Terms & Conditions

These Terms and Conditions set forth obligations applicable to both parents and children attending summer camps organised by Country House Camps Ltd, Poland Court, Poland Lane RG29 1JL. All registrations will be subject to these Terms. Before submitting an application, please ensure that you have read these Terms carefully. If you are unsure about any part of these Terms, please contact us for clarification. If you do not accept these Terms, please do not make an application for your child to attend our camp.

We acknowledge the duty of care to safeguard and promote the welfare of children and are committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice. We aim to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socioeconomic background, all children have a positive and enjoyable experience at our camps in a safe environment and we always ensure robust safeguarding arrangements and procedures are in operation.

SESSION DATES & TRAVEL

Country House Camp is held at our premises and the sessions available run between the dates as shown on our website each year.

Flights to/from the UK are not included.

Country House Camp offers a complimentary pick up/drop off service from London Heathrow and Gatwick airports. All campers flying to London Heathrow and Gatwick airports as Unaccompanied Minors, that plan to use pickup service to camp, should be on flights that arrive between 10:00AM and 4:30PM on the official starting day of the session. All campers flying from camp must depart on flights leaving between 10AM and 4PM on the last day of their session. If flights are scheduled to land or depart outside of this time period there MIGHT be a £150 surplus charge per camper.

Parents are required to drop off children at camp between 12:30pm-4pm on the first day of the session, and collect from camp between 10am-3pm on the last day of the session. If this is unavoidable, parents must make alternative arrangements for their child’s care and accommodation before and/or after the stipulated start and end dates as necessary. We take no responsibility for such alternative arrangements and you agree to reimburse us for any losses or expenses incurred in accommodating your child beyond the stipulated departure date, regardless of the reason for your delay.

GENERAL COMMITMENTS

In order to register for our summer camp, in addition to signing these Terms and Conditions, parents are required to complete, sign and submit our Health History Form as well as one of the transportation forms. These may all be downloaded from our website at https://www.countryhousecamp.co.uk/parents-forms-handbook/ Parents are also required to submit a copy of their passport, copy of the child’s return flight reservation and for non EU students, proof of health and travel insurance. An email will be sent out to the parents with deadlines for the submission of the above mentioned forms and documents. If we require any further information, items or action from you in order to process the registration, we will inform you of this as soon as is reasonably possible. You agree to cooperate with us so that we can carry out our duties.

You acknowledge that some of the above Forms request important information about your emergency contact details, your child’s sensibilities, allergies, medical problems, special dietary conditions and activity abilities. By submitting these Forms, you warrant and represent that all the information provided by you is true, accurate, current and complete and you agree to update such information as necessary to maintain its truth and accuracy. Before your child arrives, we will also send you important information about what your child is required to bring with them for their stay with us.

All parents are required to read and explain to their children the set of rules contained in the “Parents Handbook” that is available on our website at www.countryhousecamp.co.uk/parents-forms-handbook/. Parent will be reminded of the existence of the Parent Handbook within a reasonable time before the start of their child’s respective programme.

Registration is open to girls from all nationalities, aged 8 – 14 (subject to a certain level of flexibility, particularly in the case of siblings). The language spoken at camp is English, so a basic knowledge is a pre-requisite so that children can follow instructions from leaders and communicate with the other children. By accepting these Terms and Conditions you confirm that your child possesses sufficient language skills for participation in Country house camp.

All children in our care are covered by our Public Liability Insurance. ALl overseas campers will also be signed up to our insurance policy, via guard.me. This will be added to your invoice.  Please ask for details.  You must check this coverage and ensure you are happy with it prior to arriving at camp.  Please read their limitations carefully, as Country House Camp cannot be held responsible for any incident relating to limitations of cover. You are welcome to have additional cover. 

Country House Camp requires all campers to have fundamental water skills equivalent to the Red Cross Level 2. By accepting these Terms and Conditions you confirm the ability of your child to submerge and hold breath, recover from a front and back float or glide to a vertical position, tread water using arm and leg actions and enter water by jumping.  Please also note that there is not always a qualified life guard on duty at the pool: rather, a minimum of 2 first aid trained adults must be present.  If you wish your child NOT to swim, you can advise CHC of this. The pool is fenced off with safety signs on both exits.

