Terms & Conditions
We are required to state our terms and conditions which ensure protection to both you and ourselves. Please read these through carefully and if you require further information about terms, booking conditions and privacy policies, contact our team via contact form, or by email at firstname.lastname@example.org. To request a quote for your team or a group, please use our official quotation form.
- Stay Wolf LTD
Stay Wolf LTD incorporates Wolfhouse® and TeamGetaway™, hereinafter referred to as “Wolfhouse”, “TeamGetaway”, “we” or “our” or “us”, Stay Wolf Limited company registration number 10567847 with headquarters at Crown House, 27 Old Gloucester Street, WC1N 3AX, London, United Kingdom.
“Client” defines the person that has made a booking by either signing the booking form, sending an email confirmation or paying the deposit on behalf of the booking party, who may also be referred to as “you”. References to, and the obligations of the Client apply to all team members and guests of the booking party.
- Booking Party
“Booking Party” – includes all persons that are part of the booking, including the “Client”;
“Contract” defines the agreed booking package as detailed in the Booking Summary and incorporates these Terms and Conditions.
- Booking Confirmation
“Booking Confirmation” defines the confirmation email provided by us to the Client upon making a booking and paying the appropriate 25% deposit.
- Booking Summary
“Booking Summary” defines a summary of the client’s booking, including reserved venue and other booked services.
- Operator / Provider / Supplier
“Operator” or “Provider” or “Supplier” defines the recognised contracted 3rd party used to fulfil 3rd party accommodation, activities or services to the client.
“Venue” defines accommodation and/or workspace and meeting space, includes 3rd party venues.
- Accommodation & Workspace
After selection of your group’s destination and venue, a non-refundable 25% deposit of the total booking cost including taxes is required to make the reservation. Once the booking has been processed, you will receive a booking confirmation email with a Booking Summary that outlines the details of your booking. Please review the information carefully and contact us if you have any questions or require any changes.
Securing your reservation with a credit card or payment by bank transfer means you accept the terms & conditions and our cancellation policy. Please note, contracts with 3rd party operator bookings are subject to the operators terms & conditions in addition to the relevant sections of these conditions.
- Activities & Services
We organise activities & services in collaboration with local businesses and their licensed partners. When you book an activity or service you are signing a contract directly with the operator. The operators are the legal owners of, and responsible for the delivery of said activities & services. Operators offering physical activities or sports will provide safety instructions and guidelines prior to the activity commencement. Some activity operators also require participants to sign a participation or waiver form.
Activities & services cannot be provided if payment is outstanding at the time of the booking party’s arrival. Always make sure that the details in your travel documents are in accordance with your booking and remember to bring the documents with you on your trip. We accept no responsibility for any injury or death that might occur during activities by 3rd party providers. As noted above, the Client accepts that we are not onsite at the time of booking and therefore not witness to any potential disputes. Any disputes must be addressed locally between the Client and the Provider/Operator directly. It is strongly recommended that you have valid travel insurance that covers unforeseen circumstances or accidents such as illness, family emergencies or other situations that may affect your travel plans.
- Activity Bookings
The first selection of the activities happens during the booking process, however, this selection can be amended up to 2 weeks before the booking party’s arrival. The booking of activities must be done at latest 4 weeks prior to arrival and are payable via bank transfer or card payment. The balance payment must be made at least 2 weeks prior to the booking party’s arrival.
- Services Bookings
The first selection of the services happens during the booking process, however, this selection can be amended up to 2 weeks before the booking party’s arrival. The booking of services must be done at latest one week prior to arrival and are payable via bank transfer or card payment. The payment of services must be done at latest 2 weeks prior to arrival and are payable via bank transfer or card payment.
Making a Booking
(1.1). Upon request Wolfhouse will provide to the Client an Estimate presentation, Brochure or Suggestions or final Quotation in order to make selections for their preferred Booking.
(1.2). The Client must pay a non-refundable deposit to confirm their commitment to pay for the intended Booking.
(1.3). The Contract is made when we send the Booking Confirmation email with details of the agreed Booking and when the deposit receipt is issued.
