1. Reservations and Payments

Reservations

• Bookings can be made via our online reservation system or via the third-party channel, Air BnB

• Bookings are accepted once payment has been received.  When you submit a booking via our online reservation system, you will receive an automatically generated booking summary by email.  This does not form a contract between us.

• A contract shall only arise when your booking is subsequently confirmed in writing via a ‘Letter of Confirmation’ sent to you by post or email

• We reserve the right, at all times, without statement of reasons, to refuse a booking

• The person who books the accommodation must be over eighteen years of age and is authorised to agree to the booking conditions on behalf of all persons in their party

• They agree to take responsibility for the party occupying the property, and to notify the owners if they are not a member of the holiday party

Payments

• Full payment is required at the time of booking

• Payments can be made by bank transfer, debit card, credit card, PayPal or any other previously agreed method

Double Bookings

• We take booking via our own online reservation system (Wix Hotel Runner), and via a third-party channel (Air BnB)

• In the unlikely event of a double booking, we will aim to resolve the situation in a swift and mutually agreeable manner

• If alternative on site accommodation is available, you will be offered the option to move units (from Spartan Lodge to Spartan Hut and vice versa)

• If this is not possible, alternative dates will be suggested

• If this is not acceptable, alternative accommodation within the same geographical location will be suggested

• Should none of the forementioned solutions be acceptable, a full refund will be issued by the same payment method

Reservation Modifications

• Requests to change dates or times and are subject to availability

• In the case of date changes, additional charges may apply depending on the season and availability

Cancellation and Refund Policy

• We offer a flexible cancellation policy;

• Cancellations more than 48 hours in advance will receive a full refund

• Cancellations less than 48 hours in advance will receive a 50% refund of the full amount paid

• In the case of extreme weather conditions, including but not limited to flooding, snow, frost or natural disasters, or other events beyond our control, the reservation will be rescheduled or refunded, depending on the circumstances

Force Majeure

• In the event of unforeseen events, including but not limited to the threat of war, owner/staff illness or injury, blockades, fire, floods, pandemics and other disruption or events Spartan Retreats reserve the right to terminate the contract

• A full refund will be made to the guest

• Spartan Retreats will not be liable for any expenses incurred by the guest, including but not limited to travel costs, attraction entrance fees, loss of work 

2. Check-in and Check-out

Check In/Check Out

• We operate a self check-in and check-out policy. The lodge will be unlocked at the time of your arrival

• Check in time is 3.00pm.  Should the lodge be available earlier you will be notified in advance

• Check out time is 11am.  Should the lodge be available later, you will be notified in advance

• Any lost keys will result in a £20 replacement charge per key

Property Access

• The hut is accessed via a padlocked farm entrance gate.  Directions, postcode, what3words and padlock code will be given 48 hours prior to arrival

• Most of the land sits within a flood plain.  In winter and after periods of heavy rainfall, the lodge may need to be accessed via our own house entrance.  The hut may need to be moved onto higher ground and accessed via our own house entrance. 

• In such instances, changes to access information including directions, postcode, what3words and electronic gate code will be given 48 hours prior to arrival

• There is private parking for two large vehicles within 10m of the property

• While the lodge and hut are secluded, there may be noise from farm traffic and resident dogs, horses, sheep and goats. 

3.  Occupancy and Guest Behaviour

Occupancy

• Both Spartan Lodge and Spartan Hut sleep two people

Guest Behaviour

• Guests can occupy the property for the paid period of the booking only (within the meaning of Schedule 1 Paragraph 9 of the housing Act 1988).

• Guests must behave in a proper, appropriate and legal manner with due respect to the owner, the property, neighbours and other guests

• If any guest is perceived by the owner to behave inappropriately, improperly or illegally, the owner reserves the right to ask the guests to leave before the end of the booked period

• Any refund will be at the discretion of the owner

Day Visitors

• Day visitors must be agreed in advance and are allowed during the hours of 9.00am and 9.00pm.

