Please find below our Terms and Conditions for your booking. These may be updated from time to time in which case we will publish an updated copy and email it to all booked customers. Updated 5 July 2020.
Terms and Conditions
Please read the following carefully. These Terms and Conditions form a legally binding contract.
DEFINITIONS AND INTERPRETATION
In these Terms and Conditions “Owner” means the property owner or an authorised owner representative such as a manager. “Supplier” means the supplier of any other service arranged by the Owner. The “Group Leader” is the person making the booking, and the “Group Members” are all persons present at the property who have been accepted by the Owner (including anyone who is added or substituted – only with our written permission – at a later date). The “Booking Form” is the summary of the booking provided by the Owner to the Group Leader. In accepting these Terms and Conditions, the Group Leader accepts they are entering into a contract with the Owner in respect of the use of the property, and with the Supplier in respect of any other services (if required).
SPECIAL NOTE – COVID-19
This paragraph over-rides the standard Terms of Business relating specifically to Covid-19.
CORONAVIRUS BOOKING GUARANTEE
Your final balance payment is due 2 weeks before arrival. If Covid-19 government guidance prevents your holiday on the booked dates, we will enable full flexibility and re-scheduling for up to 12 months from your booked date. Any monies received will be carried forward, in full, with no penalty or fees, and can be applied to a booking at the same or a different property, or activity or corporate event, subject to availability. Due to the lower than normal deposit and late balance payment, the booking is non-refundable.
If you wish to cancel for any reason and choose to not re-schedule and we are able to re-book the property you will receive a refund as per our standard terms.
We currently (as of 1 July 2020) have HMG guidelines that only two households (each of which may bring one bubble) can holiday together in July. We do not yet have guidelines for August. We cannot police this and ask therefore that you risk assess your own party and decide for yourself if your group is appropriate.
We will need you to provide, names, telephone numbers and email addresses of everyone in the party before arrival, on our Guest Registration form, so that we can pass this onto the NHS if it is required. This information will not be used for any other purpose. If you wish to see our Privacy & GDPR policy, please request it.
IF YOU FEEL UNWELL
Before travelling on your arrival day, please check that no-one in your group is feeling unwell. If anyone is feeling unwell, they must stay at home and self-isolate.
If you show any signs of having the virus then you must immediately go and get tested by contacting https://www.nhs.uk/conditions/coronavirus-covid-19/testing-and-tracing/get-an-antigen-test-to-check-if-you-have-coronavirus/.
The result must be shown to us. If positive, you will need to leave if any Member of your party can drive you. If that is not possible and you have to self-isolate at the property, then you will have to pay for all bookings that have to be cancelled as a result.
CHECK IN AND CHECK OUT
Check in times are from 4pm and check out by 10am to allow extra cleaning time. At present we cannot offer early check in or late check out.
We are currently unable to receive any supermarket or other deliveries on your behalf so please arrange for any delivery to be well after your arrival.
Thank you for your understanding.
1. YOUR BOOKING
1.1. Making a booking
The Group Leader must be over 18 years of age and authorised to make the booking, on the basis of these Terms and Conditions, by all other members of the group. The Group Leader is responsible for making all payments due and must be present at the property for the duration of the rental period. Bookings for accommodation are not permitted from 3rd parties, agencies, or other organisations or individuals not present at the property. The Group Leader makes the booking as a consumer and agrees that no liability can be accepted by the Owner for any expenses, costs, losses, claims or other sums of any description which relate to any business, howsoever suffered or incurred. The Owner retains the right to decline any booking at any time, entirely at the Owners discretion. If a booking is refused, the Group Leader will be informed in writing and any monies paid will be promptly refunded. The Group Leader should check the details carefully in the Booking Form. All references to “Booking Form” “written confirmation” or “final confirmation” means confirmation provided by post, electronically or by email as applicable. It is the Group Leaders’ responsibility to check their email regularly and to advise the Owner of any change to their email address or other contact details.
When the Group Leader wishes to book, he or she should telephone and make an initial booking deposit payment which is normally £500. Payments may be made by bank transfer or cheque. The Owner will issue a Booking Form. The Group Leader should check the details on the Booking Form and advise us by return if there are any errors or omissions.
