Terms & Conditions | Coppertop Wood Cabins, Derbyshire

Our Agreement With You - UK

Our agreement with you provides:

Information you will need to know before you book; 
Payment arrangements; 
Information about arriving, staying and departing from our location 
Information we will need to know about you and your party
Change and cancellation arrangements; and contact details.

A. To book your break

A1. Please:

Read this agreement thoroughly
Note that you must be over 18 to make a booking.

A4. Payment confirmation

Please check the details on the confirmation carefully. If any of the details are incorrect, or change, especially your address, you must inform our Reservations Team as soon as possible. You must also ensure that you pay any amount required in accordance with the confirmation payment schedule.

A5. Our agreement

A contract (our agreement) is formed when we receive the required payment and you have received the confirmation. If you do not receive a confirmation within 24 hours, please contact us immediately.

Required payment means either the required deposit or the full amount due for your break.

Our agreement incorporates information provided on our website, the confirmation and this contract/agreement.

Our agreement with you binds you, (the person named on the confirmation), and all members of your party, including children. You must ensure that all members of your party are aware of, and accept all of this agreement. Our agreement continues until the last member of your party has left the property, including any extension to your stay and for such time afterwards as may be necessary.

B. The price of your break and what it includes

Prices are subject to change and may go up or down. The agreed price for your break will be quoted when you make a reservation and will be shown on the confirmation.

B2. This price includes:

Use of your accommodation for the maximum number of guests we indicate; Any other amenities or services described as included in the price of your break in the information provided to you.

B3. The price does not include:

B4. Additional charges

Charges for dogs: We accept two small dogs provided this is agreed by us at the time of booking, and you comply with the requirements set out in paragraph F18 and you pay the appropriate additional charge (please contact the Reservations Team or see our website for prices).

Additional charges apply for kindling and firelighters.

C. Important information before you book

Where some of the party is under 18 or includes any person(s) who are normally closely supervised, there must be sufficient capable and responsible adults over the age of 18, in the property / unit to provide adequate supervision for the party and each member of it. One such identified person must be present for the duration of the break and accept overall responsibility for the whole party. The name and contact details of this person must also be confirmed prior to arrival.

C1. Information about your party

We have the right to obtain the name, date of birth, address and gender of each member of your party before confirming your booking or at any time. You (the booker) must be a member of your party unless we agree otherwise. Failure to provide us with full details of the make up of your party prior to your arrival may result in access to your chosen stay being delayed or denied. We want to maintain a safe and secure environment for you and your family and may ask for identification on arrival.

We don’t knowingly allow anyone to use or visit our property who is a convicted child sex offender or subject to the notification requirements of the Sexual Offences Act 2003, or subject to a Sexual Risk Order or Child Abduction Notice.

D. Before you arrive

D1. Please provide us with details of all members of your party

D2. You should inform us immediately if, within 4 weeks prior to your arrival date or during your break, any member of your party has, or develops, an infectious or contagious medical condition. If so, we have the right to:

Refuse to accept your booking; or
Cancel your break; or
Ask any member of your party to leave the property immediately, should we, at our
discretion consider it necessary to protect the health of other guests,

E. Arrival

Please check your pre-arrival email for confirmation of the time you may arrive at the property and when the facilities and your accommodation will be available.

In order to help minimise our carbon footprint and to reduce traffic volumes we recommend that no more than 2 cars per lodge are brought to the property

There are restrictions on the access and parking arrangements for vehicles at each cabin Please contact us for further information. Caravans, campers and/or mobile homes are not permitted on site.

F. Whilst staying with us

F1. Our aim

Our aim is to provide a relaxed break suitable for families in a natural environment. To ensure the maximum enjoyment of your break and that of all our other guests you must comply with all of the requirements in this agreement. We draw your particular attention to the paragraphs below and to the safety and other information you will receive on or before arrival. You must also note and comply with all verbal or written guidance, especially safety guidance supplied to you by us or one of our staff. You must comply with all notices at the property.

F2. Important information and updates

Important information, guidance and updates will be provided at your accommodation and you should check such information regularly and comply with these.

