The Hideaway at Baxby Manor

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Terms and conditions

Please read the park terms and conditions below and the Pitchup.com terms and conditions.

We reserve the right to vary the following if conditions demand.

Admission to the site is at the discretion of the proprietor or, in their absence, another staff member.

We let the pitch, tent or cabin to you with the expectation that you will follow the usual customs of good camping, and with due regard to the comfort, health and safety of yourself and others. We reserve the right to ask you to leave at any point of your stay if the behaviour of any member of your party is unacceptable to us and no refund of monies will be paid.

Sleeping in private cars or vans with side and rear windows may be allowed on the site, at the discretion of the management, provided the vehicle has specially designed internal sleeping accommodation such as fully reclining seats and fitted curtains. A tent attachment for changing purposes must be erected. Intention to use this arrangement must be made clear on booking.

Backpackers wherever possible will be accommodated. A backpacker is defined as a camper who arrives on site by foot, bicycle or public transport, but not any form of motorised vehicle.

In the interests of security, day visitors must report to a site team member immediately on arrival. Entry and the subsequent parking will be at their discretion and at an additional charge.

Vehicles

i) Vehicles on site must have a current and valid road fund licence displayed. Drivers of vehicles, including motorcycles, must hold a full current driving licence to drive on site.

ii) Vehicle movement is prohibited between 11pm and 7am.

iii) All cycles should have appropriate lighting if used at a time when it would be required.
iv) Essential repairs can be carried out so that an unserviceable vehicle can leave site, however, general maintenance and servicing is not allowed.
v) Vehicle and/or unit washing, is not allowed.
vi) Drivers, motorcyclists and cyclists are required to adhere to the site’s 5mph speed limit.

Trading
i) Touting and commercial advertising is not allowed, no advertising notices should be displayed on a unit.
ii) Trading is not allowed on site, unless agreed with a member of the site team.
iii) A firm’s car or van, which has the firm’s name and description on the sides, is acceptable at sites.

Recreation
i) Ball games, frisbee, cricket and any games that may interfere with the enjoyment of others are not allowed in the vicinity of units.
ii) For safety reasons the flying of model aircraft and kites is prohibited.

Noise
i) Noise must be kept to a reasonable level at all times so as not to disturb the enjoyment of others. Please keep noise to a minimum after 10pm. And, if rising early, remember that others may not be such early birds.
ii) The Site is closed from 11pm to 7am during which time noise should be kept to a minimum and no vehicle movements are permitted.
iii) Generators may be used at the discretion of the Site Manager who will advise of the most appropriate running times. Customers may be asked to refrain from using them if they cause a disturbance.

Sanitation
i) Servicing chemical toilets must only be done at a chemical disposal point, using water from that source.
ii) To avoid damage to our sewerage system we ask customers to use only biodegradable chemical fluids that do not affect the natural bacterial balance within the system.
iii) Rubbish should be recycled wherever possible. Recycling facilities are available on site.

Children
It is the responsibility of parents and guardians to ensure children are supervised at all times, whilst on site and around the adjacent stream. Special consideration should be given to the use of toilet blocks. Please strike a balance between their enjoyment and that of others.

Pets are welcome but the Owners are responsible for the behaviour of their animals.

i) No more than two dogs are allowed. Dogs must not be left unattended at any time.
ii) We do not allow on site any breed of dog listed under the Dangerous Dogs Act 1991.
iii) No animal is allowed to be loose on site or on footpaths through our land and must be kept on a lead no longer than 2m.
iv) Proprietary pet cages are only allowed within the confines of the unit including an awning.
v) Pets should be exercised off site.
vi) Owners must ensure that their pets do not foul the site and are responsible for cleaning up after them.
vii) If it is deemed a pet is creating a nuisance or causing disturbance to others, their owner will be asked to remove them from site.
viii) With the exception of guide dogs, pets are not allowed in the toilet block or other buildings.

Fire

Fire points are located around the site, please familiarise yourself with your nearest point.

There is a non-smoking policy in all site buildings.

i) Barbecues must be purpose-built and portable, standing clear of the ground. There must be no possibility of damage to the grass. Only fuels for specific use on barbecues should be used.
ii) Campfires are not permitted other than in the fire rings provided. Wood is available to buy on site.
iii}Cutting or damaging trees and other vegetation is strictly prohibited and the natural conditions are not to be disturbed. This includes tying ropes to, or driving nail into trees.

Complaints

Any cause for complaint must in the first instance be addressed with a member of staff.

Booking

Cheques to be made payable to The Hideaway at Baxby Manor.

An accurate unit size along with any ancillary equipment you intend to use during your stay (awning, pup tent, toilet tent etc.) is required as part of the booking.

Larger units, both in length and width, will be accommodated where possible. It is the customer’s responsibility to ensure they have informed the site of the size to ensure a suitable pitch is available. Where it is possible to accommodate a larger unit, additional fees may apply.

An expected arrival time of between 2pm and 8pm is expected as part of the booking.

Pitches are held until 11pm on the day of arrival. Where a booking is not taken up by 11pm (e.g. if you are delayed en route) it will be considered cancelled unless you have let us know that you will be late.

Showers are free of charge.

Day visitors - only allowed when visiting a guest at the Hideaway and for which there is a charge

Car parking - there is parking in designated parking areas for one car per pitch. Extra cars will be charged at £3 per night (payable on arrival).

Families - groups of more than three couples or three families are not permitted except by arrangement. If we see a group forming we will ask you to leave and no refund will be given.