All deposits are non-refundable. The final balance is due at least 8 weeks prior to the arrival date. All bookings made less than 8 weeks before arrival will be charged in full at the time of booking. The Group Leader is responsible for making all payments. Non-payment of any deposits or fees by the due date will result in a reminder. If payment is not made within 48 hours of a reminder, it will be assumed to be a cancellation and the Owner can re-market the property without further contact with the Group Leader (it is the responsibility of the Group Leader to ensure payments are made by the due date).
1.3. Cancellation by you
If the Group Leader wishes to cancel the Booking, he or she should contact the Owner as soon as possible. The Group Leader must also immediately confirm the wish to cancel in writing sent by recorded delivery to the Owner at the address shown on these Terms and Conditions. The day written notification of cancellation is received, is the date on which the booking is cancelled. If the Group Leader cancels more than 8 weeks (57 days) before the arrival date, all deposits paid will be forfeited, but the Group Leader will not be required to pay the final balance. If the Booking is cancelled within 8 weeks (56 days) before the arrival date, the Owner or Supplier reserves the right to charge the full balance of the fee. No refund or discount is available if your holiday is curtailed for any reason, even if the property is vacated by all persons in your holiday group prior to the end date/time of your booking. No shows are treated as cancellations.
If the Group Leader wants to change the dates of the booking, the Owner will do its best to accommodate changes. However, a change of dates may be administered as a cancellation and new booking.
1.4. Travel Insurance
We strongly recommend that you take out insurance to cover all aspects of your booking, including travel, accommodation and for any activities you may arrange with or without our assistance. Even though your booking is within the UK you should still take out insurance to cover yourself against any costs incurred if you need to cancel or for any other reason do not attend the property on the booked dates. You are responsible for ensuring that your insurance is adequate for your requirements.
1.5. Changes or Cancellation by us
In the unlikely event that a problem does occur the booking may have to be changed or cancelled. If a significant change has to be made or the booking has to be cancelled, the Owner will, if possible and as soon as reasonably practical, seek to identify an alternative property of similar type and standard in a similar location for the same or similar time of year. If the Group Leader does not wish to accept a significant change or any alternative property or the Owner cannot find and offer a suitable alternative property, the Group Leader will be entitled to cancel the booking and receive a full refund of all monies paid to the Owner. The Group Leader should tell the Owner within 24 hours whether they wish to accept any change or alternative property offered, or alternatively whether they want a refund. In the unlikely event that the Group Leader fails to tell us that they wish to accept any change or alternative property the Owner is entitled to assume the Group Leader wishes to cancel the booking and receive a full refund of all monies paid to the Owner. Please note the above options are not available where any change made is a minor change. Where the booking is significantly changed or cancelled, compensation may be paid at the Owners discretion. Any compensation is limited to a maximum of £100. Compensation will not be payable where any change or cancellation results from “force majeure” (see below) or where the Group Leader has refused, without good reason, to accept an alternative property they have been offered. Please note, no compensation is payable for minor changes. No compensation is payable and the above options will not be available if the Owner cancels the booking as a result of the Group Leader’s failure to comply with any requirement entitling the Owner to cancel (such as paying on time). A minor change is a change which, taking into account the information provided by the Group Leader at the time of booking or which the Owner can reasonably be expected to know, or could not reasonably expect to have a significant effect on the confirmed booking.
1.6. Circumstances beyond the Owners control (Force Majeure)
Except where otherwise expressly stated in these Terms and Conditions, the Owner shall not be liable, jointly or individually, for any changes, cancellations, effect on the holiday, loss or damage suffered by the Group Leader or Group Members or for any failure by the Owner to perform or properly or promptly perform any of their respective obligations to the Group Leader or Group Members which is due to any event(s) or circumstance(s) beyond the Owners reasonable control (referred to as “force majeure” in these Terms and Conditions). By way of example, force majeure includes fire, flood, exceptional weather conditions, epidemics, break-in or other criminal damage, destruction or damage of the property by any cause (other than the Owners negligence) and all similar situations. No compensation, expenses, costs or other sums of any description (including without limitation the cost of securing an alternative property/ accommodation) will be payable in such circumstances by the Owner to the Group Leader or Group Members.
