hamburger open
Phone on mobile
Phone on mobile
Phone on mobile
Twitter icon
Open Door Retreats Master type

OPEN DOOR RETREATS POLICIES

COVID

New House Farm Country Estate - What we are doing to be “Covid-19 secure”

The UK Government have announced that any venues to be open to the public need to be “Covid-19 secure”. We have invested a lot of time, thought, and work into making our venue “Covid-19 secure” in line with this new Government standard. At all times we are following UK Government guidelines.

Here at New House Farm, we are fortunate to have 12 acres of fully accessible gardens and grounds. We have invested in making many different outside spaces, giving many opportunities for keeping separate from other groups, maintaining all social distancing guidelines and laws. Also, our gardens have easily recognisable demarcated areas thanks to our pathways, walled garden, pool garden, stepped lawns, a Victorian ‘haha’, hedges and box hedging.

Our venue is down a long rural track away from Sheepstreet Lane, and the track is not a “through track” so there is minimal traffic, and nobody is allowed onto the grounds except for the occasional delivery, during which full social distancing measures are practices, with drivers all wearing the necessary PPE. 

Also, for accommodation, we have 6 individual, entirely separate lodges, and a farmhouse with its own private grounds and gardens, fenced and walled off from the lodges. All 7 of these accommodation options have their own facilities - kitchen, dining area, lounge, bathroom, toilet and their own private outside space for relaxing or dining outside in privacy.

The Long Barn is a huge 50m long building, which we aerate, and have a 1 way system when necessary, and there is enough space within for fully compliant social distancing, with clear signage throughout.

Any guests wishing to visit, with symptoms of Covid-19, will be advised that they need to follow the Government guidelines on their situation, which currently means that they need to self isolate at home.

We ask all guests with any of the symptoms of Covid-19, before coming to visit us - including persistent cough, high temperature - and any guests who have been in contact with them, that they need to follow the Government guidelines on their situation, which currently means that they need to self isolate at home.

All guests have to supply names, addresses and contact details before arrival, for the track and trace system.

We have a non contact laser digital thermometer, and will be taking the temperatures of all guests upon arrival to make sure their temperature is at a normal level, between 35 and 37 degrees, as a guide for the safety of accessing the estate.

If a guest has a high temperature, their group can make the decision whether that guests self isolates here, or returns home to self isolate.

Spread out all across the 12 acres, we have 16 separate clearly defined relaxation areas - more than 2 for each individual lodge and house - and are currently making more. Also, we have well maintained woodland walks, and meadows walks and riverbank walks which are more than 2 metres wide, with plenty of room for keeping socially distant from others - much more so than in urban areas - and guests will be completely surrounded by wide open spaces and views for miles.

Inside, we have put up notices to suggest the recommended number of guests to go in each lounge in the Farmhouse, in line with a 2m distance between guests from different social bubbles. More may use them, if they are from the same social bubble, but maintain social distance from other social bubbles.

Everywhere are notices regarding the safe social distancing inside, and guidelines on how to wash and rub hands. All the information from the Government guidance and how it can be applied to New House Farm is sent out in advance to all guests.

We provide alcohol based anti viral hand sanitiser, as well as handing personal sanitisers bottle to every guest for the duration of their stay. Also, anti viral wipes are provided to take around the estate to wipe any surfaces (eg swimming pool rails or the children’s swings and pool table) before their use. We have put up signage everywhere detailing hand washing and where it is recommended, we are supplying 2m distance signage.

There are 10 public footpaths which lead off from our grounds, with very minimal numbers of people using them each day, and none of these go through the estate, ensuring the safety of no unauthorised people entering the estate, whilst also ensuring privacy from the public.

We have made Wi-Fi accessible across the whole 12 acres of the New House Farm estate, which means that guests wishing to use it for work, online meetings, or for children with iPads, for example, do not have to be inside, or close to the source of the buildings’ Wi-Fi sources, and can also carry out social distancing whilst using their devices, in the wide open countryside space. This also facilitates outside meetings, either via Zoom, or by maintaining the designated 2m metre socially distant standard.

All of this means that guests can come to New House Farm when we are allowed to re-open, and practice social distancing. Families that know each other can still come, and keep separate in the separate lodges and house and their own private outside spaces, and in all of the outside relaxation areas. There are 12 acres of accessible gardens and grounds, where anywhere can be a place to spend time, and remain socially distant, but still away in the countryside together with friends.

