Exford Youth Hostel

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Terms and conditions

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

YHA (England and Wales) trading as YHA whose registered office is at Trevelyn House, Dimple Road, Matlock, Derbyshire DE4 3YH (registered number 00282555) ('we' or 'us').

1. General

1.1 In these terms and conditions "Camping Barns" means the accommodation in 'stone tents' as further described in our most recent brochures as published from time to time; "Customer" means any customer who makes or is making a booking with the YHA; "Group" means a group of 5 or more people staying at a Youth Hostel (in England and Wales) or a group of 9 or more people staying at a Youth Hostel outside of England and Wales under the group membership scheme; "Escape to" means the rental of an entire Youth Hostel by one Group; "Flexi/Explorer Packages" has the meaning given to it in our most recent brochures as published from time to time; "Writing" means letter, fax or email; "YHA" means the Youth Hostels Association (England and Wales); "you" means the customer submitting a booking; "Youth Hostel" means a youth hostel run by the YHA;
1.2 The contract for the supply by us of accommodation and (where applicable) other related services (“Contract”) will be formed when we accept your order and we receive from you the appropriate deposit in cleared funds.
1.3 Your contract cannot be amended unless confirmed by an authorised representative of YHA and yourself.
1.4 These conditions and any matters referred to by us, form the entire understanding between you and us and supersede any prior promises, representations (unless fraudulent) or undertakings.
1.5 Any omission or error in any sales literature, web page or site, order form, quotation, price list, order acknowledgement, despatch note, invoice or other document issued by us may be corrected by us without liability. We will advise you of any changes at the time of booking or as soon as is reasonably possible thereafter.
1.6 The provisions of the Contracts (Rights of Third Parties) Act 1999 are expressly excluded from the Contract so that no third party may claim any rights under this contract.

2. All bookings are subject to availability and YHA reserves the right to decline any booking at its discretion.

3. Condition removed

4. Group Bookings
All Groups must have a minimum leader / participant ratio of one leader for every ten participants. Mixed sex groups must have leaders of both sexes. Group leaders accompanying the Group are responsible for the discipline and behaviour of their Group. Group leaders are responsible for all damage caused by their action or the actions of those in their group. If any Group is given sole use of a Youth Hostel(s) it shall not offer for sale to the general public or publicly advertise the sale of Youth Hostel facilities or services without the prior written agreement of YHA.

5. If you change your booking – non Group bookings
5.1 Changes requested from the date your booking is made will be treated as cancellations (see clause 7 below).
5.2 If you wish to change a confirmed reservation (e.g. changes in dates of visit or changes in numbers of people booked) such changes are subject to the availability of a suitable alternative and are subject to any additional costs incurred in making changes to accommodate your request.
5.3 We will inform you of the amount of any additional costs when you request your changes and shall agree such costs with you.

6. If you change a Group booking
6.1 Subject to availability, you may change a Group booking to a different location or date up to 6 months before your arrival date.
6.2 If less than 6 months before your arrival date, you wish to change a Group booking such a change shall be treated as a cancellation and shall be subject to our standard cancellation charges below (see clause 7 below).
6.3 A Group booking can decrease its numbers by up to 10% up to 28 days before arrival, without incurring cancellation fees. Thereafter any additional decreases in Group numbers will be subject to our standard cancellation charges. Changes are subject to availability.
6.4 All changes shall be subject to the availability of a suitable alternative.

7. If you cancel your booking
7.1 All cancellations are subject to a cancellation charge.
7.2 Cancellation charges for all Group bookings, where less than 56 days notice is given are set on the sliding scale below. (For non-group cancellation charges see clause 7.4). All cancellation charges are calculated from the day written notification is received by YHA. These charges are based on how many days before the date of the first night of your stay we receive your cancellation notice. These charges are based on the total cost of your stay.

