Owners T&Cs

Terms and conditions - click to download

General

1. All members must ensure that they, and all campers using the site, comply with the Countryside Code, Caravan Code, Seashore Code, WCC Constitution, and the Club complaints procedure (see Annexes 1a–1e).
2. Sites must be safe, suitable, and maintained for use as a campsite in accordance with relevant Public Health legislation and the Caravan Sites and Control of Development Acts.
3. Certified land must be used strictly for recreational camping and the promotion of recreational activities only.
4. Valid public liability insurance must be maintained at all times while visitors are using the site.
5. Accurate and up-to-date records of all visitors must be maintained.
6. All visitors must be registered members of WCC.
7. No visitor may remain on site for more than 28 consecutive days.
8. Members must actively monitor sites during occupancy and ensure appropriate conduct is maintained at all times.
9. All compliance documentation must be uploaded and maintained via the WCC member portal. Failure to keep records up to date may result in suspension or termination of membership.
10. Membership is issued to individuals only and is non-transferable. Limited companies are not eligible for membership.
11. All members must hold a valid DBS certificate. Failure to maintain this requirement will render membership invalid.
12. Members are responsible for any enforcement actions or associated costs. WCC accepts no liability in relation to planning disputes or legal proceedings. Any support or mediation provided by WCC is at the discretion of the Club Secretary.

The Certified Location

13. Only land explicitly approved by WCC may be used. The approved boundary will be clearly marked and provided with the certificate. Relevant authorities may be notified where required.
14. All reasonable care must be taken to avoid damage to the land and surrounding environment, including trees, fencing, buildings, livestock, wildlife, and equipment.
15. Regular inspections must be carried out. Any unsafe structures or equipment must be repaired, removed, or made safe immediately.
16. Where electrical facilities are provided, valid electrical safety certification must be supplied and maintained.
17. A clearly visible site name and WCC logo sign must be displayed at the site entrance.
18. A designated emergency assembly point must be clearly signposted.
19. A 5mph speed limit sign must be displayed on site.
20. Fire blankets must be provided in all cooking or kitchen areas where applicable.
21. All water points must be clearly labelled as potable or non-potable. Drinking water must be clearly identified.
22. All log burners must have a valid chimney sweep certificate.
23. All caravans and enclosed units must be fitted with functioning smoke, carbon monoxide, and carbon dioxide detection systems.
24. All tents or temporary structures using heating or solid fuel appliances must meet the same safety requirements as clause 23.
25. Any non-mains water supply must be tested and certified as safe for use, including storage tanks.
26. Septic tanks and wastewater systems must be tested and maintained in accordance with environmental regulations.
27. All gas appliances must be certified as safe by a qualified Gas Safe engineer.
28. A nominated GDPR contact must be appointed and recorded in the WCC member portal for data protection compliance and communications.
29. Each certified site must display its own Terms and Conditions, which must include confirmation that guests agree to become WCC members and consent to data sharing for membership administration purposes (not for marketing use).
30. No permanent alterations may be made to the land without approval. Sites must be capable of being restored to their original condition within 24 hours of instruction.
31. Sites must notify WCC in writing before using any permitted development allowances (England 60-day / Wales 28-day rules). Failure to notify will be treated as a breach.
32. Maximum occupancy is limited to five caravans and ten tents unless otherwise agreed in writing and stated on the certificate.
33. Exceeding permitted occupancy limits will result in immediate termination of membership without refund.
34. All certified sites must represent WCC in a professional and positive manner at all times.

Promotion and Advertising

35. Members must actively promote WCC in a positive manner and encourage membership sign-ups via the official website.
36. Events, rallies, and promotions should be shared through official WCC social media channels where appropriate.
37. The WCC logo and website link must be displayed on all relevant websites and promotional materials relating to the certified site.
38. All social media posts relating to the certified site must tag WCC official accounts.
39. From time to time, WCC may request participation in charitable promotions or raffles. Participation is optional.
40. Members must demonstrate ongoing alignment with WCC values and objectives.
41. All sites must integrate with the approved booking system to enable online availability management via the WCC website.
42. A WCC site sign must be displayed at the entrance of the site.
43. Members must consent to marketing communications while actively holding membership. Opt-out is only permitted upon termination of membership.