Our cleaning team will not be at work if they show any symptoms of Covid-19, and all will have their temperatures checked when arriving to work at New House Farm. They use anti viral wipes and sprays when cleaning, and we supply them all with their PPE to wear. Any communal areas will have surfaces wiped down and sprayed with anti-viral cleaning products, and all accommodation will all be thoroughly cleaned, including with anti-viral products between the time guests leave and new guests arrive. All cleaning will be performed to very high standards of health and safety.

All staff have been strictly following the social distancing rules throughout lockdown. They have also all been trained in Covid-19 awareness with certificates from CPL Learning.

The availability and security of the outdoor, heated pool and outdoor hot tub, as well as any indoor communal areas shall be in line with all other hospitality venues with similar facilities. We will be following the UK Government health and safety guidelines about Covid-19 security, which all similar venues will have to adhere to. With many other businesses open to the public, with communal spaces, we hope to be able to implement safety measures so that all of our facilities will also be available.

The swimming pool and hot tub are available again, and we have expanded the relaxation areas around them, so guests may enjoy each others’ company, in higher numbers, but still maintaining social distancing guidelines. We will discuss the individual needs of the pool and hot tub with each group upon arrival, and whether we use a ‘reservation and clean’ system, or if the group wish to manage the social distancing and pool / hot tub usage themselves.

For the use of any shared showers in bathrooms, we recommend following the Government guidelines of using a reservation and clean system. 

We provide all the necessary personal hand sanitisers and anti viral wipes and sprays that any group will need.

‍​

TERMS & CONDITIONS

Terms and Conditions – Open Door Retreats Ltd

All retreat guests must make themselves aware of the terms & conditions and accept the risks associated with the programme. Each guest is responsible for taking out the appropriate personal accident and cancellation insurance for the full duration of the retreat, this is a condition of booking one of our retreats.

Open Door Retreats Ltd, known and referred to hereafter as ODR accepts bookings subject to the following conditions:

    1.    Definition

    1.1.    In these terms & conditions, unless otherwise specified, the following expressions refer to the following meanings.

Booking

means the booking made by the Guest with ODR as set out on the ODR Booking Form;

Booking Form

means the booking form produced by ODR to be completed by the Guest when and upon making a booking with ODR;

Contract

means the contract between the Guest and ODR under which the Services are provided by ODR to the guest;

Guest

means the person or organisation who makes the booking with ODR. All individuals to whom the Services are provided by ODR must be of a minimum age of 18 years;

Deposit

means the non-refundable deposit payment of £500 per person will be required to reserve each place at the retreat;

Force Majeure / Special Circumstances

means any act, event, omission or accident beyond ODR’s reasonable control including but in no way limited to Act of God, war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, adverse weather, default of suppliers or subcontractors, strikes, lock-outs, or other industrial disputes, failure of a utility service or transport network;

Major Change

means a change in the date of the retreat or over 80% of the content of the Services except where due to Force Majeure or Special Circumstances;

ODR

means Open Door Retreats Ltd (Company number 13149146);

Services

means the wellbeing program as set out in the Booking Form;

Retreat Fee

means the fee as set out in the Booking Form and agreed with the Consultant, which will be due for payment strictly 6 full weeks in advance of the retreat commencement date; 

Total Fee

means the total amount payable to ODR under the contract, being the Deposit, Retreat Fee; and any treatments;

UK GDPR

has the meaning given to it in section 3(10) (as supplemented by section 205(4)) of the Data Protection Act 2018.

    2.    Acceptance

    2.1.    A Contract for the Services is made between ODR and the guest on the issue of a written confirmation by ODR of the Booking.

    2.2.    The Contract is subject to these booking conditions which the guest has been deemed to have read and fully understood. These booking conditions can only be varied by written agreement between ODR and the Guest.

    3.    Booking

    3.1.    To place a booking with ODR, ODR require a completed Booking Form together with the payment of the Deposit. If a booking is made by telephone or e-mail, the Guest shall be deemed to have read and fully understood these conditions on the Booking Form. All Bookings are provisional and are only confirmed when the Deposit has cleared ODR bank account.

    3.2.    ODR reserves the right to decline any booking at their discretion.

    4.    Fee & Payment Terms

    4.1.    The Deposit payable at the time of booking shall include the organising and delivery of the proposed programme. 

    4.2.    The Deposit will cover ODR’s costs to include (but not limited to) incurred or paid disbursements, third party costs, management time, attendance time, liaising with the guest, costs of suppliers etc.

    4.3.    Upon the successful payment of the Deposit by the guest, confirmation is formed for the agreed programme to be delivered. If the Guest wishes to alter any aspect of the programme additional reasonable costs may be levied by ODR at their discretion.