Children are required to deposit any electronic mobile devices (including, without limitation, mobile phones, tablets, laptops, gaming devices and iPods) with staff upon their arrival. These items are not permitted during the sessions but will be stored safely and returned to children on their departure.

We have a general no-contact policy between parents and children during the 2-week camp sessions. Subject to the foregoing, you will be able to talk to your child once during camp as per the Parent Handbook, and we will keep you updated via whatsapp during the duration of camp. We will also let you know as soon as all the children are accounted for and in the case of any emergency. You are also welcome to contact us during camp.

We operate a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind. Using profanity, disparaging dialogues, physical violence or threats during participation in Country House Camp is strictly prohibited. Camp rules and instructions of leaders and other staff must be followed at all times.

Upon booking, you agree that your child will be patient, honest, fair and polite to others, not use abusive or obscene language, respect the property of others, not be aggressive in the way they speak or behave towards others, and respect and treat others as they would wish to be treated. In exceptional circumstances, the directors reserve the right, at their discretion, to withdraw from the programme any camper whose influence or actions are deemed unsatisfactory, dangerous or incompatible to the camp community or who will not live within the rules and policies of the camp or in accordance with our terms. If this occurs, no reduction or return of fee, or any part thereof will be made. We also reserve the right to refuse future bookings. Parents will also be responsible for any extra costs associated with the exclusion, including travel costs for returning their child home early.

By accepting these Terms and Conditions, you confirm that your child has permission to participate in all Country House Camp programmes, camp trips, special outings planned and supervised by Country house camp staff. If you refuse permission for any such activities, you must communicate your refusal in writing to us in advance.

By accepting these Terms and Conditions, you confirm that your child has permission to use the transportation methods that the Camp Directors find suitable.

During the booking process you will be asked whether you permit your child to appear in photographs during the camp sessions for promotional and informational purposes, acknowledging that such photos may appear online and offline (including on our social media networks). By accepting these Terms and Conditions and ticking the relevant permission as part of the online booking process, you confirm that your child may be pictured/photographed purely for the purposes of advertising and promoting Country’s House Camp’s summer programmes, and that such material can be used by Country House Camp and/or Country House Camp’s business partners throughout the world in all media for promotion or marketing of international summer camping and Country House Camp, without any remuneration owed to you.

The copyright and any other intellectual property rights in all photography appearing on our brochures, websites or otherwise belongs to Country House Camp or our licensors. No reproduction may be made without prior permission from the Country House Camp management.

In the event of an accident, first aid will be administered to children in our care and the emergency services will be called if necessary. All our first aid policies are in line with Ofsted recommendations. In the event that you cannot be reached in an emergency when your child is under Country house Camp supervision, you give permission to the physician selected by the camp to hospitalise, secure proper treatment for, and/or order injections, anesthesia, surgery or other recommended medical treatment for the child as needed.

By Accepting these Terms and Conditions, if required, you agree to arrange for your child to be examined by a licensed health care provider, who will attest to the child's required immunisation and overall health, if asked to do so.

Any medical or dietary needs must be made known to the camp management prior to your child's arrival.  Please note that CHC can only provide for MILD dietary or medical needs and can not be held responsible for any medical emergencies in this regard.  We cannot accept any children with life threatening conditions of any kind (such as nut allergies, etc).  We are NOT a nut-free, nor egg-free camp.

All prescription medicine provided by a licensed Doctor must be turned into the camp staff upon arrival with instructions in English. This will be stored in a safe and secure place and dispensed by camp staff only, as per your instructions. We will only administer medication that has been prescribed by a doctor or other health professional. Any child on camp that suffers from allergies that can result in anaphylactic shock must be made known to us before their arrival on camp.