(1.4). The Client must check carefully to ensure that Booking Confirmation (or Booking Summary) matches exactly with the details of the booking intended to be made by the Client.
(1.5). Please note also that a Booking Confirmation will be treated as cancelled if payment is not forthcoming as per agreed payment schedule.
Pricing & Payment
(2.1). The price of the Booking is as detailed in the official Quotation. Wolfhouse reserves the right to change the price of the Booking at any time prior to the issuing of the Booking Summary.
(2.2). The Client accepts that pricing and availability may expire over time.
(2.3). All monies referred to are in EUR and inclusive of any taxes or additional charges unless otherwise stated.
(2.4). Holiday and or personal insurance is not included in the price of the Booking unless otherwise stated.
(2.5). Flights are not included in the price of the Booking unless otherwise stated.
(2.6). Unless otherwise stated on the Booking Summary the payment does not include the cost of drinks, food, admission, parking charges, concierge or porterage charges, fees, corkage charges, contributions and / or any other items that are not directly referred to in email communication or at the Booking Summary.
(2.7). Suppliers of the services and activities of the Booking may require the Client or members of the Booking Party to leave a credit card imprint and / or details on checking in, or alternatively to provide a breakage/damage/security/behaviour deposit. These amounts are refunded locally if there is no damage, breakage or misbehaviour or justifiable reason to retain deposit. The Client accepts that Wolfhouse is not onsite at the time of booking and therefore not witness to any deposit disputes.
(2.8). The price of the Booking and the basis on which it is calculated is contained in the Quotation or a Booking Summary.
(2.9). The Client accepts responsibility for paying for all members of the Booking Party.
(3.0). The Deposit (which is non-transferable and non-refundable unless otherwise agreed in writing) as detailed in the Booking Summary is payable on booking, the Booking remains unconfirmed until the appropriate deposit is received in full; the remaining balance payment is payable within a minimum of 45 days prior to the commencement of the Program or by such date as is specified in the Booking Summary.
(3.1). In the case of bookings made less than 45 days prior to the commencement of the Booking the total amount is payable upon booking.
(3.2). Failure to make payment on the due dates will entitle Wolfhouse to cancel the Contract without penalty and to treat such failure as a cancellation by the Client, in which case cancellation charges will apply from the date the payment became due.
(3.3). Wolfhouse reserves the right not to provide the Booking or any part thereof until it has received sufficient funds from the Client. Wolfhouse will not be liable for any matters arising out of delay in payment by the Client.
Changing a Booking
(4.1). The Booking is based on current schedules and service details and consequently may require minor changes to be made. Wherever possible Wolfhouse will endeavour to notify the Client of any such changes before commencement of the Booking. A minor change will be deemed to be any change which, taking into account the information given by the Client to Wolfhouse at the time of booking, Wolfhouse or Provider could not reasonably expect to have a significant effect on the confirmed Booking.
(4.2). In the event that there are significant changes to or cancellation of the Booking prior to the commencement date of the Booking, Wolfhouse will as soon as is reasonably practical endeavour to notify the Client. In these circumstances the Client may accept the change and if applicable a refund of the difference in price between the price of the Booking purchased and that of the substitute Booking offered by Wolfhouse. In the case where the changed Booking is inferior to the one booked, the Client may cancel the Booking and receive a refund (which will be in full or part). Wolfhouse where possible will endeavour to offer an alternative Program from the range of available services offered by Wolfhouse.
(4.3). Significant changes to the Program will include the following:
• A change of accommodation to that of a significantly lower standard for the whole or a major part of the Booking Party
• The cancellation of a significant activity or service forming part of the Booking
• A substantial change to the price contained in the Quotation or a Booking Summary.
(4.4). In the event of changes to the Program after it has been agreed, Wolfhouse will provide the Client with an alternative of the same or higher standard. The Client will have possibility to accept the change or make the cancelation.