• Day visitors may park their car in the designated parking space

• Rules regarding dogs apply to day visitors  

Dogs

• There is a £10 tariff payable per dog.  Dog bed, towels, blankets, tennis balls and treats are provided for your dog during your stay. Additional towels are available upon request.  Please do not use human towels for drying your dog.

• The coppice has been fenced to 1.2m with stock netting and post and rail fencing, which provides a secure area for your dog to be allowed off lead, however dogs must be supervised at all times

• While outside the coppice confines, please keep your dog on a lead OR if suitably trained, ensure they are closely supervised and under complete control at all times

• Please clean up after your dog using poo bags and place in the designated bins

• Dogs must not be left in the lodge unsupervised, as this could result in damage to property and distress to the animal.  A dog sit/walking facility can be booked in advance of your stay

• Please use supplied dog ‘paw’ blankets on the bed and furniture, and keep dogs off the bed and chairs when wet or dirty

• Damage to property by unsupervised dogs will be chargeable

• Injuries and/or losses to livestock, horses or resident pets will be chargeable 

Smoking and fire Restrictions

• Strictly NO SMOKING including e cigarettes, inside the lodge and wash room

• Strictly NO SMOKING on the woodchip coppice path

• Strictly NO SMOKING near the Propane gas cylinders

• Smoking is ONLY permitted in designated areas around the fire pit and the car park.  The smoking area is clearly defined with signage

• Dispose of cigarette ends responsibly and under no circumstances discard cigarette ends on the floor of the coppice or surrounding fields

• Lighting fires outside designated areas is prohibited

• Strictly NO CANDLES or naked flames in the lodge and wash room

• Fire hydrants and a fire blanket are provided in both the hut and the lodge

  • BLANKET in kitchen - cooking oil fires

  • FIREXO two in lodge - ALL fires

  • CO2 on deck - electrical equiptment, flamable liquids (not cooking oil)

  • POWDER on deck - for barbecue, wood fire (not cooking oil)

  • FIRE BUCKET near the fire pit – small fires

4. Property Use and Damage

Property Use

• Each booking includes the rental of lodge or hut with unlimited hot and cold water, gas and electricity

• Guests have private use of 1/3 acre enclosed coppice (Spartan Lodge)

• Guests have access to private farmland for dog walks

Cooking

• The RV or campervan oven is LPG gas powered and has an electric ignition.  Do not tamper with oven controls or LPG fittings

• The induction hob will retain heat after use.  Do not cover the hob and do not pack the hob away until cold

Outdoor cooking

• Guests have private use of a fire pit and barbecue.  Spartan Lodge has a pizza oven.

• A gratuitous supply of fire lighters, kindling and logs for the fire pit, barbecue brickettes for the barbecue and woodchip pellets for the pizza oven is provided.  Additional supplies can be provided at cost

Food and Water

• A complementary welcome pack of pantry essentials is supplied including fresh semi skimmed milk, white bread, free range eggs, butter, jam, marmalade and condiments, together with hot drinks including tea, coffee and hot chocolate

• It is the guest’s responsibility to ensure all items are free from contaminants prior to consumption.

• We cannot guarantee that any of the supplied pantry items have been prepared in an environment which is free from food allergens.  It is advised that anyone with food allergies or sensitivities provide their own food for the duration of their stay

• The kitchen and food preparation surfaces are disinfected with ecofriendly antibacterial spray prior to each new arrival.  The owner does not accept responsibility for any sickness or illness resulting from the consumption of food or drink while staying on site

• It is recommended guests bring their own supply of drinking water.  Tapped water is connected to the mains supply.  Guests should run for a period of 5 minutes before drinking directly from the tap 

Rubbish​

• Please use the bin in the cabinet under the sink for compostable waste.  All other waste can be taken to the refuse bins to the side of the lodge. 