With regard to Coronavirus, or any similar condition, please note that if a child starts to display symptoms during their stay, we may require the parents to pay for a Covid test, at their own expense.  Likewise, if deemed appropriate, we may ask for a child to have a PCR test or similar carried out a few days prior to their arrival at camp.  Country House Camp reserves the right to refuse to admit a child who should have had a PCR test carried out, and has not.

Children’s personal belongings are their own responsibility and we are not liable for any lost or damaged property on camp, unless such loss or damage is proven to be due to Country House Camp negligence. Expensive and treasured items such as jewellery, designer clothes or shoes, trainers, etc., should not be brought to the camp and if you permit your child to bring such items, they do so at their own risk and responsibility.

All children at Country House Camp are prohibited from bringing, selling, obtaining or using all tobacco products, alcohol and illegal or unauthorised drugs of any kind, except medication prescribed by a licensed doctor or health practitioner.

You agree to pay for or reimburse us for any and all property damage caused directly, or indirectly, as a result of the actions of your child which arise as a result of negligence (arising from the deliberate or willful misconduct of your child).

PRICE AND PAYMENT

Country House Camp will not be able to secure a place for your child until we have received both the Booking Form and the required non refundable deposit, plus insurance. A place will only be confirmed upon receipt of our Confirmation email.

The deposit will be deducted from the total amount to be paid. The balance of the full price payable (plus any additional amounts required for any paid activities you would like to book) will be required by no later than 15^th April prior to camp or your child will be unable to attend camp. Before processing your registration, we will confirm the total price payable for the registration, including taxes or, if the nature of the activities are such that the price cannot be calculated in advance, the manner in which it will be calculated. If you fail to make payment when it is due, we may cancel the contract immediately by giving you written notice.

The price includes all food and accommodation for children during the sessions, all hours of group English per week, excursions to central London, nearby sites and any other excursions (plus all transport to these), all other group outdoor and indoor activities (both onsite and offsite) including special workshops but excluding paid activities such as private English lessons, golf, riding and any other activities notified from time to time. Changes to available activities may occur and we do not guarantee that every activity featured in our literature or on our website will necessarily be available during every session, especially if adverse weather conditions or circumstances beyond our reasonable control occur.

The general 2 week session program fees can be found here: https://countryhousecamp.co.uk/dates-prices/

Country House Camp charges an 'intersession' supplement to children staying two sessions, which covers any additional nights as well as the activities and staff.  

Extra items such as any additional paid activities requested by you after the balance of the price has been paid will be invoiced separately to you.

Payment may be made by bank transfer, credit or debit card via our online payment portal, details of which may be found at https://countryhousecamp.co.uk/en/make-a-payment/.

CANCELLATION POLICY

All cancellation requests must be made in writing to

info@countryhousecamp.com

Provided cancellation takes place before 1 Feb, you may cancel your camp place within 14 days of your receipt of the Confirmation email. However, the deposit is NON refundable, under any circumstances.  Any further payment you have made to that date will be fully refunded.  Cancellations between 1 Feb - 1 March will receive a 50% refund.

Due to our small size of camp, NO cancellations after 1 March are eligible for a refund, for any reason, with the exception, on occasion, of some exceptional circumstances. No refund is guaranteed, and will only be given in these circumstances at the sole discretion of the Camp Directors.

If cancellations are made due to medical reasons, or reasons covered by the guard.me cancellation policy, you can of course claim for this via this route. Or if you wish, you are free to take out additional travel insurance or similar, to cover any unforeseen eventualities as regards needing to cancel their child's attendance at camp.   Ensure that your travel insurers know your child is attending camp, and the costs associated, so that they are aware you would claim for these in the event of a medical issue, for example.  Remember to check and agree with the limitations on any cover before purchasing.

We may cancel or postpone a session up to 4 weeks before it is due to begin, due to the unavailability of required personnel, venue, or if the required attendee numbers have not been met. If such cancellation is necessary, we will inform you as soon as is reasonably possible. If you have made any payments to us (including, but not limited to the Deposit), the payment(s) will be refunded as soon as is reasonably possible, and in any event within 30 days of us informing you of the cancellation.

