CHARITY HOLIDAY TERMS & CONDITIONS

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1. About Our Charity Holidays

Jill’s Fundraising Journey provides complimentary short breaks for families affected by cancer. Due to extremely high demand and limited availability, all charity holidays are offered at our discretion and are subject to these Terms & Conditions.

Allocation decisions regarding charity stays are final.

Charity holidays are intended for individuals with a current cancer diagnosis at the time of travel. We may request updated eligibility evidence prior to confirming or proceeding with a stay where previously supplied documentation is no longer current.

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2. Booking Confirmation

A charity holiday booking becomes confirmed only once:

• a completed booking form has been returned, and

• these Terms & Conditions have been accepted, and

• the required Security & Booking Deposit has been paid where applicable.

The lead guest accepts responsibility for all members of the party.

The lead guest must be aged 18 or over and must stay at the property for the duration of the booking.

 

3. Booking Form Return (Standard Bookings)

The booking form must be returned within 7 days of issue.

If the form is not returned within this timeframe, the holiday dates may be released and offered to another family.

 

4. Short-Notice Charity Bookings (Within 4 Weeks of Arrival)

Where bookings are made within 4 weeks of arrival:

• the booking form must be returned within 48 hours

• the deposit must be paid within 24 hours

• changes or cancellations may not be possible

• alternative dates cannot be guaranteed

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5. Security & Booking Deposit

A £100 Security & Booking Deposit is required to secure the booking and to support responsible use of our limited charity-funded holiday availability.

The deposit due date will be stated in the booking confirmation email and invoice.

The deposit may be retained where:

• cancellation occurs within 4 weeks of arrival where costs have already been incurred in preparing the accommodation

• the stay is not attended

• no response is received to booking-related communications

• the property is left in an unacceptable condition

• additional cleaning is required

• damage or breakages occur

• smoking or vaping is detected

• pets are brought to the property

• payment is reversed or disputed through a bank or card provider

• house rules are breached

Deposit Refund Process:

Where a Security & Booking Deposit is refundable under these Terms & Conditions, guests must contact us after their stay to request the return of the deposit and provide bank details for payment.

Refunds will be issued upon our confirmation of receipt of the required bank details. Please allow up to 10 working days from this confirmation for the payment to reach your account.

Deposits cannot be returned until bank details have been received.

Any applicable payment processing fees are non-refundable.

If bank details are not provided following the stay, the deposit will remain available for refund upon request.

Unclaimed deposit:

Where a refundable Security & Booking Deposit remains unclaimed because bank details have not been provided within 6 months of the scheduled departure date, we may treat the deposit as a voluntary donation to Jill’s Fundraising Journey to support future families.

Guests may still contact us after this time if they wish to request repayment, and we will make reasonable efforts to process the refund where possible.

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6. Payment Methods & Processing Fees

Invoices are issued alongside booking confirmation.

Payments may be made by:

• bank transfer (no additional fee), or

• credit/debit card, PayPal, Apple Pay, or Google Pay (processing fee applies)

Processing fees reflect transaction costs and are non-refundable.

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7. Attendance Confirmation

We may request confirmation of attendance prior to arrival.

If confirmation is not received by the requested date, the booking may be released and offered to another family.

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8. Cancellations & Non-Attendance

All cancellations must be made in writing.

If cancellation occurs:

More than 4 weeks before arrival

• No penalty applies and the Security & Booking Deposit will be returned in accordance with these Terms & Conditions.

• However, due to limited availability of charity-funded holidays, alternative dates cannot be guaranteed. Families wishing to rebook will normally be asked to select from future available dates or may be placed on a waiting list where appropriate.

Within 4 weeks of arrival:

• Where cancellation occurs within 4 weeks of arrival, the stay may be treated as used due to the limited availability of charity-funded breaks.

• The Security & Booking Deposit may be retained, in full or in part, where necessary to cover costs already incurred in preparation for the stay (such as cleaning, leisure passes where applicable, or other booking-related expenses).

• Alternative dates cannot be guaranteed.

Failure to attend:

• Where guests do not attend their scheduled stay and have not notified us in advance, the stay will be treated as used.