F3. Behaviour and compliance with this agreement

You are responsible for the behaviour of all members of your party. Behaviour should be in keeping with the family environment and should not be aggressive, excessive, noisy or disruptive, especially at night. Offensive or illegal behaviour will not be tolerated and may result in the police being involved. Offensive or aggressive behaviour or language towards our staff is not acceptable. We may ask you and/or any member of your party to leave immediately if your conduct results in police attendance or is considered by us to be inappropriate; likely to cause harm; or impair the enjoyment, comfort or safety of anyone; or is likely, in our belief, to breach any of this agreement. No refunds or compensation will be given in these circumstances and we reserve the right not to accept any future bookings from you or any member of your party.

F4. Children’s supervision and parental responsibility

There must be at least one capable and responsible adult over the age of 18 in every accommodation unit.

You are responsible for the supervision of all members of your party under the age of 18. This is particularly important in the surrounding woodland, the hot tub and in and around each property. Children must not be left unsupervised at any time. Parties who are not supervising their children responsibly may be asked to put appropriate arrangements in place or to leave the property.

F6. Facilities and activities

We will not pay compensation where facilities/activities are unavailable due to fire risk or impacted by weather conditions
The general activity conditions, this agreement, our Safety Information and any other information provided on site must be adhered to.

F7. Security of your property

We draw your special attention to the following:

Your personal belongings are your responsibility during your break with us.
Vehicles parked on our property are subject to very limited security. You must lock your vehicle securely and remove all valuable items on parking.
The police have notified us that personal cycles are particularly vulnerable in the nationwide problem of cycle theft. If you choose to bring your own cycle we strongly recommend obtain adequate insurance for it and keep it locked when not in use.
Appropriate insurance is strongly recommended
We accept no liability for any accident, loss or damage to your property unless such loss, damage or accident is demonstrably due to our negligence or that of those for whom we are legally responsible
We will offer reasonable help to assist you in tracing lost items, however we can only keep lost items for 28 days and a postal charge is applicable for the return of any

F9. Environment.

Please keep to prepared roads, paths and tracks at all times and treat all property and facilities carefully and appropriately. Do not enter any parts of the woodland that are fenced off. Please adhere to signage around the property and woodland. Please comply with health and safety information provided on site.

F10. Accommodation

You must use your accommodation and its contents with care and leave it in a clean and tidy condition on departure. An accommodation inventory is available in advance on request. We reserve the right to charge you for any extra cleaning, missing items or damage.

We reserve the right to enter your accommodation at any time for any reasonable purpose, for example, to make checks, maintenance work or housekeeping. Your occupation is not exclusive.

The members of your party and the allocation of guests in each accommodation unit must remain the same for the whole of your stay.

The maximum number of guests (6 persons) in each accommodation type (as stated on our website) must not be exceeded. If it is, we reserve the right to cancel your stay without refund or compensation, and you will be asked to leave the premises.

F11. Wireless facilities

Wireless internet access, where available, is not guaranteed and is provided subject to a third party. The facility is not subject to any particular security, and only has limited filtering measures and requires continuous parental supervision when used by children.

We reserve the right to disclose your name and address to our internet service provider if we discover that you or a member of your party illegally downloaded content from the internet or otherwise engaged in unlawful activity whilst using this facility

Due to the location and tree coverage, wireless and internet connection can be intermittant.

F12. Improvements and maintenance

As we continually improve our property you may find that:

New facilities are on offer; Listed facilities are temporarily closed for maintenance and/or improvement;
Some facilities and/or accommodation types have been altered, replaced or closed;
There is development or refurbishment work going on in certain areas of the property. Whilst we take steps to reduce the impact of such works, you may experience noise and visual disturbance;
Maintenance work or housekeeping tasks are undertaken in and around your accommodation during your stay, although in such circumstances we try to minimise any inconvenience;
Different equipment may be provided to that described on our website or other communications

F13. Safety

You are required to follow any safety advice provided to you. Please note in particular:

Diving is not permitted in the hot tub and children must be continuously supervised in and around the hot tub and property.
Barbecues are not permitted and only the fire pit and log burner can be used. During periods when risk of forest fire has been notified. The use of the firepit, hot tub or gas barbecues is prohibited.
Take particular care not to do anything which might cause a fire - dispose of anything flammable safely.
The property has a no smoking policy.
Fireworks may not be brought onto or used at the premises.
Do not enter or attempt to use any facility that is closed.
Please also refer to our Safety Information provided at the property – copy available on request.
Woodland health and safety information provided at the property
Hot tub health and safety information provided at the property

F14. Driving at the property and parking

Guests’ vehicles may not be used within the property itself unless you are unloading/loading at your accommodation on arrival and departure. All vehicles must be returned to the car park located directly next to the entrance gate immediately after unloading/loading.

The speed limit on site is 10mph. Please use great care when driving. Sleepers, boulders, logs and posts are placed to prevent damage to the roadsides and unauthorised parking. No liability is accepted for any damage caused by these markers.

All vehicles should be parked in the car park immediately next to the extra gate and not near to the cabins. Vehicular access is required for emergency services and maintenance vehicles. We will not be liable for any damage caused to your vehicle or property.

F15. Smoking policy

Smoking (including e-cigarettes and vaping) is not permitted in any buildings (including accommodation) but is permitted where indicated on certain patios and balconies

F176 Natural inhabitants

Please note and remember that our accommodation is located in a woodland setting that is the natural habitat of a variety of native creatures such as snakes, insects, spiders, rodents and ticks. You should note any information and guidance provided in any of our information booklets or notices.

F17. Dogs/Pets

We welcome a maximum of two small dogs (except assistance dogs) but pets must remain downstairs and not be allowed on the furniture. They must be kept on a lead at all times when outside your accommodation. We do not accept any dogs listed under the Dangerous Dogs Act. You must ensure that:

As a minimum, each dog has a current annual vaccination for distemper, canine hepatitis, leptospirosis and parvo virus;
Each dog is properly supervised, is not dangerous and does not cause a nuisance or threat to anyone;
When our staff need to visit your accommodation (eg. if you have requested a maintenance engineer) you take your dog(s) out or keep them in a different room while these visits take place and comply with any specific instructions provided to you.

If we, in our sole and reasonable discretion, consider your dog to be dangerous or to be causing a nuisance, harm or threat to anyone, or to be likely to do so, we may ask you to remove it from the village (without refund or compensation) or have it removed to kennels at your expense. No other pets are permitted.

F18. Dangerous items

No shotgun, knife, firearm, air weapon, archery equipment, fireworks (including sparklers), illegal substances or similar item may be brought onto any village under any circumstances by you or anyone in your party.

F19. Noise

We ask guests to keep noise to a minimum, any complaints we receive due to noise may result in your stay being cancelled without refund or compensation

There may be some traffic noise from nearby roads

F20. Compensation payable by you

By booking you agree that we have the right either during or after your stay to recover from you, whether via the credit or debit card used to pay for the break or otherwise, the costs of:

Any property or accommodation damage, and/or
Any compensation we may pay to others, and/or
Any other costs, fees or levies which we may incur, resulting from your or any member of your party action or inaction and from any breach of this agreement

G. Departure

You must vacate your accommodation and return the key to the lockbox at the departure time specified (10.30am) , you must also ensure that all rubbish is placed in the allocated bins and switch all lights off.

H. Changing or cancelling your booking

H1. Changing your booking

You may change your booking with us for any reason provided the change is made 8 weeks or more before your arrival date. Each change is subject to availability and an amendment charge may apply. Please see the table below for details.

Please note that any change of date will be likely to involve a change in the price of your break and an amendment charge being payable. The price payable is the greater of your original break cost or the price for your revised break change, which applies at the time of your change. Any differences may be refunded depending on when the change is made.

You may not, under any circumstances, transfer your booking to anyone without our consent. We will not consent to a transfer where the person or party concerned does not meet our requirements.