We may also cancel a session at any time before it is due to begin, due to the occurrence of an event outside of our reasonable control. Such causes include, but are not limited to: power failure, riots and other civil unrest, fire, explosion, flood, storms, earthquakes, subsidence, acts of terrorism (threatened or actual), acts of war, epidemic or other natural disaster. In such circumstances, we will not be liable for any failure or delay in performing our obligations and we will inform you as soon as is reasonably possible. We will inform you when the event outside of our control is over and provide details of any new dates, times or availability of the sessions as necessary. If the event outside of our control continues for more than the period during which the sessions were due to take place, we will cancel our contract with you. Any refunds due to you as a result of a cancellation on our part will be paid to you as soon as is reasonably possible, and in any event within 45 days of our cancellation notice.

LIMITATION OF LIABILITY

We will not be responsible for any unforeseeable loss or damage that you or your child may suffer as a result of our breach of these Terms or as a result of our negligence (including that of our employees, agents or sub-contractors).

These Conditions do not limit our responsibility for things that the law says we cannot exclude. These include death, personal injury caused by our negligence, fraud, or any other matter that the law says we can't exclude. But otherwise, any warranties or terms which are implied into these Terms by any piece of law are excluded.

Subject to the above, you agree to release, hold us harmless and indemnify us against any and all liability relating to any loss or injury suffered by us, you or your child as a result of incomplete or incorrect information provided by you on our booking Forms or not having informed yourself of information contained therein, the actions or inactions of your child and for any liability incurred as a result of our provision of the camp services, except where such liability arises as a result of our negligence or our breach of these Terms.

VISAS

Non-European children are required to obtain a tourist visa in order to participate in any of the programmes provided by Country House Camp. In cases where the child is required to obtain a visa, an Acceptance Letter will be provided by Country House Camp, which will contain a description of the programme as well as proof of payment and contact details.

The Parents / Legal Guardians understand that the child’s tourist visa must be applied for within one week of receipt of the Acceptance Letter and well within the time line set out by the UK consular office/ embassy in their country of residence / origin.

The Parents / Legal Guardians understand it is their responsibility to apply for the appropriate visa.

Country House Camp will provide guidance regarding the required documentation that must be presented in order for children to enter the UK on a tourist visa for the purposes of participating in this summer programme. However, the parents / Legal Guardians understand that there may be additional conditions and requirements in their country of origin / residence to obtain the visa, and that Country House Camp cannot be held responsible for any additional information that may be required.

If a tourist visa has been applied for within one week of receipt of the Acceptance Letter as well as the correct timeframe set by the UK consular office/ embassy in the child’s country of residence / origin but the visa has not arrived in advance of the camper’s session start date, Country House Camp will offer to postpone to a later session, subject to availability. If the Parents / Legal Guardians

would like to cancel the course, Country House Camp will refund 30% of the fees paid upon receipt of a copy of the visa application, provided that the application has been applied for correctly.

If a tourist visa has NOT been applied for within one week of receipt of the Acceptance Letter and / or within the correct timeframe set by the UK consular office/ embassy in the child’s country of residence / origin and the visa has not arrived in advance of the camper’s session start date, Country House Camp will offer to postpone to a later session, subject to availability. If the Parents / Legal Guardians would like to cancel the course, Country House Camp will not be obliged to offer a refund of fees paid, although cases of genuine hardship may receive special consideration from the Camp Directors, at their sole discretion.

If the Parents / Legal Guardians cancel the contract as a result of a visa application being refused, Country House Camp shall not be liable to refund any fees; the client must ensure that their insurance covers this eventuality. 

If a camper is found to have the wrong type of visa, he/she will not be admitted on to the programme. In this case, Country House Camp will not be obliged to offer the Parent a refund of fees paid, although cases of genuine hardship may receive special consideration from the Camp Directors, at their sole discretion.

If a camper is granted their visa for entry into the UK, but, upon arrival, is denied entry for whatever reason, Country House Camp cannot be held responsible for the decisions made by immigration & the UK border agency. Country House Camp will use its best and reasonable efforts to rectify/aid the situation, but if in the final event, a camper is not deemed to be allowed to enter the UK, Country House Camp will offer to postpone the camper to a later session, subject to availability. In this situation, however, under no circumstances will Country House Camp be required refund any fees paid in the event of this occurring.