No. of days Amount you must pay
More than 56 days: Deposit
55 – 42 days: 30% of the total cost of your stay
41 – 28 days: 60% of the total cost of your stay
27 – 15 days: 90% of the total cost of your stay
14 days or less: The total cost of your stay

7.3 Cancellation charges (whether for Group bookings or non-Group bookings) for cancellations more than 56 days in advance vary according to the booking. If you cancel a Escape To, Camping Barn, Group Bookings, multi-hostel booking, walking or activity holiday YHA will retain the deposit paid pursuant to clause 3.1. If you cancel an all inclusive package (Flexi / Explorer package) YHA will retain 10% of the payment made pursuant to clause 3.1.

7.4 Cancellation charges for non-Group bookings are based on how many hours before the first night of your stay we receive your cancellation notice. The first night of your stay is defined as starting at 5pm. Cancellation charges are based on the total cost of your stay and are applied using the sliding scale detailed below.

Notice given Amount you must pay
Up to 24 hours 10% of the total cost of your stay
24 hours or less Full payment for the first night of your stay
No notice of cancellation Full cost of entire stay

7.5 Promotional offer Terms and Conditions apply throughout the offer period for stays of one night or more at any participating YHA (England & Wales) and all reservations are paid in full prior to arrival. Any additional products or services included in this offer cannot be cancelled. No amendments or refunds can be made and offers are non-transferable. Offers are available at selected locations only and are subject to availability. Advertised rates are inclusive of VAT. This does not affect your rights should YHA cancel your booking wherein the clause set out in clause 8 applies.

8. If we change your booking
In the unlikely event it becomes necessary to change your booking, in total or in part, YHA will inform you as soon as is reasonably possible of any necessary changes. You shall have the choice of: accepting the changed arrangements; or purchasing another booking from YHA (and paying or receiving a refund in respect of any differences); or cancelling your booking and receiving a full refund of all payments made.

9. Delay or Failure to Perform
We shall not be liable to you if we are prevented or delayed in the performing of any of our obligations to you if this is due to any cause beyond our reasonable control including (without limitation): an act of God, explosion, flood, fire or accident; war or civil disturbance; strike, industrial action or stoppages of work; any form of government intervention; a third party act or omission; failure by you to give us a correct delivery address or notify us of any change of address.

10. Our liability to you
10.1 YHA shall ensure that the accommodation and /or other services you order from us are in accordance with these terms and conditions and shall be performed by us with reasonable skill and care.
10.2 Where an element of your booking is not provided as stated in clause 10.1 you must notify us within 28 days of the alleged breach. We shall then investigate the matter and if we have not delivered the services in accordance with clause 10.1 you shall be entitled to: a full refund of the cost of your order (or, where appropriate, the relevant section of it) less any fees charged for changes requested by you; or a free stay to the equivalent value of the services complained of, where such dates are agreed in writing by us.
10.3 We will not be liable to you by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for: any losses which are not foreseeable by both you and us when the Contract is formed arising in connection with the supply of the services or their use by you; any losses which are not caused by any breach by us; business or trade losses.
10.4 Our entire liability in connection with the Contract will not exceed the purchase price of the services booked less any amendment charges paid to us.
10.5 Except in relation to death or personal injury caused by our negligence YHA’s liability remains, at all times, limited to the value of the services booked, excluding any amendment charges paid to us.

11.Behaviour

If your behaviour is deemed to be unacceptable or causes damage your booking may be terminated and you may be asked to leave YHA premises. Your membership card will be retained pending further enquiry. No whole or part refunds will be made under these circumstances

12. Governing Law and Jurisdiction
The contract is subject to English law and the exclusive jurisdiction of the English Courts.

13. Your Information
We shall only store and use the information you supply to us for the purposes of carrying out our contract with you and and to collect valuable feedback about how satisfied you were with the services provided. If you do not wish to receive requests for your feedback, please let us know by writing to us at the address noted above.

In the event that your membership is withdrawn or you are notified that you are no longer able to stay at YHA (on the grounds of unacceptable behaviour), your personal details will be shared with all hostels to ensure that you are not permitted to stay in the future.

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