Washroom​

• The washroom has a heated towel rail, but the unit will inevitably remain chilly during cold weather

• A complementary supply of shampoo & body wash, conditioner, handwash and hand cream, together with a small pack of sanitary products is provided    

• The compost toilet will need a handful of activated wood shavings adding to the bowl

Safety

• There is a smoke alarm and carbon monoxide alarm in the lodge

• Fire extinguishers are positioned on the deck.  A fire blanket hangs and small extingurisers are inside the lodge and hut  

• The ground outside the lodge and hut is undulating and care must be taken when walking around the site, especially at night

• There are steps leading leaading to /from each unit.  The rope banister is to be used as necessary

CCTV and alarms

• There are cameras and alarms positioned within and surrounding the farm buildings. There are no cameras positioned towards the lodge or hut

First Aid and Risk Assessment

• A first aid pack is supplied under the kitchen sink

• A copy of the risk assessment is available upon request  

Damages

• Damages must be reported to the owner immediately

• The owner reserves the right to charge the guest for any loss, damage or injury caused to the owner, the property, livestock, horses or neighbours and their property

• A fair and reasonable compensation figure will be mutually agreed

• The owner reserves the right to pursue losses through the court system

5. Liability and Insurance

Assumption of Risks

• Spartan Retreats is located on a working smallholding.  You will be staying in a countryside environment with inherent risks.  These include, but are not limited to farm vehicles, farm machinery, livestock, horse and resident dogs.  While care is taken in order to keep guests safe, it is the guest’s responsibility to express caution while moving around the space and using the facilities

• Spartan Retreats will not be held accountable for any injury or accidents sustained whilst on the premises (to the greatest extent permitted by law).

• Should the visiting party consist of a minor (under the age of 18 years), it is the booking adult’s responsibility to supervise the child at all times

• The use of fire pit, barbecue and pizza oven or any other activity on the site is the responsibility of the guest and is done so at their own risk

• Any equipment that looks damaged, faulty or unsafe must not be used.  The guest must inform the owner immediately.  The owner will then take adequate steps to ensure the equipment is repaired, replaced or removed as soon as possible  

• The owner accepts no liability for theft, loss or damage, of whatever nature, during or as a result of a stay at Spartan Retreats

• The booking guest is responsible for all loss and/or damage caused to the owner or any third party as a direct or an indirect consequence of their stay

• The booking guest is responsible for all damage which is caused by any dog or pet which is under their responsibility

• If the guest leaves the lodge or hut in an improper condition, additional (cleaning) costs can be charged

Governing Law and Jurisdiction 

• Any dispute will be governed by the non-exclusive law and jurisdiction of English Courts

Validity Clause

• In the event that a court finds that a condition in these Terms & Conditions is illegal or void, the illegal or void provision will be severed from the remainder of the Terms & Conditions, which will continue to be valid and have full force and effect.

Insurance

• Spartan Retreats is insured by Harrison Beaumont Insurance Services

• It is advised you take out holiday insurance to cover you for any unforeseen circumstances that may occur

6. Complaints and Disputes

Complaints

• Complaint should be raised with the owner immediately, in order that the matter can be resolved in a prompt and timely manner

• Should the complaint not be settled to your satisfaction, you can submit a formal complaint in writing, up to 14 days after your departure, to info@spartanretreats.co.uk

• Every effort will be made to resolve the complaint to the satisfaction of both parties

7. Termination of Agreement

Termination

• Should you wish to terminate the booking contract please contact the owner with immediate effect

• Should a guest decided to depart the property early, it is the owner's decision whether a full or partial refund will be awarded

Breach of booking conditions

• If there is a breach of any of the forementioned conditions, the owner reserves the right to enter the property, terminate the holiday and request the guest to leave

8. Accessibility

• Due to the access and undulating nature of the site, it is regrettable that the site is not considered suitable for persons with mobility issues 

9. Environmental Policy

• Spartan Retreats is committed to offering a sustainable eco-friendly glamping experience.  Much of the furniture is preloved and/or upcycled, many of the soft furnishings are manufactured from recycled materials and the amenities and supplies are primarily sourced from ethical British brands

11. Data Protection

Please visit our Privacy Policy for more information on how we store and use your personal data