• In these circumstances, the Security & Booking Deposit may be retained to cover costs already incurred in preparing the accommodation and because the dates could not reasonably be offered to another family at short notice.

• Future charity holiday applications may also not be accepted.

Early Departure or Failure to Occupy the Property

If guests arrive at the holiday home but choose not to remain for their stay, or leave early for any reason, they must notify Jill’s Fundraising Journey as soon as possible.

Where guests leave without informing us, or do not provide the opportunity for concerns to be addressed during the stay, the break may be treated as used and future charity holiday applications may not be accepted.

If guests leave due to a concern about the accommodation, they must contact us as soon as possible so that we have the opportunity to investigate and, where possible, resolve the issue.

Where guests notify us only after departure without allowing reasonable opportunity for the issue to be addressed during the stay, the stay may be treated as used and the Security & Booking Deposit may be retained to cover costs already incurred in preparing the accommodation.

We are unable to offer alternative dates where issues are not reported at the time of the stay.

Health-Related Changes to Charity Bookings

We understand that treatment plans, hospital admissions and changes in health can sometimes affect a family’s ability to attend a planned stay.

Where the person with cancer becomes too unwell to travel before the holiday, families should contact us as soon as possible so that we can discuss the available options.

Where notice is provided more than 4 weeks before arrival, the booking will normally be released so that another family may benefit from the stay. Families may request alternative dates in future, but availability cannot be guaranteed and a further application may be required. In these circumstances, the Security & Booking Deposit will normally be returned.

Where notice is provided within 4 weeks of arrival, the booking will normally be treated as cancelled and the stay released. Charity holidays are intended to support families during a period of active illness, and attendance without the person with cancer would not normally be appropriate. The Security & Booking Deposit will normally be returned unless costs have already been incurred in preparing the accommodation (such as cleaning, leisure passes where applicable, or other booking-related expenses).

Where the person with cancer sadly dies before the scheduled stay:

• if this occurs more than 4 weeks before arrival, the booking will normally be released so that another family may benefit from the stay and the Security & Booking Deposit will normally be returned

• if this occurs within 4 weeks of arrival, the family may still use the holiday if they wish to do so; if they choose not to attend, the Security & Booking Deposit will normally be returned unless costs have already been incurred in preparing the accommodation

Where no notice is provided that the family will be unable to attend, the stay may be treated as used and the Security & Booking Deposit may be retained.

Families are encouraged to contact us as soon as possible in these circumstances so that we can provide appropriate support and discuss the available options.

All arrangements remain subject to availability and trustee discretion.

Where families wish to change booking dates due to treatment changes rather than cancel the stay, requests will be considered in line with Section 9 (Amendments to Bookings)

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9. Amendments to Bookings

Requests to change confirmed charity holiday dates must be made as soon as possible and are subject to availability.

Due to the limited number of charity-funded stays available each year, changes to confirmed bookings cannot normally be guaranteed.

Where amendment requests are made more than 4 weeks before arrival, we will make reasonable efforts to offer alternative dates where possible. If suitable alternative dates are not available, families may be asked to select from future released availability or may be placed on a waiting list.

Where amendment requests are made within 4 weeks of arrival, changes will not normally be possible and the booking may be treated as cancelled in line with the cancellation terms set out in Section 8.

Requests to transfer a booking to another family member or to attend without the person with cancer are not normally permitted.

In all cases, amendment requests remain subject to availability and trustee discretion.

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10. Waiting List

Where demand exceeds availability:

• families may be placed on a waiting list

• available dates are released to all families simultaneously

• bookings are allocated on a first-come, first-served basis

• inclusion on the waiting list does not guarantee a stay

• families are asked to respond to each release of dates to confirm whether they wish to remain on the waiting list. Where no response is received, we may assume the waiting list place is no longer required and remove the application so that places can be offered to other families. Where none of the currently released dates are suitable, applicants should select “None of these options are suitable” on the availability form to confirm they wish to remain on the waiting list

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11. Fair Use Policy

To ensure fair access to our limited number of charity-funded holidays, we reserve the right to prioritise families who have not previously stayed at Jill’s Place.

