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GR TERMS AND CONDITIONS
This document sets out the terms and conditions on which the Accommodation is provided to
customers by Us (“Us”, “the Company”).
We strongly recommend that you read this document before making a booking with Us.
Definitions:
1. Interpretation
1.1 In these Terms and Conditions, the following words and expressions shall have the following
meanings:
Accommodation: the whole property as advertised on the Company’s website, to be hired by the
Customer, as specified in the Booking Confirmation.
Booking: the contract between the Customer and the Company for the Accommodation for the
Hire Period.
Booking Confirmation: the written confirmation supplied once the booking is confirmed by the
Company.
Business Day: a day other than a Saturday, Sunday or public holiday in England, when banks in
London are open for business.
Charges: the total charge payable inclusive of VAT by the Customer for the hire of the
Accommodation for the Hire Period.
Company: The Company is the entity to which payment for the Booking is made, and is the entity
which has been engaged by the Service Provided to arrange Bookings. Further details on The
Company available on request.
Coronavirus: the disease known as coronavirus disease (COVID-19) and the virus known as severe
acute respiratory syndrome coronavirus 2 (SARS-CoV-2).
Coronavirus Event: an event or delay caused by, or arising from or in relation to, a Coronavirus
epidemic or pandemic that prevents the performance under of any obligations under these Terms,
including (but not limited to):
a) any illness, quarantining, shielding or self-isolation (including, but not limited to, precautionary
self-isolation) of the Hirer, the Company’s key staff where the decision to quarantine or self-isolate
is recommended or mandated by the Government;
b) any recommended or mandatory measures introduced by the Government intended to prevent
or delay the spread of Coronavirus;
c) any disruption of, or interruption to services provided by utilities providers, including (but not
limited to) electricity, gas, water and sewage.
Customer: the individual entering into the Terms to hire the Accommodation with the Company.
Deposit: the non-refundable deposit to secure the booking of 25% of the Charges.
Government: local, regional or central government.
Hire Period: the period of time agreed for the hire of the Accommodation as described in the
Booking Confirmation.
House Rules: the rules of the house communicated to the Customer and their group via written or
verbal means. These may be specific to each property.
Owner(s): the property freehold or leasehold owner.
Terms: the terms and conditions in this document between the Customer and the Company for
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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the hire of the Accommodation.
Service Provider: the person or entity providing the Accommodation which has engaged The
Company to arrange Bookings on their behalf. Further details on The Service Provider available on
request.
1.2 A reference to a statute or statutory provision is a reference to it as amended, extended or
re-enacted from time to time. A reference to a statute or statutory provision shall include all
subordinate legislation made from time to time under that statute or statutory provision.
1.3 Any words following the terms including, include, in particular, for example or any similar
expression shall be construed as illustrative and shall not limit the sense of the words, description,
definition, phrase or term preceding those terms.
1.4 A reference to writing or written includes email.
2. Confirmation of hire
2.1 These Terms shall come into effect on the date of the Booking Confirmation, or the date that
the Deposit has been paid to the Company in cleared funds by the Customer, if later. Until that
time, bookings for hire will be treated as provisional by the Company.
3. Licence and use of Venue
3.1 Subject to clause 7, the Service Provider grants the Customer a right for the Hire Period to enter
and use the Accommodation in accordance with the terms and conditions contained within. The
Customer acknowledges that:
(a) the Customer, or guests of the Customer shall have the right to enter and use the
Accommodation as a licensee only and no relationship of a landlord and tenant is created between
the Customer and Service Provider by these terms and conditions; and
(b) the Service Provider retains control, possession and management of the Accommodation
and the Customer has no right to exclude the Service Provider from the Accommodation. The
Company and/or the Service Provider reserves the right to enter the Accommodation at all times
during the Hire Period.
3.2 The Customer agrees and undertakes:
(a) to hire the Accommodation for the Hire Period and accept the Terms.
(b) not to do or permit to be done anything on the Accommodation which is illegal or which may
be or become a nuisance (whether actionable or not), annoyance, inconvenience or disturbance to
the Company, or any owner or occupier of neighbouring property.
