks, hazards, and dangers of personal injury in entering Elmley NNR. Elmley NNR may also contain naturally occurring flora and fauna which are harmful or poisonous.
Parents must not allow children play unattended at any time. Guests and visitors agree to be considerate tenants and to take good care of the huts, tents (which accompany the huts for families), or houses and facilities during their stay. Guests and visitors agree not to act in any way which would cause disturbance to other guests or the residents.
Should any facilities, equipment, or items in the inventory, be damaged wilfully, as a result of inappropriate usage or behaviour, or as a direct result of failing to respond to instructions from Gareth, Georgina or other Elmley staff you will be held responsible for the cost of repair or replacement of that item.
By booking and using the site you agree to be responsible for your children and any children you are in charge of, and your own welfare and to take all reasonable precautions against personal injury, injury to others and damage to the site and facilities. The site has numerous water bodies which are deep and contain soft mud.
Anything you bring to the site or wider site, Elmley NNR, and any damage or loss to your possessions is at your own risk. You use the facilities and amenities at Kingshill Farm and wider site at your own risk, e.g. the BBQ. You must follow all instructions provided (either by Elmley Enterprises or the product manufacturer) at all times. Elmley Enterprises accepts no responsibility from any loss or injury arising from use of the shepherd’s huts, barn or wider Reserve.
The shepherd’s huts are insulated and have heating but British weather can mean dramatic variance in weather in a short period of time (“4 seasons in one day”). Whilst we supply certain facilities and equipment, there remains a requirement to perform some activities (e.g. washing up) outdoors. You are responsible for your own well-being and comfort regarding appropriate clothing and footwear etc. In extreme weather conditions at the site, such as exceptional cold and snow ,where existing and / or forecast we do our best to warn guests and give guests the option to move dates (subject to availability) without being subject to the cancellation policy administration handling charge, or loss of any monies. Be aware the bell tents are cotton canvas and in prolonged and heavy rain the tents may leak.
Please be aware the site is open to the public daily (except on Tuesdays). Overnight guests are responsible for securing any valuables in their possession. A safe, or similar facility, is not provided. Elmley Enterprises cannot accept responsibility from any loss, damage, or expense arising from industrial action, terrorist activity, adverse weather conditions or any other event outside the control of the company. If you have any questions about your stay and require more information prior to arrival than is published on the website, please do not hesitate to contact us by telephone on 07930847520 between 9am and 5pm, or send us an e-mail (as above).
3.Arrival & Departure Arrivals – From 3pm on the first day of the booking, although you are welcome to arrive and enjoy the Reserve from 9am. Departure – Guests are requested to check out of the shepherd’s huts by 11am.
If you wish to spend the remainder of the day on the Reserve please leave all baggage and personal items in your vehicle, or ask Elmley staff about storage for the day, before setting off from the farm.
Late check-outs and early check-ins can be arranged depending on availability. There will be a charge for late check-outs that have not been pre-arranged. On departure your hut and the site are to be left clean and tidy. Keys must be handed back into the office or left as arranged on your arrival. All rubbish/recycling is to be tidied responsibly. Please check you haven’t left anything.
4.Customer Complaints In the first instance of a complaint, please speak to us directly either in person or call (Gareth) 07786 333331 so we can resolve your problem. If you are unable to do so or wish to do so once you leave please address any correspondence regarding complaints to;
Georgina Fulton Elmley, Sheerness ,Kent, ME12 3RW, or email: Stay@elmleynaturereserve.co.uk. Please note, complaints received after 14 days from the end of your stay cannot be reliably investigated.
5.Compliance Any refusals to abide or follow this document may result in a cancellation of your booking and loss of your deposit and/or total fee. Reckless or intentional disturbance of protective wildlife is also against the law .Elmley Enterprises reserves the right to change its website, including prices, and terms and conditions, without notice. We also reserve the right to refuse entry to the site, cancel bookings, or instruct people to leave the Reserve, for any reason (for example due to inappropriate behaviour, dangerous weather or site conditions). These Terms & Conditions are separate to any others pertaining to use of the site i.e. barn hire.
6.Privacy The booking process asks for your address details and phone numbers which are required to account for all people on site. It also allows us to contact you should the internet fail. We will not pass on or sell your details to any third parties. During the booking process you will be asked whether you would like to opt-into receive marketing emails from us. For full information on our privacy policy please request our Privacy Policy.
7.Booking Contract By making a booking you are agreeing to be bound by the Terms and Conditions detailed below which form the basis of your contract with Elmley Enterprises Ltd. In the Terms & Conditions set out below, "you" and "your" refers to all persons named on the booking, which includes any individual(s) subsequently added or substituted at a later date. "We", "us" and "our" all refer to Elmley Enterprises Ltd, known as ‘Elmley’ in this document. Please print and retain a copy of this Agreement for your records as it may occasionally be updated.
General Terms and Conditions
Thank you for choosing to book a stay at Elmley Nature Reserve. We look forward to welcoming you to the Reserve. Please read our terms and conditions of booking below.