1.7. Information provided
The Owner aims to ensure that the information provided to the Group Leader about the property (via advertisements, etc), is accurate. However, information, prices and facilities do change from time to time and may be different to that advertised by the time the Group Leader comes to book, or when the Group Leader and Group Members arrive at the property. Whilst every effort is made to ensure the accuracy of all information, changes and errors occasionally occur. There may be small differences between the actual property and its description, as the Owner is always seeking to improve properties and their facilities, and occasionally problems can mean that some facilities may not be available in which case the Owner will tell you as soon as any problems are identified. In the event that a pre-booked paid-for session in a spa or hot tub at a self-catering property is not available for any reason (e.g. the spa has to be closed) an alternative session will be offered where possible and if not suitable there will be a maximum of £10 per person compensation. The Owner cannot accept responsibility for any changes or closures to local area amenities or attractions mentioned on the website or advertised elsewhere.
1.8. Disability & special needs
We aim to make our properties as accessible as possible, but please note that some properties are unable to be fully adapted to cater for all disabilities, although they may be suitable for some disabilities and some special needs. If any Group Member is disabled or has special needs, the Owner must be informed at the time of booking to advise further details of the property in order that the Group Member may decide whether the property or activity is suitable or not. If a Group Member requires assistance to stay in a property, that assistance must be provided by the Group Leader or another Group Member, as the Owner is unable to provide assistance.
Please note that some properties are in the countryside, and are near farmland. You will find that some properties are close to animals, such as but not exclusively horses, sheep, cows, chickens, ducks, dogs and bees. If anyone in your group suffers from allergies they should carry their medication at all times. We cannot be responsible for Group Members with medical conditions, and cannot provide specialist assistance or facilities.
2. GROUP LEADER RESPONSIBILITIES
During the period of booking, the Group Leader will be responsible for the care & security of the self-catering property, and/or will be expected to treat all properties, rooms and facilities with respect. Please read the following carefully. Thank you.
2.1. Arrival and departure
The Group Leader or a Group Member can arrive at the property at the time specified on your booking form (normally 3-6pm). The Owner, or a representative, will normally meet you at the property, show you around and give you the keys, or make arrangements for you to collect the keys. The remaining Group Members may arrive later if they wish. Please note that Owners may not be waiting at the property during this time.
If the Group Leader or first Group Member is going to arrive after 6pm, the Group Leader must contact the Owner at least 1 week in advance so that alternative arrangements can be made for a late arrival otherwise the Group Members may not be able to gain access to the property.
If any Group Member wishes to arrange a supermarket delivery, please book it to be delivered well after your arrival. Receipt of a supermarket delivery before a group arrives incurs a charge of £35, where possible, but receipt cannot be guaranteed and the Owner cannot be held responsible if there is no one available to accept a delivery on the Group Leader’s behalf.
The Group Leader must ensure all Group Members vacate the property by checkout time on the day of departure. This is normally10.00 at self-catering properties and Glamping but please see your Booking Confirmation for confirmation.
Arrivals outside normal check in time and departures after normal check out times are subject to a fee; this should be pre- arranged and is charged at £25. Arrivals or departures outside the normal or pre-arranged time are subject to a fee of £25 per hour or part thereof.
2.2. Security Deposit / Behaviour Bond
The Group Leader agrees to pay the security deposit / behaviour bond for self-catering properties of between £350 and £500 depending on the property booked, group size and type. The cost of any damage to the property or any items at the property, or excess service charges, or failure to follow any reasonable instruction of ourselves or a supplier, or behaviour that may bring our company or our suppliers into disrepute, or failure to adhere to these Terms and Conditions the security deposit / behaviour bond will be debited and may be forfeit. If no deductions are required, your security deposit / behaviour bond will be refunded in full within 7 days after departure. The Group Leader is responsible to the Owner for the actual costs of any breakage or damage in or to the property along with any additional time or other costs that may result which are caused by any Group Member. If the security deposit / behaviour bond is not sufficient to cover any damage caused or service charges incurred by you, you will be responsible for paying any monies due immediately on request from us or the Owner. For the avoidance of doubt, the following is required on departure at self-catering properties: Cooker and ovens should be clean and fat-free. Crockery, cutlery, glasses and placemats washed clean, dried and put away. Any furniture moved must be restored to its original position. All food removed from fridge/cupboards. Recycling should be put into the correct containers. Failure to meet this standard will result in a charge. In the event of charges being made, the Owner is unable to enter into discussion with anyone other than the Group Leader and may make further charges for time in dealing with issues such as taking photographs of damage, replying to emails, administration, etc.