H2. Cancellation by you

You may cancel your break at any time. However, the amount refunded to you will depend upon the following. Please see the table below for details.

Number of days prior to your arrival date that notification of your cancellation is received by us

Without Flex Your Stay Protection

With Flex your Stay Protection

Up to 6 weeks prior to arrival

100% refund less deposit

100% refund

Up to 4 weeks prior to arrival

50% refund less deposit

100% refund

Less than 4 weeks prior to arrival

No refund

We may provide a refund in specific and mitigating circumstances but this is at our discretion.

Please note that some separate charges, such as any deposit are non-refundable.

H3. Cancellation and changes by us

We have the right, at our sole discretion, to refuse to confirm any reservation. Where we have indicated that we will not accept a booking from you or accept your presence, we reserve the right at our sole discretion to cancel any booking you may have made or refuse to allow you to enter the premises or to ask you to leave our premises. If we do so (subject to the provisions of the paragraph below) we will refund any payment made but will not pay any compensation. We have the right to cancel your booking, or to instruct you or your party to leave the premisesimmediately, without compensation or refund, should you or any of your party not comply with this agreement, particularly terms relating to behaviour, conduct and safety. We reserve the right to cancel your booking due to adverse weather, maintenance issues and other grounds for health and safety.

H4. Things beyond our control

We cannot take responsibility or pay compensation if we cancel or change your booking in any way because of events beyond our control. Neither can we accept any liability for any injury, loss or damage you suffer because of events beyond our control. Events beyond our control include, but are not limited to: fire, flood, explosion, storm or other weather damage, break-in, criminal damage, riots or civil strife, industrial action, natural or nuclear disaster, epidemics and pandemics, adverse weather conditions, war or threat of war, actual or threatened terrorist activity and unavoidable technical problems with transport.

In the event of adverse weather, your booking will only be refunded if your property is closed. If you cannot travel due to adverse weather, we will do our best to move your booking to an alternative date, but refunds will not be provided. If your new break is more expensive, you will be required to pay any additional cost.

In exceptional circumstances, we may need to cancel your booking. If this happens we will advise you as soon as possible and offer one of the below options.

1. A replacement break to the same value as the one you booked. If your new break is more expensive, you will be required to pay any additional cost. If your new break is less expensive, we will refund the difference.

2. A full refund. If we issue you with a refund, we will return your money by bank tranfer.

3. In all cases, except personal injury or death, our liability to you for the total of all claims arising out of your break with us is limited to the cost of your booking less any cancellation, amendment or separate charges.

H5. Refunds

Credit or debit card payments will be refunded to the last payment card used on the booking, less any non-refundable deposit and any other non-refundable amounts. Cheque refunds will be made to the person named on the confirmation.

I. Important information

I1. For bookings, your contract is with Coppertop Bespoke Ltd (company registration number 143736221)

I2 . Accommodation at our premises may be updated as part of a rolling programme.

I3. Data Protection. All personal information we collect and hold about you and members of your party will be used in accordance with our privacy policy, available on our website.

I4. Whilst we do our best to ensure that our website is accurate, all images on our website and in other promotional material, are for illustrative purposes only. Facilities at our premises may vary and not all accommodation is identical to the images on the website.

I5. This agreement and any dispute between us will be governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the Courts of England and Wales over any matter arising out of our agreement or your visit. You may choose to submit to the law and jurisdiction of Scotland or Northern Ireland if you are resident there. We must both act reasonably in selecting or agreeing any jurisdiction including any forum for dispute resolution.

I6. Your stay will not give rise to any tenancy agreement between us.

I7. Should any part of our agreement be deemed by law to be void, the remainder of this agreement will, if capable, continue in full force and effect. The headings in this agreement are included for convenience only and shall not affect its interpretation or construction.

J. Can we help?

J1. Any assistance you require or concerns should be brought to our attention immediately to a member of staff.. We aim to give prompt assistance to you if you are in difficulty and aim to respond promptly to any concerns you raise so that you can continue to enjoy your break. Please note that we are not responsible for any matter of which you were aware and which you did not bring to our attention during your break.

And finally..!