(4.5). In the event of loss or damage suffered by the booking party or changes to or cancellation of the whole or part of the Program due to reasons of unusual or unforeseeable circumstances and events beyond Wolfhouse or the Providers’ control, compensation will NOT be payable. By way of example because of safety risks, adverse weather conditions, war, riots, civil strife or terrorist activity, industrial disputes, utility blackouts, cyber warfare, natural or nuclear disasters, fire, flood, shortage of water, epidemics, health scares, medical emergency or necessity, unavoidable and or technical problems with transport or equipment, airport closures, and similar events beyond our control.
(4.7). For the avoidance doubt, the Wolfhouse cannot provide packages for groups under 5 pax unless specifically agreed and communicated in advance of Booking.
(4.8). Cancellation or changes may be made at any time when safety conditions are, in Wolfhouse’ or its Providers’ discretion, compromised. If cancellations occur in such circumstances Wolfhouse or its Suppliers/Providers will endeavour to make every effort to reschedule in line with Client requirements.
Changes by the Client
(5.1). If the Client wishes to make any alteration to the Booking or wishes to cancel the Booking, the Client must notify Wolfhouse in writing as soon as is reasonably possible.
(5.2). The cancellation charges set below will apply if the Booking is cancelled by the Client but cancellation will only be effective from the date that written notification of cancellation is received by Booking.
(5.3). Unless agreed otherwise, cancellation charges will apply on the Client as below:
Up to 45 Days: Deposit is held as cancellation
45 – 35 Days: 50% of the total price is held as cancellation
Less than 35 days: 100% of the total price is held as cancellation
*Please note that if your final balance deadline has been set over 45 days in advance of your event, there will be items in the package that don’t apply to our standard cancellation terms (as outline above). In this instance all payments made will be non-refundable after this time.
(5.4). Variations in cancellation charges may apply in non-standard / exceptional circumstances for example with bookings that include the pre-purchase of tickets, specialist personnel, venues and accommodation including self-catering. The Client will be advised of any variations in standard cancellation terms at the time of booking.
(5.5). Excursions or other tours that you may choose to book or pay for whilst you are on holiday are not part of your package holiday provided by us.
International Travel, Passport, Visa & Health
(6.1). Information and guidance on health is contained in the Department of Health leaflet T7 EHIC Pack (European Health Insurance Card Pack) available from the local Department of Health office and most main Post Offices. For European Programs the Client and all members of the Booking Party are advised to obtain a European Health Insurance Card (EHIC) prior to departure.
(6.2). It is the responsibility of the Client to ensure that all the members of the Booking Party are in possession of necessary insurance, visas, travel and health documents / equipment / prescriptions (including vaccinations and medicine if necessary) before departure. All costs incurred in obtaining such documentation and or applications must be paid by the Client.
(6.3). It is the responsibility of the Client to ensure that the destination is appropriate for any member of the party with genuine health, disability or cultural concerns.
(6.4). Wolfhouse will not be held responsible in the event of the Client and or any member of the Booking Party contravening any laws including but not limited to international laws, entry requirements, customs, regulations and cultural etiquettes. We recommend that all visitors to foreign destinations familiarise themselves with protocol and culture in advance of their visit.
(6.5). Wolfhouse will not be liable in any capacity for the failure of the Client or any members of the Booking Party to prepare appropriately and suitably for international travel.
(7.1). To ensure that all terms and conditions are clear and members of the Booking Party are informed about these terms and conditions and the Booking /Booking Summary details.
(7.2). To be responsible for the group and the accuracy of information supplied. Where you consist of more than one party an act or omission of one party will be regarded as an act or omission of all.
(7.3). The Client must give prior notification to Wolfhouse in writing of any special requests (for example, special facilities for disabled people, dietary requirements, allergies, medical conditions) which it or any of the Booking Party have so that Wolfhouse is able to make arrangements, as far as reasonably possible, to cater for them.
(7.4). Some of the activities provided by Wolfhouse as part of Booking require an element of physical activity on the part of the Booking Party. The Client will ensure that all members of the Booking Party are over 18 years of age, physically able to take part in the Program, suffer no disabilities or health conditions that may impair, restrict or endanger their involvement or that of other members of the Booking Party’s involvement in the Booking. If the Client has any doubts or concerns regarding any member of the Booking Party’s participation in the Booking these issues must be raised in writing at the time of booking, (for example age, pregnancy, asthma, high blood pressure, heart conditions, vertigo). Wolfhouse will not hold itself liable in such situations.
