Booking & Cancellation Policy

This policy applies to direct bookings made with Glanfar Meadows at Green Lane Farm, Green Lane, Burntwood, Staffordshire WS7 9HB. It is designed to keep the booking arrangement clear before payment is taken.

Last updated: 14 August 2026.

1. Who this policy covers

This policy applies to direct campsite bookings made through the Glanfar Meadows website or directly with Glanfar Meadows. If a booking is made through a third-party platform, that platform may have its own payment and cancellation terms and those terms may also apply.

The person making the booking must be at least 18 years old, have authority to make the booking for everyone in the party, provide accurate information and make sure the party is aware of the relevant booking and site rules.

2. When a booking is made

Entering dates, receiving a price or starting Stripe Checkout does not by itself reserve a pitch. A direct online booking is accepted only when Glanfar Meadows' server has verified the Stripe payment and the booking system records the stay as reserved, deposit paid or confirmed. The booking reference, dates, party details, selected extras and confirmed price recorded for the booking form the agreement.

Availability is rechecked before payment is started because another guest may have taken the last suitable pitch in the meantime.

3. Prices and currency

All prices and payments are in pounds sterling, GBP. The booking summary shows the accommodation price and any selected chargeable extras before Stripe Checkout opens. Glanfar Meadows will not add an unagreed mandatory charge after the booking has been made.

4. The £29.99 booking deposit

For a standard booking made more than four calendar days before arrival, £29.99 is due when the booking is made. This is a part-payment credited towards the total price of the stay, not an additional fee.

If the booking is made four calendar days or fewer before arrival, or if the checkout clearly states that full payment is required, the full booking amount is due at checkout.

5. Remaining balance and saved payment method

Where a £29.99 deposit has been taken, the remaining agreed balance is due four calendar days before arrival. During the initial Stripe payment, the guest is asked to agree that the payment method may be saved securely by Stripe and used by Glanfar Meadows to collect that remaining booking balance when the guest is not actively in the checkout.

The balance is the confirmed booking total, including selected extras that remain available, less payments already received. This authority is limited to the agreed booking balance. It is not authority for Glanfar Meadows to use the saved payment method for unrelated damage, penalties, later purchases or other charges that have not been agreed.

If the scheduled balance payment is unsuccessful, the balance remains due. Glanfar Meadows may contact the guest to arrange payment and will normally give a reasonable opportunity to resolve a genuine payment failure before cancelling the booking, unless there is fraud, misuse or another serious reason requiring faster action.

6. Stripe and card information

Online card payments are processed by Stripe. Glanfar Meadows does not receive or store the full card number or card security code. Stripe may retain the payment method securely so that the remaining agreed booking balance can be collected under the authority given at checkout. A bank or card issuer may require additional authentication.

7. Extras and breakfast baskets

Extras are subject to availability. Breakfast baskets currently require at least 48 hours' notice because they depend on local supplier preparation. Fire pit hire and firewood do not require 48 hours' notice and are normally available on the farm, although use may still be restricted for weather, fire-risk or genuine safety reasons.

If Glanfar Meadows cannot provide a paid extra, Glanfar Meadows will remove the charge where this can reasonably be done before payment, or refund the amount paid for that unavailable extra if payment has already been taken. Glanfar Meadows will not substitute a materially different paid extra or increase its price without the guest's agreement.

Extras requested after the original booking are supplied only by agreement, subject to availability and at the price quoted when the addition is agreed.

8. Guest cancellations seven or more days before arrival

A guest may cancel by using the contact form and providing the booking reference. A cancellation is received when it reaches Glanfar Meadows.

For a cancellation received seven or more calendar days before arrival, Glanfar Meadows will refund sums paid above any amount it is fair to retain. The normal maximum amount retained is £29.99. That £29.99 is not an automatic penalty: the amount retained will never be more than Glanfar Meadows' reasonable direct loss caused by the cancellation. Glanfar Meadows will take reasonable steps to reduce that loss, including re-letting the pitch where practicable. If the reasonable direct loss is lower, the amount retained will be lower.

9. Cancellations within seven days, no-shows and early departure

For cancellations received fewer than seven calendar days before arrival, a no-show or an early departure, there is no automatic entitlement to a full refund under this policy. Glanfar Meadows may retain only a fair amount reflecting the reasonable direct loss caused by the cancellation or shortened stay, after taking account of costs saved and any reasonable ability to re-let the pitch. Any payment above that fair loss will be refunded. Glanfar Meadows will not recover the same loss twice.