    4.4.    The Retreat Fee balance is payable 6 weeks before the retreat start date unless agreed otherwise on confirmation of booking. 

    4.5.    In the event that the Retreat Fee is not paid on time ODR will have the right to:-

    4.5.1.     treat the booking as cancelled by the guest;

    4.5.2.    to re-sell the course place, in which case the Deposit paid by the guest will be retained by ODR; and

    4.5.3.    cancel the booking without notice or compensation.

    4.6.    It is the sole responsibility of the guest to ensure that the Total Fee is paid in full when due, as per these conditions. 

    5.    Responsibilities of the Guest

    5.1.    The guest will be solely responsible for their travel to and from the retreat’s location and the expense of such travel, unless otherwise agreed in writing with ODR.

    5.2.    The guest is responsible for their own personal medical requirements, clothing and footwear for the duration of the Services unless otherwise agreed in writing with ODR.

    5.3.    It is the Guest’s responsibility to inform ODR in writing of any past, present or potential health issues that may make them unsuitable to participate in the Services agreed, failure to disclose any such information may result in ODR terminating the Contract and withdrawing the guest from the programme without refund, notwithstanding conditions of cancelation byODR. If a letter of suitability is required from a guest’s medical doctor, then this must be sent to ODR a minimum of 5 days prior to the retreat’s start date.

    5.4.    It is the guest’s sole responsibility to ensure that they have purchased comprehensive and appropriate travel and medical insurance for the full duration of their retreat, this should include personal accident, holiday and cancellation insurance for the full duration of the retreat, please note that this is a condition of booking one of our retreats. The Guest shall provide details of such insurance to ODR as requested from time to time. 

    6.    Variations and Amendments

    6.1.    ODR reserves the right to make minor changes to the Services without notice to the Guest or any obligation to pay any compensation.

    6.2.    Where there is a Major Change ODR shall notify the guest forthwith and shall seek to offer the guest a refund, postponement, credit or arrangements as close to the original Services as it is reasonably possible in the circumstances. 

    6.3.    ODR reserves the right to vary these terms & conditions without the guest’s consent in order to align with any change of law, government guidance or CMA guidance. 

    7.    Services

    7.1.    ODR reserves the right to alter the content of the Services at any time without notice to the guest due to certain factors, including, but not limited to the weather,staff and any physical fitness of the guests.

    7.2.    Any information on / aboutODR’s services published by ODR for its literature and web site is designed for illustrative purposes only.

    7.3.    If the guest elects not to participate in any of the Services being provided, ODR has no obligation to provide an alternative activity or service and the guest will not be entitled to arefund.

    7.4.    If ODR believes that a guest’s health and safety is at risk, or a Guest has failed to disclose any relevant health information in accordance with ODR’s terms & conditions, ODR may at its absolute discretion make decisions affecting the Guest and where necessary may terminate the contract immediately without liability.

    7.5.    The Guest must refrain from any illegal act or any conduct physical or verbal which may give offence or cause danger or damage to any person or property. If ODR or any of its team or venue staff become aware of any such action, then ODR may at their absolute discretion have the Guest immediately removed from any property or facility without refund or compensation. ODR will have no liability whatsoever to the Guest under such circumstances.

    8.    Details

    8.1.    The entire programme is included in the Total Fee. The only extras are treatments and transfers to and from the venue.

    8.2.    The Total Fee includes 3 nights’ accommodation, three daily meals, practical nutritional workshop, yoga, fitness training, and several other activities as more particularly set out in the Program. 

    8.3.    Please note arrival is 12:30pm on Day 1 (normally Monday) and Departure is 11:30am on Day 4 (normally Thursday).

    9.    Complaints

If there is a problem during the retreat, the guest must report it to the Retreat Director so that all efforts may be made to resolve the problem promptly & effectively. In the unlikely event that the problem cannot be resolved, and the guest wishes to make a complaint then the Guest must notify ODR in writing within 7 days of the end of the retreat. Failure to provide notice of the complaint in accordance with the above will preclude the guest from being entitled to take any further action against ODR.

    10.    Liability

    10.1.    None of the exclusions and limitations in these conditions are intended to limit any rights the guest may have under statute or common law which may not be excluded, nor in any way to exclude or limit liability to the guest for personal injury, death or damage to the guest’s personal property resulting from ODR’s negligence or that of its employees or agents, or for any liability incurred as a result of fraud or fraudulent misrepresentation by ODR.