(c) to use reasonable efforts to ensure that any guests or other persons present at the
Accommodation so comply.
(d) to permit the Company to search all containers, bags, boxes and equipment coming into or
leaving the Accommodation, including those brought onto the Accommodation by the Customer
or its guests during the Hire Period.
(e) not to cause or permit to be caused any damage to the Accommodation, including any
furnishings, equipment or fixtures at the Accommodation.
(f) not to smoke or permit smoking (including e-cigarettes) anywhere in the Accommodation
except in the designated smoking areas if any.
(g) not to fix any bolts, nails, tacks, screws, adhesives, tape or other such fixing devices to the walls
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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or fabric of the Accommodation.
(h) not to display any advertisement, signboards, flag, banner, placard, poster, signs or notices at
the Accommodation without the prior written consent of the Company.
(i) not to alter, move or interfere with any lighting, heating, power, cabling or other electrical
fittings or appliances at the Accommodation, or install or use additional heating, power, cabling or
other electronic fittings or appliances without the prior written consent of the Company.
(j) to use any equipment provided by the Company in the Accommodation, for its proper purpose
and in accordance with any written instructions provided by the Company regarding its use.
(k) to leave the Accommodation in a clean and tidy condition and to remove the decorations,
displays and any other equipment or personal items from the Accommodation at the end of the
Hire Period.
(l) to ensure that the Customer and all guests leave the Accommodation by 11:00 on their final day.
(m) not to bring or permit to be brought any animal onto the Accommodation without the prior
written consent of the Company, with the exception of assistance dogs within the meaning of the
Equality Act 2010.
(n) not to exceed the pre specified capacity of the house
(o) not to bring or use sound systems unless authorised by The Company
(p) not to hire DJs, marquees or book any events or activities with the express permission of The
Company
(q) not to use fireworks at any time
(r) to be bound by any House Rules communicated by written or verbal means before or during the
Hire Period including, but not limited to email and attachments, telephone conversations, notice
boards and face-to-face conversations.
3.3 The Customer shall ensure that its guests behave in a responsible and safe manner at the
Accommodation, and the Company reserves the right to remove or request that the Customer
removes its guests that do not do so from the Accommodation.
3.4 From time to time the Company may give details to its Customers of third parties which
provide goods or services. If the Customer decides to instruct a third party during their stay at the
Accommodation, unless otherwise stated, the Company will not be a party to any such contract
(whether verbally or written) and the Company will not vet a third party on the Customer’s behalf.
The Customer enters into any third-party contract at entirely their own risk. The Company will
not be responsible or liable for any loss, damage, injury, accident, expense or inconvenience caused
by the third party or in connection with the third party goods or services provided. The Customer
will be liable to the Company for any damage to the Accommodation caused by a third party.
4. Guest numbers and purpose of stay
4.1 There is no minimum number of guests required for any booking.
4.2 Each type of Accommodation can hold a maximum number of guests which is detailed on
the Company’s website. The Company may enquire as to the number of guests (of the Customer)
attending the Accommodation during the Hire Period, however this is only for health and safety
purposes. The Charges and Terms are not based on the number of guests the Customer invites/
attends with, The Charges are a set price by the Company to hire the Accommodation for the Hire
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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Period.
4.3 The Customer may be required to provide the purpose/reason for booking the Accommodation
for the Hire Period to the Company, however this only for information purposes, it does not alter
the Terms or the Booking.
5. Charges and payment
5.1 The Customer shall pay the Charges in accordance with this clause 5.
5.2 The Company shall invoice the Customer for the Deposit, which shall be payable by the
Customer in order to secure the booking of Accommodation for the Hire Period.
5.3 The Company shall issue an invoice for the Charges (less the Deposit and other costs paid),
which shall be payable by the Customer no less than 60 Business Days before the start of the Hire
Period (Payment Due Date).