(7.5). To review and recommend the necessary provision of travel and health insurances to all members of the Booking Party. It is important to note that certain activities contained within the Program may be excluded from the terms of certain travel, medical and life insurances. It is therefore the responsibility of the Client to communicate and ensure that adequate insurance cover is provided for the Booking Party (individually or collectively) to cover likely eventualities whilst partaking in the Program. Wolfhouse will not be held liable in any travel and health insurance claims by Clients.
(7.6). To agree and progress with all payment timetables as set out above and in the Quotation or the Booking Confirmation or the Booking Summary.
(7.8). To ensure that all members of the Booking Party act at all times in a safe, responsible and courteous manner; comply with all safety procedures (for the avoidance of doubt this includes an appropriate level of sobriety); listen and be present at all safety and information briefings relevant to the Program’s activities; make supervisors, representatives or any person in authority immediately aware of any personnel, equipment or site deficiencies or concerns; dress and/or equip themselves suitably for any event or activity as advised by Wolfhouse and or its Suppliers (failing which as is deemed appropriate or suitable in the circumstances), and observe and obey all laws, guidance, advisements, requests (including the signing of any disclaimer) and conditions of use of any Supplier, including accommodation, venues or other activities & services.
(7.1). Wolfhouse considers it essential that all members of the Booking Party have adequate insurance. Please note that it is the Client’s express responsibility to ensure that cover matches the Booking Party’s requirements. On the Client’s acceptance and confirmation of their Booking, Wolfhouse is entitled to assume that the Client is fully aware of their responsibility and their insurance policy (and those of the Booking Party) fully, adequately and appropriately covers all the activities, accommodation, travel, services and events within and associated to the Program.
(7.2). All participants and guests in the accommodation areas, including invitees’ guests, must be approved by the Wolfhouse team through advance registration. We reserve the right to remove visitors who do not comply with the proper registration. No person may impersonate any person or entity, or falsely state or otherwise misrepresent your affiliation with a person or entity.
Aiding in gaining an unauthorised person access to the property is grounds for removal. You must not defame, abuse, harass, harm or threaten others, make any bigoted, hateful, or racially offensive statements during your stay at the venue. You may not advocate illegal activity or discuss illegal activities with the intent to commit them or cause injury or property damage to any person.
Wolfhouse® is a registered trademark in European Union. Wolfhouse uses trademark to identify Wolfhouse as a brand and company and also to promote Wolfhouse products, services and activities. Wolfhouse maintains control over the usage of the trademark. The use of this mark without the express written permission of Wolfhouse is prohibited.
The use of the website by a third party gives them the status of user and assumes the full acceptance, by that user, of each and every one of the conditions that are incorporated in this legal notice.
Wolfhouse is the owner, and has the relevant licence, on the rights of exploitation of the intellectual and industrial property of the website. All the contents of the website, including graphic design, logos, articles, texts, graphics, illustrations, photographs and other elements that appear on the Wolfhouse.co or TeamGetaway.com website, unless otherwise indicated, are the exclusive property of Wolfhouse.
- Data security and protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
- Transparent Privacy Explanations
We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.
- Email marketing messages & subscription
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software/applications that allows marketers to send out email marketing campaigns to a list of users.
Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations, will show the activity each subscriber made for that email campaign.
Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from our mailing list.
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Persistent Cookies remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie). When we use session cookies to track the total number of visitors to our Website, this is done on an anonymous aggregate basis (as cookies do not in themselves carry any personal data). We may also employ cookies so that we remember your computer when it is used to return to the Website to help customize your Wolfhouse web experience. We may associate personal information with a cookie file in those instances. Use the options in your web browser if you do not wish to receive a cookie or if you wish to set your browser to notify you when you receive a cookie. You can easily delete any cookies that have been installed in the cookie folder of your browser.
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