1.Making a booking By making a booking you are confirming that you are authorised to do so on behalf of all persons named in the booking and you are acknowledging that all members of your party agree to be bound by these Booking Terms & Conditions.
When your booking has been made a confirmation will be sent to you by email using the email address that you have supplied. You should retain a copy of this confirmation for your reference. Booking confirmations are subject to the availability of accommodation at Elmley. You should carefully check the details of your confirmation as soon as you receive it. You must contact Elmley immediately if any of the details are incorrect or incomplete. We will always endeavour to rectify any inaccuracies or accommodate any alterations you wish to make to your booking. We cannot accept liability for any inaccuracies that are not brought to our attention within seven days of issuing your confirmation, nor can we accept responsibility for inaccurate information that you have supplied.
2.Paying for your booking All bookings (whether made via the Elmley website or by telephone or email or in person) must be guaranteed with a booking deposit (30% of the room rate for the total stay). The total booking deposit will automatically be deducted from your credit/debit card at the time of booking. At this point your credit or debit card details will be securely stored. All payment transactions are handled by a third party payment gateway Stripe, a secure transaction processing environment. We do not process any credit card details on our own website. Balance payments are payable (along with any extras incurred during your stay) at the time and date of checkout.
3.Cancellations or Amendments You must contact Elmley on the details provided in your booking confirmation to cancel or amend your booking.
-Cancellations: Our cancellation policy for any booking is 42 days (six weeks) prior to your scheduled day of arrival. Please note that any deposit payments taken are non-refundable. Cancellations within 42 days of your first day of booking will incur a cancellation charge up to the value of your stay. Please refer to your travel insurance in the case of any cancellations. If you did not stay but did not cancel your booking within 6 weeks of your stay your card will still be charged.
-Amendments: Should you wish to amend the date of your booking we require at least 42 days notice prior to your arrival date. We will try to accommodate your first date change free of charge ,but we may have to charge a £25 admin fee in some circumstances.
-Cancellations and changes made by Elmley: In the unlikely event that we are unable to accommodate a confirmed reservation it may be necessary to offer an alternative. If at any time we need to make changes that will significantly affect your stay or we need to cancel your stay, we will tell you as soon as possible, offering a suitable alternative or a refund. This does not apply to minor changes or events during your stay, resulting from unusual or unforeseeable circumstances beyond our control. We cannot be held responsible for cancelling your booking as a result of your failure to comply with any requirement of our Booking Terms & Conditions, and we cannot be held liable for any expenses, costs or losses incurred by you as a result of any change or cancellation. If a guest or a member of your party behaves in a way that causes or is likely to cause danger, upset or distress to a third party or to Elmley, the wildlife or guest property, we are entitled, without prior notice, to curtail the stay and request that the person(s) concerned leave Elmley. No refunds or return travel arrangements will be made and we will not pay any expenses or costs incurred as a result of such a curtailment.
4.Circumstances beyond our control We cannot accept responsibility for unforeseen circumstances beyond our control. These include (but are not limited to) adverse weather conditions, fire, riot, war, terrorist activity (or threat of such activity), industrial dispute, natural disaster, or injuries and death of an individual(s) through accidental circumstances unconnected with Elmley.
By making a booking you are accepting responsibility for any damage or loss caused by yourself or a member of your party. Full payment for any such damage or loss must be paid to Elmley. If you fail to do so, you will be responsible for meeting any claims subsequently made (together with our own and the other party's full legal costs) as a result of your actions.
5.Additional requests All additional or special requests are subject to availability and we cannot guarantee the provision for special requests. Any additional requests should be made prior to your arrival, giving reasonable advance notice.
Additional guests: The property booked is only permitted to be used by the number of guests agreed on booking. If additional guests use the property Elmley reserves the right to make a charge. No additional people should visit the property even for the day time without the explicit written agreement of Elmley. If agreed the hirer should be aware that in some situations charges may apply
6.Commercial Bookings Only bookings for personal purposes i.e. private travel leisure and tourism, are permitted to be made under these terms and conditions. If the booking is for commercial or profit making reasons, the booking will be subject to separate fees and terms and conditions. You are required to inform Elmley and receive commercial hire terms. Commercial hire may include but is not limited to: filming or photography for commercial purposes, hire of the space for a commercial event such as a yoga retreat, hire of the space by a company or organisation for work related purposes, including corporate entertaining, incentive trips.
By making a booking through our booking system, Cloud Beds, you are agreeing that the booking is not for commercial purposes. If the use is later determined to be for commercial purposes Elmley will either amend the booking agreement and costs or cancel the booking.
7.Third party suppliers Elements of your break may include services supplied by third parties (for example massage). Such third party suppliers will usually have their own set of Terms and Conditions relating to the services they provide. You should consult the Terms and Conditions of any third party either before or soon after making a booking if your break includes such items. In reference to massage treatments, there is a 50% charge for any cancellations within 48 hours of booked treatments.