10. No general 14-day cooling-off period for dated accommodation

Accommodation supplied for specific dates is generally excluded from the standard 14-day distance-contract cancellation right. The cancellation rights in this policy are therefore contractual rights offered by Glanfar Meadows in addition to any statutory rights that still apply.

11. Changes to dates, party or booking

Requested changes are subject to pitch availability, capacity, the current price for the changed stay and any practical restrictions. Any material price difference will be made clear before the change is agreed.

Moving a booking to another date does not automatically erase an existing cancellation loss or create a new cancellation period. Any amount retained because of a change must still be fair and reflect Glanfar Meadows' actual reasonable loss.

12. Arrival and departure

The booking form asks for an estimated arrival time so Glanfar can prepare for the party. It is an estimate rather than a promise of an exact minute; if plans change materially, guests should contact Glanfar where reasonably possible.

Checkout is by 12:00 midday on the booked departure date, unless Glanfar has expressly agreed a different time.

13. Pitch allocation and the working-farm setting

Glanfar Meadows may reallocate a pitch where reasonably necessary because of safety, ground conditions, maintenance, access, suitability or genuine operational needs. A pitch preference is not guaranteed unless it has been expressly confirmed as part of the booking.

Glanfar Meadows is on a working farm. Guests must take reasonable care around farm traffic, animals, fences, uneven ground and other normal rural features, and must follow reasonable safety instructions given for the site.

14. Children, dogs, fires and considerate use

Adults are responsible for children in their party. Dogs must be kept under proper control, placed on leads where requested and cleaned up after. Fire pits and barbecues may be used only where permitted and may be restricted or prohibited because of weather, fire risk or other safety conditions.

Guests must not cause serious nuisance, danger, deliberate damage, harassment or unlawful activity. A serious breach may require the guest or party to leave. Any financial consequence will be limited to what is fair and lawful in the circumstances.

15. Damage, exceptional cleaning and other charges

A guest may be responsible for reasonable costs caused by deliberate or negligent damage legally attributable to the guest or their party, or genuinely exceptional cleaning made necessary by their stay.

The saved-card authority for the booking balance is not a blank cheque for these amounts. Any separate charge will be explained and supported, and the guest will be given a fair opportunity to raise a genuine dispute.

16. If Glanfar Meadows has to cancel or cannot provide the stay

If Glanfar Meadows cannot provide the booked stay for a reason that is not the guest's fault, Glanfar Meadows will offer a suitable alternative where one is reasonably available or refund the amount paid for accommodation and paid extras that cannot be supplied. A guest will not be forced to accept credit where the law requires repayment.

Severe weather, flooding, fire, utility failure, official restrictions, unsafe ground conditions or other circumstances outside reasonable control will be dealt with as fairly as possible, taking account of the service that can actually be provided and the rights available under applicable law.

17. Personal belongings and liability

Guests should take reasonable care of their belongings, vehicles and camping equipment. Nothing in this policy excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or rights that cannot lawfully be excluded.

18. Personal information and payment records

Glanfar Meadows uses booking information to perform and administer the booking, manage availability and extras, process payments, handle cancellations or refunds, support site safety and keep appropriate business records. The Privacy Notice explains this in more detail.

Where a deposit booking is made, Stripe holds the reusable payment credential. Glanfar Meadows stores the booking amount, payment status, balance due date, the guest's recorded authority for the scheduled balance and Stripe payment references. Glanfar Meadows does not store the full card number or card security code.

18. Refund method and timing

An agreed card refund will normally be sent back to the original payment method unless there is a legitimate reason to use another lawful method. Glanfar Meadows will initiate an agreed refund without undue delay. The time it takes to appear after that depends on Stripe, the card scheme and the guest's bank or card issuer.

19. Questions, cancellations and complaints

Use the contact form for booking questions, changes, cancellations or complaints and include the booking reference where possible. Never send a full card number or card security code through the contact form.

20. Consumer rights and fairness

This policy is intended to operate alongside the Consumer Rights Act 2015, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and other applicable consumer law. If any term would give Glanfar Meadows more than the law permits, it will be read only to the extent the law allows. Nothing in this policy removes a right that cannot lawfully be excluded.