Terms and Conditions

  • Our rules are mostly about respect and responsibility, which we’re sure you would show anyway, but do still make yourself aware of them. Please be aware that if you or anyone you are responsible for behaves in a way that may disturb other campers, you will be asked to leave immediately.

    • Please drive slowly and carefully on Estate farm tracks and drives.
    • On arrival, please leave your car in the car park and check in before you pitch your tent.
    • Dogs are welcome on grass pitches (unfortunately we can’t accommodate them in our pre-erected tents) but must be kept on a lead at all times and picked up after immediately. Dogs who cause problems will have to leave.
    • Please do not play electronic devices (not even phones, tablets or car radios – listen to the birds instead!)
    • Please respect our quiet hours between 10:30pm and 7.30am. Very quiet voices around the campfire is fine but be aware other people are sleeping close-by.
    • Do not enter land that is marked as private – there are plenty of public footpaths and spaces. Please ask if you need directions.
    • Do not feed any livestock.
    • Do not introduce sparks to the surrounding woods and heathland as they are very dry and fires are a real risk. Please also do not collect deadwood locally as it is important for habitats – wood is available from the Camp Kitchen.
    • Check-out time is 11am for pre-erected tents and 1pm for grass pitches.

    Cancellation policy

    For Westerlands and Chapel Field: 30 days or more before your stay, we will refund 90% of your booking.

    29-15 days before your stay, we’ll refund 50% of your booking.

    No refunds are available if you cancel 14 days or less before your stay.

    PLEASE NOTE THAT RESCHEDULING A WEEKEND IS ESSENTIALLY THE SAME AS A CANCELLATION AS WE STILL INCUR ALL OUR OVERHEADS FOR THE DATES YOU CANCEL AND YOUR BOOKING THEN TAKES THE PLACE OF ANOTHER FOR THE DATES YOU MOVE TO.

    For The Round Hill:

    60 days or more before your stay, we will refund 90% of your booking.

    45 – 30 days before your stay, we’ll refund 50% of your booking.

    Refunds on food bookings only if you cancel 29 days or less before your stay.

    Safety

    –  Woodfire Camping is used by all persons at their own risk. Camping at Woodfire entitles you to access the camping field and the farm drive from the public road to the campsite itself. You have access to public footpaths and ‘right to roam’ areas which take you across plenty of stunning fields and through gorgeous woodland but we must ask you to respect the private property of our neighbours. All our campsites are adjacent to working farmland and livestock and parents must ensure children are properly supervised at all times.

    – Whilst we make every effort to ensure a safe campsite we cannot accept responsibility for your possessions or personal injuries sustained whilst on the property or having campfires. We firmly believe that spending time in an outdoor environment with its inherent ‘risks’ teaches everyone valuable lessons about life, which is not a zero-risk venture!

    – By booking with us, it is understood that you have read and will abide by these terms and conditions.

    – Unfortunately, Woodfire Camping cannot be not liable for refunds or expenses you incur in the event we are prevented from fulfilling your booking as a result of circumstances beyond our control. Such circumstances shall include (but will not be limited to) war, terrorism, serious crime, industrial action, flooding, natural disaster, epidemics or such similar events (“Force Majeure”). We recommend that you have adequate holiday insurance in place to cover this.

     

    Woodfire Camping – Privacy Notice

    Who we are
    Woodfire Camping is operated by Mark Griffiths and Stella Gurney, based at (c/o) Wellers Accountants, The Coade, 98 Vauxhall Walk, London, SE11 5EL. We are the data controller for the personal information you provide to us when you make a booking, an enquiry, sign up for updates, or otherwise interact with us.

    You can contact us at:
    Email: team@woodfire.co.uk
    Phone: 01798 320021Our booking system: Bedful UK Ltd

    When you make an online booking, your information is collected via our booking engine, provided by Bedful UK Ltd, and stored on their secure UK servers.

    • – Bedful acts as a data processor on our behalf.
      – Woodfire Camping remains the data controller, meaning we decide how your information is used.
      – Bedful may pass booking information (e.g. guest names, email addresses, property details) to trusted Integration Partners where necessary to process bookings, send confirmations, and update availability across systems.

    You can read Bedful’s Privacy Policy on their website for details of how they handle data as our processor.

    What personal data we collect

    Depending on how you interact with us, we may collect:

    • Your name, email address, postal address and telephone number
      – Booking details and information relating to your stay
      – Names and contact details of other guests on the booking
      – Communication preferences
      – Any information you provide in enquiries or messages
      – Payment information (note: card details are not stored by us or Bedful; they go directly to the third-party payment processor for the sole purpose of completing the transaction)

    We may also collect limited technical or usage information through cookies if used on our website (see Cookies section).

    How we use your data and our lawful bases

    We process your personal data to:

    • -manage bookings, enquiries and payments
      – communicate with you about your stay
      – send you information about Woodfire Camping that may interest you
      – respond to questions or messages
      – maintain business, legal and accounting records
      – improve our services and website
      – comply with legal obligations

    Our lawful bases under UK data protection law include:

    • Contractual necessity – required to manage bookings and enquiries
      – Legitimate interests – for business administration and improving our services
      – Soft opt-in for marketing – where allowed under PECR
      – Consent – when you explicitly sign up for marketing
      – Legal obligation – where required by law

    Marketing and the soft opt-in

    If you have previously made a booking or enquiry, we may email you about our own similar services under the soft opt-in rule. This means:

    • – you provided your details during a booking or enquiry
      – we gave you a clear option to opt out at the time
      – every marketing email contains an easy unsubscribe link

    If you have not booked or enquired before, we will only send marketing where you have given explicit consent. You can withdraw consent or opt out of marketing at any time by clicking ‘unsubscribe’ or contacting us directly. We will still contact you where necessary for booking-related communications.

    Who we share your data with

    We share data only where needed for booking management or legal compliance, including with:

    • Bedful UK Ltd (our booking engine provider and data processor)
      – their Integration Partners (e.g. channel managers, booking platforms) where required to deliver your booking
      – secure payment processors
      – trusted service providers who support our business
      – professional advisers (e.g. accountants)
      – regulatory or legal authorities where required

    We do not sell your personal data or share it for third-party marketing.Any third party receiving your data will process it according to their own privacy policies and legal obligations.

    How long we keep your data for

    We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, including managing bookings, handling enquiries, and meeting legal or accounting obligations. When data is no longer needed, it will be securely deleted or anonymised. Some providers involved in your booking (e.g. Integration Partners) may have their own retention periods under their policies.

    Your rights

    You have the right to:

    • access the personal data we hold about you
      – request corrections to inaccurate information
      – request deletion of your data (in certain circumstances)
      – restrict or object to how your data is processed
      – withdraw consent for marketing
      – request data portability (where applicable)
      – request additional information about how we process your data

    To exercise any of these rights, please contact us first at team@woodfire.co.uk. If you are unhappy with our handling of your data, you can also contact the Information Commissioner’s Office (ICO).

    Cookies

    If our website uses cookies or similar technologies, they may collect:

    • device and browser information
      IP address
      usage information such as pages visited and actions taken

    We provide further details and management options in our separate Cookie Notice.

    Security

    We and our service providers (including Bedful) take appropriate measures to keep your data secure and to prevent loss, misuse, or unauthorised access. Information is stored on secure servers and handled according to UK data protection law.

    Changes to this notice

    We may update this Privacy Notice from time to time to reflect legal or operational changes. The latest version will always be available on our website.