BREXIT

We shall be monitoring the evolving situation with regard to movement within Europe and the UK and let parents know of any documents that we believe your children may required in order to travel to the UK, but as these do change, please note that parents are responsible for checking that their child has all the correct documents for travel.  Many European countries require police permission for travelling alone - please ensure you check this in your home country.  Should needs be, CHC shall issue an Acceptance Letter to all EU students to ease any customs issues with the new regulation.  Please note that this is a constantly evolving situation, and parents are ultimately responsible for ensuring that their child has all that is requird to enter the UK lawfully.

PRIVACY NOTICE

Participation in Country House Camp programme requires you to share both yours and your child’s personal information with Country house Camp, including but not limited to, names, pictures, addresses, emails, date of birth, nationality, medical data, payment/tax related data and banking data and all other information you are required to provide us with on our Forms or otherwise. Below is a brief description of how Country house Camp will use your information:

Country House Camp will collect, process and keep the above information (as well as a record of any correspondence between us and details of transactions you carry out with us) on file. All personal information that we may collect (including, but not limited to, your child’s name and address) will be collected, used and held in accordance with the provisions of the Data Protection Act 1998 and yours and your child’s rights under that Act Country House Camp will use personal information collected for the purpose of providing the Country house Camp programme your child applied for, processing your payment and informing you of new products and services available from us (which you may request that we stop sending you at any time).

Country House Camp employees will be able to access your information if their work reasonably requires access to fulfil the purposes stated on this form.

If potential legal or compliance concerns are identified, information that you provide may be shared with Country house Camp’ external legal advisors and/or domestic legal and regulatory authorities. This may include the disclosure of your information if we have a legal obligation to do so, or in order to protect your, your child, or other people’s property, safety or rights.

Documents related to your interaction with Country House Camp may be reviewed by Country house Camp’s external auditors.

Country House Camp will share your information to respond to information requests of governmental authorities or where required by law. We will not pass on your personal information to any third parties not mentioned above without first obtaining your express permission.

At all times you have the right to access the data we hold about you and to withdraw consent for collection and processing of your personal information. Should you wish to access your personal information, please contact us and note that we can charge you a fee (currently £10) for this service.

Respective collection and processing of your personal information is voluntary based. Not consenting to respective data collection and processing or withdrawing consent results with Country house Camp not being able to conclude/continue Country house Camp programmes with you.

OTHER IMPORTANT TERMS

We may transfer (assign) our obligations and rights under these Terms and Conditions to a third party (this may happen, for example, if we sell our business). If this occurs you will be informed by us in writing. Your rights under these Terms and Conditions will not be affected and our obligations under these Terms and Conditions will be transferred to the third party who will remain bound by them.

If any of the provisions of these Terms and Conditions are found to be unlawful, invalid or otherwise unenforceable by any court or other authority, that / those provision(s) shall be deemed severed from the remainder of these Terms and Conditions. The remainder of these Terms and Conditions shall be valid and enforceable.

No failure or delay by us in exercising any of our rights under these Terms and Conditions means that we have waived that right, and no waiver by us of a breach of any provision of these Terms and Conditions means that we will waive any subsequent breach of the same or any other provision.

These Terms and Conditions, and the relationship between you and us shall be governed by, and construed in accordance with English law. Any dispute, controversy, proceedings or claim between you and Us relating to these Terms and Conditions or the relationship between you and us shall be subject to the jurisdiction of the courts of England.

CONTACT DETAILS

We always welcome feedback from parents and, whilst we always use all reasonable endeavours to ensure that your and your child’s experience at our camps is a positive one, we nevertheless want to hear from you if you have any cause for complaint. If you wish to contact us with questions or complaints, you may contact us by email at info@countryhousecamp.com or telephone: 07837747515.

Once you receive a booking confirmation, you will need to sign our online Agreement to the Terms & Conditions