    10.2.    The guest understands that attending any activity or service provided by ODR involves some level of risk. These risks include but are not limited to physical injury or even death. By attending any activity or service provided by ODR the guest agrees to assume these risks and agrees to release and discharge ODR and its Directors, employees and agents from any and all claims for liability.

    10.3.    Subject to clause 10.1, neither ODR nor any of its Directors, employees or agents will be liable for any loss or damage to any personal property or vehicle belonging to the Guest during the Services.

    10.4.    It is the sole responsibility of the Guest to purchase full and adequatemedical, personal injury and holiday insurance for the full duration of their stay with ODR.

    10.5.    All Guests must refrain from any illegal act or any conduct unbecoming a retreat guest, conduct or language which may give offence to a team member or guest or any act which may cause damage to property. If ODR or any of its staff, consultants or agents become aware of any such act / conduct then ODR & its agents may, at their absolute discretion, ask the Guest to leave the premises, property or facility. This will be without refund or compensation to the Guest and in these circumstances ODR will have no further responsibility or liability to the Guest.

    10.6.    The Guest shall be responsible for any damage or loss caused to any goods or belongings and any other equipment by the act, default or neglect of the Guest, third party suppliers or guests of the Guest. The Guest shall indemnify and keep indemnified on an after-tax basis, ODR on demand for the amount required to make good any such damage or loss within 7 days.

    10.7.    Subject to clause 10.1, ODR’s liability under this Contract will in no circumstances exceed the amount of the Total Fee paid by the Guest to the ODR.

    11.    Media

    11.1.    ODR reserve the right to take any photos or recordings of the guest during the Services and the Guest accepts that all rights whatsoever arising in the recordings shall be solely owned by ODR.

    11.2.    The Guest accepts and agrees that any photos or recordings may be used by ODR at its absolute discretion in any manner, including but not limited to its web site, promotional material and advertisements.

    12.    Copyright

ODR reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, Services or facilities. ODR reserves the right to take such actions as it deems appropriate or necessary to restrain or prevent infringement of such copyright.

    13.    Data Protection 

    13.1.    For the purposes of this clause 13, the terms controller, processor, data subject, personal data, personal data breach and processing shall have the meaning given to them in the UK GDPR.

    13.2.    ODR may process the personal data as set out in clause 14 as processor on behalf of the Guest and may act as controller of the personal data set out in clause 14.

    13.3.    The Guest consents to all actions taken by ODR in connection with the processing of any personal data, provided these are in compliance with the then-current version of the ODR’s privacy notification available here

    13.4.    ODR shall:

    13.4.1.    process the Guest’s personal data on the documented instructions of the Guest unless ODR is required by law to otherwise process that data; 

    13.4.2.    ensure that any personnel engaged and authorised by ODR to process the Guest’s personal data have committed themselves to confidentiality or are under an appropriate statutory or common law obligation of confidentiality; 

    13.4.3.    notify the Guest without undue delay on becoming aware of a personal data breach;

    13.4.4.    at the written direction of the Guest, delete or return personal data and copies thereof to the Guest on termination of the Contract unless ODR is required by law to continue to process that data; 

    13.5.    The Guest provides its prior, general authorisation for ODR to: 

    (a)    appoint processors to process the Guest’s personal data; 

    (b)    transfer the Guest’s personal data outside of the UK as required, provided that ODR shall ensure that all such transfers are effected in accordance with applicable data protection laws. 

    13.6.    ODR’s liability for losses arising from breaches of this clause 13 is as set out in clause 10.7.

    14.    Data Collected  

    14.1.    Without limitation, any of the following data may be collected:

    (a)    Name;

    (b)    date of birth;

    (c)    gender;

    (d)    contact information such as e-mail addresses and telephone numbers;

    (e)    demographic information such as post code; and

    (f)    preferences and interests.

‍​

CANCELLATION POLICY

Open Door Retreats Ltd
1.    Cancellation by the Guest

      1.1     Subject to clauses 1.4 and 1.5, cancellation of the Contract by the Guest will (unless ODR otherwise confirms in writing) incur the following charges by the Guest:

              (A)    if the Guest withdraws 60 days or more before the start date of the retreat the Deposit will be refunded including any Retreat Fee already paid;

              (B)    if the Guest withdraws 59-30 days before the start date of the retreat, then no refund of the Deposit will be given. However, any part of the Total Fee that the Guest has already paid may be used on future retreats and this credit will be valid for one year of the date of cancellation. The Guest may also transfer the balance of any part of the Total Fee that has been paid to a 3rd party should the Guest be unable to attend by notice from the Guest and provided that the 3rd party has completed and signed the required Booking Form to attend the retreat in place of the Guest; and

              (C)    if the Guest withdraws 29 days or less before the start date of the retreat, the Total Fee that has been paid is forfeited and no credit or refund will be given. A refund of the Retreat Fee may be given if ODR replaces the Guest with a 3rd party to attend the retreat in place of the Guest before the start date of the retreat. The Guest may still transfer the balance of the Total Fee and the Guest’s place to a 3rd party by notice from the Guest and provided that the 3rd party has completed and signed the required Booking form to attend the retreat in place of the Guest.

