Terms & Conditions (Website + Bookings)
1. Who we are
These Terms & Conditions apply to bookings made with The Cosy Canvas Co. (“we”, “us”, “our”).
Email: [email protected]
Phone: +44 (0) 797 6848813
2. What we provide
We provide bell tent hire and related camping equipment hire (together, the Hire). Your booking includes the items listed in your chosen package at the time of booking, plus any confirmed extras in writing.
3. Booking process
You submit an enquiry/booking request.
We confirm availability, delivery details, and the total price.
Your dates are reserved once the required deposit/payment is received.
4. Minimum hire
Our standard minimum hire is 2 nights (unless we confirm otherwise in writing).
5. Pricing, delivery zones, and quotes
Prices shown on our website are indicative and may be subject to change.
Delivery, set up, and collection fees depend on location/zone and will be confirmed before you pay.
If there is any difference between website pricing and your confirmed quote, your confirmed quote takes priority.
6. Payments
Unless otherwise agreed in writing:
A 50% deposit is required to reserve dates.
The remaining balance is due 6 weeks before arrival.
For bookings made within 6 weeks of arrival, full payment is due at the time of booking.
7. Security deposit
A £200 security deposit is required per booking.
We may take this as a payment or as a pre-authorisation/hold (where available).
The security deposit is used to cover loss, theft, excessive cleaning, or damage beyond normal wear and tear.
If deductions are needed, we will provide a brief explanation and, where relevant, supporting photos/receipts.
If no deductions are required, we aim to release/refund the security deposit within 5 working days of collection (bank processing times may vary).
8. Pets
Pets are allowed by prior agreement.
You must tell us in advance if you plan to bring a pet.
An additional security deposit may be required for bookings with pets (we will confirm the amount before you pay).
You are responsible for any additional cleaning, damage, or replacement required due to pets.
9. Cancellations and changes
9.1 Customer cancellations
If you cancel more than 6 weeks before arrival, we will refund payments made minus any non-recoverable costs we have already incurred (if applicable), and any admin fee we have clearly communicated.
If you cancel within 6 weeks of arrival, the remaining balance may still be payable because we have reserved capacity and may not be able to rebook the dates.
9.2 Date changes
Date changes are subject to availability.
If your new dates are priced differently (including delivery zone changes), we will confirm any price difference before changes are final.
10. Weather and safety
Camping is weather-dependent and Scotland’s conditions can change quickly.
We will share guidance to help you prepare.
We may refuse to deliver, or may require early takedown, if conditions are unsafe (for example, severe weather warnings, extreme winds, flooding risk, or unsafe ground).
Where unsafe conditions prevent delivery or require early takedown, we will aim to offer a reschedule where possible. Refund decisions will depend on timing, costs incurred, and whether the situation was reasonably foreseeable.
11. Your responsibilities during the hire
You agree to:
Use the equipment responsibly and follow any care/safety instructions we provide.
Keep flames and heat sources away from canvas and furnishings.
Not smoke inside the tent.
Keep the tent zipped/secured when unattended.
Return the equipment in broadly the same condition as delivered (allowing for normal wear).
12. Wood burner / stove option
If you request a wood burner/stove as part of your booking:
It must be requested in advance and confirmed by us in writing.
You agree to follow all safety instructions we provide.
Children must be supervised at all times.
You must keep flammable items away from the stove and never leave it unattended.
We may refuse to supply a stove if conditions are unsafe (for example, high winds, unsuitable ground, or site restrictions).
You are responsible for any damage, burns, smoke damage, or excessive cleaning caused by misuse or failure to follow instructions.
13. Damage, loss, theft, and cleaning
You are responsible for loss, theft, or damage beyond normal wear and tear during the hire period.
If items are missing or damaged, we may charge repair/replacement costs.
If the tent/equipment requires excessive cleaning (for example, mud/food spills on bedding, smoke smell, pet hair where not agreed), we may charge an additional cleaning fee.
14. Access, site conditions, and set up
You must ensure we can access the site at the agreed times.
The set up area must be reasonably flat, clear of hazards, and suitable for pegging.
If we arrive and the site is not suitable or access is not possible, we may be unable to set up. In that case, cancellation terms may apply.
15. Collection and late returns
Collection times are agreed in advance.
If we cannot collect due to lack of access or the tent not being ready, additional charges may apply.
16. Liability
We are not responsible for losses caused by events outside our reasonable control.
Nothing in these terms limits liability where it cannot be limited under law (including for death or personal injury caused by negligence).
You are responsible for supervising children and guests and for safe use of the equipment.
17. Photos and marketing
If we take photos of our setup on site, we will avoid identifying you personally unless you give permission. If you share photos with us, you give us permission to repost them for marketing unless you tell us otherwise.
18. Complaints and “Fix-it-fast” support
If anything isn’t right, contact us as soon as possible during your hire so we can fix it quickly. We’ll always try to put things right first.
19. Privacy
We handle personal data in line with our Privacy Policy (see below).
20. Governing law
These terms are governed by the laws of Scotland and disputes will be handled by the Scottish courts.