Previous guests may apply again in future years where eligibility criteria continue to be met, including evidence of a current diagnosis or treatment where appropriate. However, repeat stays are offered at our discretion and may be limited where demand exceeds availability or waiting lists are high.

We also reserve the right to decline future bookings where previous bookings have:

• not been used

• been cancelled at short notice

• required deposits not paid within the stated timeframe

• not been confirmed following booking form issue

• been repeatedly changed

• breached these Terms & Conditions

Repeated failure to confirm bookings within the required timeframes may result in applicants no longer being eligible for future charity holidays.

Previous bookings may be considered unused or ineligible for replacement where guests leave early without notifying us or without allowing reasonable opportunity for concerns to be resolved.

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12. Memory-Making Experience

Families receiving a charity holiday will be provided with a complimentary memory-making experience during their stay, subject to availability.

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13. Property Availability

We operate a single holiday property and cannot offer alternative accommodation.

If Jill’s Place becomes unavailable and the stay cannot proceed due to circumstances beyond our control - including but not limited to severe weather affecting the property, holiday park closure, safety concerns, or maintenance issues preventing occupation - any payments received will be refunded in full.

We are not responsible for additional costs incurred by guests, including travel arrangements or alternative accommodation.

In these circumstances, the Security & Booking Deposit will not normally be retained in these circumstances.

Alternative dates cannot be guaranteed.

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14. Circumstances beyond our control

We are not liable where guests are unable to attend their booking due to circumstances beyond our control, including but not limited to:

• severe weather affecting travel

• illness affecting guests or their party

• government restrictions

• transport disruption

• safety concerns affecting travel

• other unforeseen events outside our control

Where guests are unable to attend for these reasons, the cancellation terms set out in Section 8 apply.

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15. Holiday Park Rules

Guests must comply with the Holiday Park’s Terms & Conditions.

Failure to comply may result in termination of the stay and retention of the deposit.

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16. No Smoking or Vaping

Smoking and vaping are strictly prohibited:

• inside the holiday home

• on the decking

• anywhere immediately surrounding the property

Evidence identified by our cleaning team (including smell, ash, residue, or damage) will result in retention of the full deposit.

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17. No Pets Policy

Pets are not permitted at the property.

Failure to comply may result in:

• termination of the stay

• retention of the deposit

• additional cleaning charges where required

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18. Guest Responsibilities

Guests agree to:

• treat the property with care

• report damage promptly

• leave the property in a reasonable condition

• follow check-out instructions

Additional cleaning beyond standard turnaround cleaning may be charged.

Guests must notify us promptly if they experience any concerns with the accommodation during their stay so that we have the opportunity to investigate and resolve the issue where possible.

Concerns raised after departure may limit our ability to offer alternative dates or future stays.

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19. Keys & Access Devices

Guests are responsible for returning all keys, fobs, or access devices as instructed.

Replacement costs for lost or unreturned items may be deducted from the deposit.

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20. Behaviour

We reserve the right to terminate a stay without compensation where behaviour is considered unreasonable, unsafe, or disruptive to neighbours, park staff, or other guests.

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21. Liability

We are not responsible for:

• travel disruption

• inability to attend

• temporary interruption of utilities

• loss of personal belongings

Guests are responsible for ensuring the accommodation meets their individual requirements before booking.

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22. Payment Disputes and Chargebacks

If a payment is disputed through a bank or card provider, we may recover:

• chargeback fees

• processing fees

• reasonable administrative costs

Future bookings may be declined where payment disputes occur.

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23. Privacy

Personal information is handled in accordance with our Privacy Policy.

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24. Changes to These Terms

We reserve the right to amend these Terms & Conditions for future bookings.

The version in place at the time of booking confirmation applies to each booking unless changes are required due to legal, safety, or holiday park requirements.

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25. Acceptance of Terms

By completing the booking form, guests confirm that they:

• have read these Terms & Conditions

• agree to comply with them

• agree to comply with Holiday Park rules

• understand the no smoking policy

• understand the no pets policy

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Last updated: April 2026