Refund, cancellation and amendment policy

By making a booking, you agree that this refund, cancellation and amendment policy will apply to your booking. All refunds, cancellations and amendments will be dealt with in line with this policy. When we refer to “you” or “your”, we mean the camper.

Cancelling your booking.

1.You cannot cancel your booking through the Internet. If you cancel the booking more than seven days before it is due to start, we will refund your deposit in full. You can cancel your booking with the proprietor direct.

2. If you cancel your booking, for any reason, seven days or less before it starts, you are liable for the balance.

3. If you do not turn up when you have made a booking, by 11pm on the first day of the booking (without letting the site know), we will treat you as having cancelled the booking and you will not be entitled to a refund of your deposit. Note: If you believe that your arrival will be delayed beyond 8pm, it is important that you call us in order that the we can ensure there is someone available to greet you at the later hour.

4. If you leave the site early for any reason (including the weather, unless we class the conditions as being too severe to camp), or you leave early without giving a reason, we will keep any unused fees and you will not be entitled to a refund.

5. If adverse circumstances, for example flooding, result in the Proprietor cancelling your booking at any time, a full refund of your balance or unused camping fees will be made. If the site needs evacuating in an emergency situation and there is insufficient time to process a refund on site, you will be contacted as soon as possible after the evacuation in order for the refund to be arranged.

Making amendments (changes) to advance bookings

You can make any amendments to your booking directly with the site. Whether it can meet your needs depends on site-specific considerations, such as pitch availability. This applies only to making amendments to an existing booking. You cannot completely change the dates you booked, as this would constitute a cancellation with less than seven days’ notice, and any new dates as a completely separate booking.

Checking in

Pitches are available from 2pm on the day of arrival.

On arrival customers should call at reception to make contact with a member of staff and pay any outstanding pitch fees.

In the event of poor ground conditions a pitch may not be available. The site manager will endeavour to advise the customer in advance should this occur but no responsibility can be accepted if this is not possible.

On arrival, a pitch may be chosen from those remaining of the type you have booked. The staff member will do their best to accommodate preferences; however, management and safety issues also have to be met. Customers are therefore required to abide by the guidance given when pitching.

The customer will be shown to their pitch by a member of staff.

Customers must familiarise themselves with the site’s fire regulations and fire fighting equipment and its location as soon as they arrive on site.

Your pitch

You must pitch as directed by the staff, and not encroach upon any other pitches in consideration of fire, risk limitation, safety and access. If you pitch outside the boundaries of you pitch or your unit is judged to pose a risk to the safety, privacy and comfort of others, you will be asked to move.

1.The six-metre rule must be observed: units excluding guy ropes must be 6m apart from adjacent units.
2. It is a requirement that the unit (along with any ancillary equipment) fits within the confines of the pitch whilst maintaining the 6m rule. If this cannot be achieved you may be required to purchase an additional pitch (if available) or remove the ancillary equipment.
3. Condition removed
4. All loose equipment needs to be stored within the confines of your unit.
5. It is the responsibility of customers to ensure the mains electrical cable from the hook-up point to their unit and the unit’s installation are safe. All units should be protected by a residual current device (RCD). For tent campers, this should be incorporated into a purpose-made mains supply unit designed for tent camping conditions.
6. In certain circumstances customers may be required to change pitch or take down gazebos or awnings during their stay. If this is required a full explanation will be offered and a member of staff will advise accordingly.
7. The transfer or sub-letting of pitches is not allowed.
8. Prior consent must be obtained by the customer from a member of the site staff if they intend leaving their unit unoccupied over night. A current, contactable mobile phone number should be left with the site staff.

Departure

Check out

a. Pitches should be vacated by 12 noon on the day of departure. If the pitch is not required immediately, Customers may stay until 5pm in consultation and agreement with a member of staff at an additional charge.
b. Pitches should be left clean and tidy on departure.
c. If a customer leaves a unit or other property at at the site without paying or prior arrangement, the proprietor shall be entitled to make such arrangements as he may deem fit for the removal or storage of such property. The expense of such storage or removal shall be charged to the customer. In the event of the customer failing to pay such an account within 14 days of an account being rendered, then the proprietor may make such further arrangements as he may deem fit to dispose of the property to reimburse himself for out-of-pocket expenses and to recover any unpaid fees due.

Responsibility

The proprietor accepts no responsibility whatsoever for loss or damage to persons or property arising out of the use of the site or its facilities. The management shall not be liable for any loss, damage or theft from or to a vehicle or hire unit

Lost Property

All items of lost property will be retained for one calendar month.
a. Items not claimed after this period will be donated to a local charity or church close to the site. This includes any monies.
b. Any items that are not of use to any of the local charities will be disposed of.
c. Anything where the owner is readily identifiable will be either directly returned to the owner if still on site or contacted by phone if possible. If it is not possible to contact the owner the items will be passed to the police.
d. Owners are responsible for the cost of reclaiming their goods. The following items are excluded from this policy:
- Credit or Debit cards. Reported to the card issuer. The card issuer will then advise what further action is necessary.
- Items where there is any suspicion of danger to employees or to the public. The police will be contacted immediately in such circumstances for advice.
- Unclaimed perishable goods are disposed of the following morning.
- Any item that has clearly been abandoned.
Where items of property are claimed the claimant should be expected to provide a description of the items lost. The claimant must sign for all items claimed and record their full name and address.

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