5.4 If the Customer fails to make any payment due to the Company under the Booking by the
Payment Due Date, then, without limiting the Company’s remedies under clause 7, the Customer
shall pay interest on the overdue sum from the Payment Due Date until payment of the overdue
sum, whether before or after judgment. Interest under this clause 5.4 will accrue each day at 4% a
year above the Bank of England’s base rate from time to time, but at 4% a year for any period when
that base rate is below 0%.
5.5 All amounts due from the Customer shall be paid in full without any set-off, counterclaim,
deduction or withholding (other than any deduction or withholding of tax as required by law).
6. Limitation of Liability
6.1 The Customer acknowledges and agrees that the Accommodation is provided by the Service
Provider, and the Booking is arranged by The Company. Therefore, we cannot be held liable for any
loss or damage suffered by you or your guests caused by the Service Provider and/or any other third
party at the Property in any way whatsoever, whether by the carelessness, negligence or dishonesty
of the Service Provider or otherwise. By entering into these Terms, you agree that shall pursue the
Service Provider directly for any such loss or damage.
6.2 The Service Provider has obtained insurance cover in respect of its own legal liability for
individual claims not exceeding £5,000,000.00 per claim. The limits and exclusions in this clause
reflect the insurance cover the Service Provider has been able to arrange. The Company has
obtained appropriate insurance cover in respect of its activities organising Bookings on behalf of
the Service Provider.
6.3 Nothing in the Terms limits any liability which cannot legally be limited, including liability for:
(a) death or personal injury caused by negligence; and
(b) fraud or fraudulent misrepresentation.
6.4 Subject to clause 6.3 we shall not be liable to you for the following types of losses:
(i) loss of profits;
(ii) loss of sales or business;
(iii) loss of agreements or contracts;
(iv) loss of anticipated savings;
(v) loss of use or corruption of software, data or information;
(vi) loss of or damage to goodwill; and (vii) indirect or consequential loss.
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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7. Cancellation
7.1 The Company may cancel the Booking with immediate effect by giving the Customer notice in
writing if:
(a) the Customer fails to pay any amount due under the Charges on the due date for payment; (b)
the Customer commits a material breach of any of the Terms; or
(c) the Customer’s financial position deteriorates to such an extent that in the Company’s opinion
the Customer’s capability to adequately fulfil its obligations under the Booking and Charges has
been placed in jeopardy.
7.2 The Company strongly recommends that the Customer takes out suitable holiday insurance, to
cover the Charges in the event of the Customer requiring cancellation.
7.3 On cancellation of a Booking by a Customer, the following shall apply;
(a) If the Deposit has been paid, but the balance of the Charges have not yet been paid. The
Company will retain the Deposit and may at their discretion make a partial refund to the
Customer if 7.4 is applicable.
 (b) If the Deposit has been paid, and the balance of the Charges have also been paid, then the
Company will retain the full amount of Charges.
7.4 The Customer’s liability on cancellation to pay Charges may be subject to deductions if the
Company is able to fill your cancelled booking with a replacement Customer. Please note that
this provision is at the Company’s sole discretion and the Company may take into account any
deductions regarding the Company’s administrative time and any discounted price the Company
may be required to charge in order to secure such booking at a later stage.
7.5 All cancellations must be notified to the Company in writing at least 60 Business Days prior to
the Hire Period.
7.6 After the Booking Confirmation, if the Customer requests to change the Hire Period or type
of Accommodation, this is subject to the Company’s approval, availability of Accommodation and
the decision to approve this request would be at the Company’s discretion.
7.7 The Company may need to cancel or alter the Booking if for any reason:
a) the property you have booked becomes unavailable, for example because of flood, fire damage or
other similar circumstances;
b) in circumstances beyond the Company’s reasonable control; or
c) the Company is prevented from making the Accommodation available to the Customer for the
Hire Period due to a Government restrictions or public health measures (including measures which
are introduced in response to a pandemic or epidemic, such as COVID-19); If any of the events (a)
to (c) above are applicable, then the Company will notify you in writing as soon as possible. The
Company will, where practicable, try and provide an alternative Hire Period or alternative type of
Accommodation. If this is not suitable, a full credit note will be given to the Customer.
