Privacy Policy

Haslemere Sun Club Returns & Refunds Policy

Last Updated: 30 October 2026

1. Introduction

This Returns & Refunds Policy explains the circumstances in which Haslemere Sun Club ("the Club", "we", "our", "us") may provide refunds for memberships, event bookings, visitor fees, camping fees and other charges.

As a not-for-profit members' association, the Club relies on advance payments to maintain its facilities and activities. We therefore encourage members and visitors to read this policy carefully before making payments.

2. Membership Subscriptions

Annual membership subscriptions are used to support the ongoing operation, maintenance and administration of the Club.

Once membership has been approved and payment received:

Membership subscriptions are generally non-refundable.
Resignation, voluntary termination of membership, change of personal circumstances, relocation, illness, or reduced use of Club facilities will not normally entitle a member to a refund.
The Committee may, at its sole discretion, consider a full or partial refund in exceptional circumstances.

Any decision of the Committee regarding membership refunds shall be final.

3. New Membership Applications

Where an application for membership is declined before membership is granted:

Any membership subscription paid in advance will be refunded in full.
Any approved administration or application fees that have been clearly disclosed as non-refundable may be retained.

4. Visitor Fees

Visitor fees and day visit charges are normally non-refundable once the visit has taken place.

Where a booking has been made in advance and cancellation is received before the date of the visit, the Committee may authorise a refund at its discretion.

5. Event Bookings

For Club-organised events requiring advance payment:

Cancellation by Attendee

More than 14 days before the event: Full refund.
7 to 14 days before the event: 50% refund.
Less than 7 days before the event: No refund.

The Committee may waive these restrictions in exceptional circumstances.

Cancellation by the Club

If the Club cancels an event, attendees will normally be offered either:

A full refund; or
Transfer of the booking to a future event.

6. Camping and Overnight Stay Fees

Camping and overnight stay fees may be refunded as follows:

Cancellation more than 7 days before arrival: Full refund.
Cancellation within 7 days of arrival: Refund at the Committee's discretion.

Where camping or overnight accommodation cannot be provided due to circumstances within the Club's control, a full or partial refund may be offered as appropriate.

7. Incorrect or Duplicate Payments

Where a payment has been made in error or duplicated:

The member or payer should notify the Treasurer as soon as possible.
Verified overpayments or duplicate payments will normally be refunded in full.

8. Disciplinary Action

Membership fees, event fees, camping fees and other charges will not normally be refunded where:

Membership is suspended or terminated for breach of Club Rules;
A person is excluded from an event due to misconduct;
A visitor or guest is asked to leave Club premises as a result of unacceptable behaviour.

9. Refund Method

Approved refunds will normally be made:

To the original payment card;
By bank transfer; or
By another payment method determined by the Club.

Refunds will usually be processed within 14 days of approval.

10. Exceptional Circumstances

The Committee reserves the right to consider exceptional circumstances on a case-by-case basis.

Examples may include:

Serious illness;
Bereavement;
Administrative error by the Club;
Circumstances where continuing membership or attendance becomes impossible for reasons beyond the member's control.

11. Contact

Questions regarding refunds should be directed to:

Haslemere Sun Club
Sunnyacres
Pond Road
Headley Down
Bordon
GU35 8NN

Email: mail@sunnyacres.co.uk