Nuisance and Conduct

44. Local residents must be able to continue their normal activities without disruption. Reasonable steps must be taken to prevent and address disturbance.
45. All complaints must be investigated promptly and resolved in a fair and reasonable manner.
46. Serious incidents must be reported to WCC without delay.
47. Animals must be kept on a lead and under control at all times. Waste must be cleaned up immediately.
48. A designated area must be provided for recreational activities where appropriate to prevent disturbance.
49. Noise must be kept to a reasonable level at all times, particularly during evening and night hours.
50. Members represent WCC at all times and must behave in a professional and respectful manner.
51. Any site causing nuisance or reputational harm may have certification withdrawn.

Road Safety and Access

52. Access routes must be suitable for the type and volume of traffic expected. Arrivals and departures must be managed to minimise disruption.
53. Site speed limit is restricted to 5mph.
54. Regular use of towable or large touring vehicles must be assessed for suitability. The club does not guarantee road suitability for such access.

Spacing and Density

55. Units must be sited under supervision to ensure safe spacing.
56. A minimum of 3 metres must be maintained between all units, including awnings, vehicles, and associated structures. A 10-metre spacing is recommended.
57. Caravans and tents must be sited separately where possible. Trailer tents are classed as tents.
58. Unit placement must not interfere with local amenity, privacy, or environmental enjoyment.
59. Enhanced spacing guidelines (including 10m recommendations) should be followed where possible.

Fire Precautions and Emergency Procedures

60. Emergency procedures must be clearly displayed and explained to all visitors upon arrival.
61. A clearly marked fire assembly point must be provided.
62. Open fires and barbecues are only permitted with prior approval and must be sited safely away from structures, vegetation, vehicles, and signage.
63. Approved fire extinguishers must be available on site.
64. Fire blankets must be provided where appropriate.
65. A fire risk assessment must be completed and kept up to date.
66. Flood risk sites must have evacuation procedures in place.
67. Where flood risk exists, early warning systems must be followed, and guests offered alternative dates or refunds in severe weather events.

Chemical Toilets and Wastewater Disposal

68. All waste must be disposed of responsibly to prevent environmental contamination.
69. Waste must only be disposed of at approved points in accordance with site agreements.
70. Septic tanks and treatment systems must be tested annually with records retained.
71. Waste disposal receipts must be retained where applicable.
72. Incinerator toilets are encouraged where appropriate and compliant.
73. Sites in protected habitat areas must comply with environmental permitting requirements (including GIRAMS or equivalent).

Refuse Disposal

74. Suitable waste and recycling facilities must be provided on site.
75. All waste containers must be clearly labelled.
76. Where guests are required to remove waste, this must be clearly stated before booking.
77. Commercial waste must not be disposed of in domestic facilities.

Abuse, Conduct, and Membership Termination

78. Abuse toward WCC officers, trustees, or staff will not be tolerated.
79. Misrepresentation, dishonesty, or withholding information may result in immediate termination.
80. No refunds will be issued upon termination of membership.
81. WCC reserves the right to recover costs associated with investigations or enforcement.
82. All signage must be removed within 24 hours of termination.
83. All branding must be removed from websites and social media immediately.
84. Physical signage must be returned within 14 days or recovery costs may apply.

Lapsed Membership

85. Members are responsible for maintaining valid membership status.
86. Upon lapse of membership, all termination conditions apply.

Copyright

Woodland Champions Club 2026 – All Rights Reserved

Annexes
Annex 1a – The Countryside Code
Annex 1b – The Caravan Code
Annex 1c – The Seashore Code
Annex 1d – Club Constitution
Annex 1e – Complaints Procedure