For the avoidance of doubt, 7.7 (c) excludes a Coronavirus Event, or where there is a public travel
restriction in place that prevents the Customer (or any guest of the Customer) travelling to the
Accommodation.
Examples for Customer’s reference:
Example 1: If the Company cancels the Booking by virtue of the Accommodation being located in a
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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Tier 4 area, then the Customer is entitled to a full credit note.
Example 2: If the Customer cancels the Booking due to the Customer being located in a Tier 4
area and is not able to travel, however the Accommodation is otherwise available for use, then the
Customer shall still be liable for the Charges in full.
7.8 Transfers: Any Bookings which are transferred to an alternative Hire Period or alternative
Accommodation under clause 7.6 or clause 7.7, shall be treated as a new booking for the purpose of
cancellations, with effect from the date the Company confirms to the Customer in writing that the
Booking is transferred. The Terms communicated to the Customer via email and in the Customer
login on the Company’s website, on the date the transfer is confirmed will apply to the transferred
Booking.
7.9 The Company will not be liable for any form of damages, compensation or expenses claimed by
the Customer in respect of the non-availability of the booked Accommodation, except as provided
for by a refund as set out in clause 7.7.
8.Force Majeure
Subject to clause 7.9, the Company shall have no liability to the Customer including for any
refunds under these Terms if it is prevented from or delayed in performing its obligations under
these Terms or from carrying on its business by acts, events, omission or accidents beyond its
reasonable control, including strikes, lock-outs or other industrial disputes (whether involving the
workforce of the Company or any other party), failure of a utility service or transport network, act
of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental
order, rule, regulation, guidance, direction or Coronavirus Event, accident, breakdown of plant or
machinery, fire, flood, drought, storm, tempest or default of suppliers or subcontractors.
9.Third party rights
9.1 Nobody other than the Customer and the Company has any rights under the Booking.
10. Amendments
10.1 The Company reserves the right to amend the Terms at any time prior to confirming the
Booking. The Company’s Terms and Conditions will be emailed to the Customer and available on
the Customer login on the Company’s website.
11. Governing law
11.1 The Booking, and any dispute or claim (including non-contractual disputes or claims) arising
out of or in connection with it or its subject matter or formation, shall be governed by, and
construed in accordance with the law of England and Wales.
12. Jurisdiction
12.1 The Company and the Customer agree that the courts of England and Wales shall have
exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims)
arising out of or in connection with the Terms or its subject matter or formation.
13. Fire and Safety
13.1 The premises is unstaffed, you must adhere to the following requirements; Guests must:
a) Make yourselves familiar with escape routes. This will be displayed by the fire alarm at each
house.
b) Ensure you know the location of fire-fighting equipment.
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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c) Make plans to assist other guests as required in an emergency situation.
d) Ensure you know the location of the assembly point.
e) Leave the building immediately by the identified route on hearing the alarm.
f) Phone the fire service from outside the premises in an emergency situation.
g) Keep all communal areas and emergency exits clear and free from obstructions or trip hazards.
Guests must not:
a) Use or bring any faulty/damaged electrical appliances.
b) Smoke anywhere inside any of the premises.
c) Tamper with the fire alarm system or emergency equipment.
d) Store items (personal or otherwise) which could cause damage or be a risk to the health and
safety of other guests.
e) Wedge or prop open fire doors.
Cancellation Summary
Our full cancellation policy can be found below and in section 7 of our terms and conditions.
 For simplicity our cancellation policy is that the deposit is non-refundable. Once the balance is
due and has been paid this is also non-refundable.
If you have no option but to cancel and we are able to rebook the dates at the same price we would
make a refund to you for that amount.
 The above explanation does not override the cancellation policy.
14. Hot Tub Disclaimer and Rules
14.1 Many of our properties have a hot tub for the use of you and your group during your stay. The
Hot tub can be a pleasurable and relaxing experience, however for your safety and enjoyment there
are strict rules and guidelines that must be adhered to when using it.
We accept no responsibility for any reactions or illness you might experience following the use of
our hot tub. The signatory is responsible for making sure that all members of their party are aware
of, and strictly adhere to the guidelines.