      1.2    Save as expressly set out in these Conditions, if ODR cancel the retreat, then all payments including the Deposit shall be refunded to the Guest.

      1.3    In terms of special exceptions with regards to COVID-19:

              1.3.1    if the Guest is unable to attend the retreat due to personally contracting COVID-19 and testing positive or due to a requirement to self-isolate following receipt of an NHS Track and Trace alert, ODR will transfer the Guest’s Booking to another available date within 12 months from the start date of the original retreat Booking;

              1.3.2    if the Guest is unable to attend the retreat due to national or local lockdown restrictions as a result of COVID-19 then ODR will transfer the Guest’s Booking to another available date within 12 months from the start date of the original retreat Booking.

      1.4    Please note no refunds, credits or transfers will be given for no-shows, early departure from the programme, unused days, travel delays, or any cancellation of or change to the Services as a result of Force Majeure events.

      1.5    ODR strongly recommends that the Guest purchases holiday insurance in case of cancellation on the Guest’s part.

‍​

FAQs

Q)  What level of fitness do I need?

This is a wellness retreat, not a fitness retreat. All activities can be modified to suit your level of fitness.

Q)  I have never done yoga before, does this matter?

Not at all, our experts are used to leading classes of all abilities.

Q)  I am experienced in yoga will the sessions cater for me?

Not at all, our experts are used to leading classes of all abilities.

Q)  Do I have to participate in the whole programme?

We strongly recommend that you attend the entire programme in order to enjoy the maximum benefits possible.

Q)  Can you cater for my dietary requirements?
Yes. Please just ensure we are aware of them before you attend. We will provide a simple form for dietry requirements as part of the registration process.

Q)  What will I need to bring with me?

We will send you a full packing list in advance of your retreat.

Q)  Do you allow pets?

We are sorry that we cannot accommodate pets.

Q)  Is there Wi-Fi?

Yes, we will provide access, for those wishing to use Wi-Fi.

Q)  How do I get to the retreat?

The local train station is Etchingham, we can arrange a car for the short journey to New House Farm. Alternatively you can drive, there is plenty of space for parking.

Q)  I have pet allergies, will pets have been in my accommodation before me?

No. New House Farm does not allow pets.

Q)  Do you serve alcohol?

Alcohol will be available on request

Q)  How many people will be on my retreat?

Naturally this will vary, but we expect approximately 12-15 guests

Q)  Do you allow non-participating partners to join?

In order to benefit fully from our retreat, we prefer for you to be fully immersed in the programme, so all guests must be participants.

‍​

HEALTH DECLARATION

I declare that I am in good health and feel confident in my ability to participate safely in the Open Door Retreat, I also confirm I am able to hike 10km. I have read, understand, and agree to the contents of the Informed Consent in its entirety. 

INFORMED CONSENT: I intend to engage in physical activity while at the retreat and understand that everybody has a different capacity for participating in such activities. I understand that all of the activities offered are voluntary and that I am fully responsible for my actions during such activities, including but not limited to listening to and apply instructions I receive during the activities. I acknowledge that I will partake in the activities at my own risk and understand that such risk can include but is not limited to my physical state of fitness and/or health. By attending Open Door Retreats, I acknowledge that I could experience health risks, full responsibility for which I assume, including but not limited to: fainting, light-headedness, sickness, nausea, abnormal blood pressure, chest pain / discomfort, leg cramp, any bodily injury or any life-threatening injury / emergency. 

If I experience any pain, discomfort or any other symptoms (including those listed above), I will immediately inform a member of staff. I understand that I am under no obligation to continue with any activity and may stop at any time. I understand that the skills of the members of staff will vary according to their experience and acknowledge that they are not medically trained / certified professionals (unless stated otherwise). I accept that Open Door Retreats will share my personal data with their staff as set out in the Terms & Conditions.






Open Door Retreats master logotype

©   

Open Door Retreats Master Logotype

©  

This website makes use of cookies.   See our privacy notification for details.