8.General information Prices & Availability: For real-time prices and availability please visit our booking website: https://hotels.cloudbeds.com/reservation/beWS7D
All prices are quoted in #GBP. The price quoted is per hut or house and includes bed linen, pillows and towels for the included number of guests. We have the right to alter prices at any time. However, prices stated on booking confirmation will be honoured. The price includes shared use of communal facilities.
Please be aware that only food and beverages purchased from Elmley can be consumed in Kingshill Barn.
Arrival: Your accommodation will normally be available from 3pm. Please advise Elmley of your estimated arrival time using the contact details supplied on your booking confirmation and you will be met on arrival. Please note that if you arrive later than 5pm the main entrance gates may be locked and a member of staff unavailable so please contact Elmley to request the entrance code and self-check in details.
Departure: Check-out is by 11am.
Unarranged late check-outs will be subject to a charge. Please contact Elmley to advise of your departure and to return key and settle-up for any spends during your stay.
The full balance of your stay including any extras incurred during your stay will be charged to your card on the date and time of your checkout. If there is damage to the property or facilities or contravention of Terms and Conditions you will be responsible for costs incurred by the damage or losses and we reserve the right to charge the card to cover costs incurred.
Parking: There is ample hard standing space available in the farm yard. Accuracy of information on this website: Whilst we endeavour to ensure the information contained within this website is as accurate as possible, there will inevitably be instances where information may be incorrect or out of date. It is always advisable to check specific details that may be relevant to your booking prior to making that booking. For example, information relating to wildlife present on site is intended for your general information and any changes are beyond our control. We reserve the right to amend or remove information at any time and do not accept responsibility for keeping copies of any amended or deleted information.
9.Insurance It is your responsibility to ensure that any insurance cover you have provides adequate cover for your needs and for the duration of your stay. We recommend taking outtravel insurance to cover your stay.
10.Our liability to you We accept liability for, and totally restricted to, services booked via the Elmley website, or through our booking agents, in accordance with the Booking Terms &Conditions current at the time of booking. We cannot accept any other form of liability.
11.Privacy Electronic mailing list: Elmley operates an opt-in email policy. By contacting Elmley or making a booking your email address will be you will receive communications from Elmley relating to your booking. At the time of booking you will have the option to opt into our marketing mailing list. If you wish to opt out of our mailing list you can use the link or email address provided at the bottom of any of our emails to do so. Alternatively, you can unsubscribe by sending an email to: Georgina@elmleynaturereserve.co.uk.
We do not sell, exchange or trade email addresses to or with third parties. Our full Privacy information is available on request. Reservations: In order to guarantee your reservation you will need to provide us with specific personal details relating to that reservation. Your details will be used only for the purpose of handling that reservation.
When making a reservation you will be transferred to a secure (SSL) server in order to provide credit or debit card information. We use Stripe (a leading, secure third party payment system) to process payments. When making a booking the deposit will be charged to your chosen card. All credit card data is sent directly from you to Stripe, and none of it is exposed to our website or servers at any time. For your security, neither Elmley nor Stripe have access to your credit card numbers. Card details are saved for future use (for example taking the balance of your reservation at checkout) this is done using Stripe's tokenised storage system. The Stripe payment gateway never stores more than the last four digits of your credit card when storing payment tokens for reuse. Any information you provide while you are within this secure environment is encrypted and cannot be read by a third party.
12.Third party websites and viruses Elmley cannot be held responsible for the accuracy, content, or availability of information about our accommodation that may be found on third party websites. Neither are we responsible for the content or privacy policies of any third party websites that have links to or from the Elmley website. Attempts to interfere with the operation of our website, by whatever means, or any attempt to place an unreasonable or disproportionate load on our website or server infrastructure is prohibited. In the event of our website failing to operate, either in whole or in part, due to infections by computer viruses, bugs, tampering, unauthorised intervention, fraud, technical failures or any other causes beyond reasonable control, we reserve the right in our sole and absolute discretion to prohibit usage of our site and to cancel, terminate, modify or suspend the site.
13.Copyright (c) Elmley Enterprises Ltd. All rights reserved All copyright and other intellectual property rights in all text, images, sounds and other materials on this site is the property of Elmley Enterprises Ltd and its affiliated companies. No reproduction of any part of this site may be sold or distributed for commercial gain or modified or incorporated into any other work, publication or site. All names, logos, trademarks, service marks, trade dress and trade names are proprietary to Elmley and may not be used by anyone for any purpose without our prior express written consent. It is illegal to use any spy wares, robot, spider or other automatic device, or manual process to track or copy the site or the contents or information without our prior express written consent, apart from the recognised major search engines such as Google & Yahoo MSN. The use of any such material from the Elmley website on any other Web, Internet, intranet, extranet or other site or computer environment is strictly prohibited. Information on our site is intended for your reference only.
If you have any specific queries you should contact Georgina at Elmley directly, Georgina@elmleynaturereserve.co.uk. Elmley nor any party involved in creating, producing or delivering this site shall be liable for any damages arising out of any access to, use of, or inability to use this site.
Copyright (c) 2019 Elmley Enterprises Ltd. All rights reserved