Hot tubs are always emptied, cleaned and refilled with fresh water between bookings. Please note
that a member of staff may visit during your stay to check the water and balance chemicals as
necessary. It is vital that the spa stays clean for your own safety. Dirty water can result in the water
balance changing which seriously diminishes the effectiveness of the sanitising chemicals.
This in turn can lead to nasty microbiological bacteria multiplying rapidly causing a number of
serious hazards to user’s health. Over-use of the hot tub and prolonged use by individuals can lead
to skin irritation and rashes.
If the hot tub is over-used and the water becomes dirty, we will need to drain down, sanitise, and
re-fill it. Guests should be aware that failure to maintain a clean hot tub may lead to it being put
out of use during your stay. The hot tub must not be used unless the water is completely clean and
clear.
It is very important that the Hot tub is never switched off at the mains switch (even if you are not
using it). There may be an extra charge deducted from your damage deposit if the tub is switched
off during your stay.
 There will usually be a floating Chemical Sanitising Dispenser in the hot tub. It is vital that this is
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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left in the hot tub when the tub is not in use.
IMPORTANT
14.2 Extreme caution must be exercised to prevent unauthorised access by children. The hot tub
cover must remain closed at all times unless a responsible adult is present.
14.3 No one under 16 is permitted in the tub. Children under four are unable to regulate their body
temperatures suitably and the hot tub may be particularly dangerous to them. Children’s skin is
delicate and can be particularly susceptible to skin complaints following hot tub use.
14.4 Remind everyone that wet surfaces can be very slippery. Make sure everyone takes care
entering and leaving the tub.
14.5 Under no circumstances remove the operating panel on the tub.
14.6 Do not remove suction fittings (filter standpipes) located in the filter compartment.
14.7 Do not jump into the hot tub.
14.8 People with infectious diseases should not use the tub.
14.9 Keep all loose articles of clothing or hanging jewellery away from rotating jets and other
moving components.
14.10 Do not stand on the tub cover.
14.11 The use of drugs, alcohol or medication before or during tub use, may lead to a danger of
drowning.
14.12 Pregnant women, persons suffering from obesity, heart disease, low or high blood pressure,
circulatory problems, or diabetes should consult a doctor before using the tub.
14.13 Prolonged immersion in hot water can result in hypothermia – a dangerous condition that
occurs when the internal body temperature exceeds 37 degrees centigrade. Symptoms include,
unawareness of impending hazard, failure to perceive heat, failure to recognise the need to exit the
tub, unconsciousness resulting in a danger of drowning.
14.14 Do not use the tub immediately after strenuous exercise.
14.15 Test the water with your hand before entering the tub to make sure it is comfortable.
14.16 Use the cover when the tub is not in use (whether full or empty)
14.17 Always shower before use, perfumes, hair products, fake tan can contaminate the water, and
you may be charged for this.
14.18 Do not drag the vinyl cover using the cover straps, always use the handles.
15. Do not use any glass wear or crockery in the tub. If glassware is broken this will result in the hot
tub being drained, cleaned and re filled, for which there will be a charge.
16. Do not allow any pets in the tub.
17. Do not use detergent or soaps of any kind in the tub.
18. Do not drink the water.
19. The tub is deep; do not allow anyone to sleep in it.
20. Please treat the tub as it was your own as maintenance is very expensive.
21. Please be aware that the hot tub must not be used after 10pm as this may cause a nuisance to
neighbours.
Group Retreats Limited, 23 Lower Brook Street, Ipswich, IP4 1AQ ◊ 01473 597897 ◊ owners@groupretreats.co.uk
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The cost of any damaged to the cover or tub will be deducted from the damage deposit.
We change the water and clean the tub between guests.
On rare occasions the hot tub may not be quite up to operating temperature when you arrive.
Please do not tamper with the heating controls as this is likely to lengthen the heating time and
may require a maintenance call-out.
Your digital signature confirms your agreement to abide by these terms, and that you indemnify
the company of any loss, injury, illness or other condition arising from use of the hot tub.