2.3. Occupation and use
Please note that any self-catering property is booked on a licence to occupy holiday letting basis and that no tenancy shall arise under any circumstances.
The Final Confirmation form states the number of persons that may be present at the property and grounds at any time. For the avoidance of doubt, additional visitors for part or all of the duration of the booking, other than the number declared on the Final Confirmation Form, and those listed in the Guest Registration are not allowed at the property or in the grounds without written permission by the Owner. The Group Leader must supply a list of Group Members (excluding children) and their full contact details to the Owner prior to arrival. We do not normally permit mixed sex hen weekends or hen/stag weekends, unless agreed in writing by us in the Booking Form. The Group Leader and all Group members agree not to use the property for any commercial purpose, including without limitation assigning or subletting it or otherwise allowing anyone to occupy it that has not previously been accepted and approved in writing by us. The Owner is entitled at his or her sole and absolute discretion to refuse to hand over to you, or to repossess, the property (which includes the fixtures, fittings, furnishings and decorations) if he or she reasonably believe that any damage is likely to be caused, has been caused or is being caused by any Group Member or third group, or any nuisance or disturbance is being caused or is likely to be caused, or these Terms and Conditions are breached or may be breached in any way. The Group Leader must not allow any people other than those than agreed on your booking form to occupy the property at any time, neither can you change the composition of your group during your occupation of the property, unless this has been arranged in advance and is confirmed in writing. No external suppliers, including caterers, entertainers, tutors, models, transport companies, etc, other than those approved by the Owner may occupy the property or grounds, or visit, attend or in any other way provide services at, from or to, the property at any time. Limos, party buses, outside decorations, live music, boom boxes or other amplified music, and karaoke machines are not permitted at any of our properties. Outside music & games which may cause a disturbance to neighbours are not permitted at any property.
Pets or any animals are not permitted at any property. However, the Owner cannot guarantee that animals have never been in the property and cannot be held liable if you suffer from allergic reactions to anything in the property.
All properties are non-smoking. Please only use designated smoking areas. Smoking anywhere on a property, other than a designated smoking area, will result in forfeit of the security deposit.
2.6. Fireworks, candles, tea lights, Chinese lanterns
Any kind of fireworks or Chinese lanterns are strictly forbidden, and bonfires are not permitted. Candles, tea lights and other flammable items are not permitted in any property.
We ask that our Group Leaders and Group Members show consideration to neighbours. In particular, to keep noise to an appropriate level. It is important to our property Owners and managers to keep neighbours and other guests happy. Your considerate behaviour enables us to continue to offer stays at these lovely properties. To reiterate – amplified music, karaoke, etc, is not permitted in any property (docking stations are provided in self-catering properties), and outside games or music are not permitted in the grounds of any property. If in the reasonable opinion of the Owner or other authorised person, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party, or damage to the property, or in any way damage the reputation and/or goodwill of the Owner we are entitled without prior notice to terminate the booking and the security deposit will be forfeit.
Rude or abusive behaviour towards the Owners, Staff, or unacceptable or antisocial behaviour such as shouting, screaming, foul language, etc, outside any property and within earshot of neighbours which may be deemed a nuisance is not acceptable. You must ensure that noise is not audible outside your property. If you are asked to reduce noise audible outside at any time, to take your group inside the property, or to follow any other reasonable request of our staff, Suppliers, or Owners, and all members of your group do not comply without argument it will result in immediate termination of your booking.
In the case of termination of your booking you will be required to leave the accommodation immediately, and we will have no further responsibility toward you. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. This means we are not liable to find you alternative accommodation, activities or other services. Please ensure your group members are all aware of this. Thank you for your understanding.
The Group Leader and Group Members must allow the Owner, and any representative (including maintenance or repair staff) access to the property at any reasonable time during the occupation of the property (except in cases of emergency, where a problem needs remedying quickly, where the security or safety of the property may be compromised, or where there is a breach of these Terms and Conditions – in these situations the Owner is entitled to enter the property at any time without giving prior notice).
- PROBLEMS OR COMPLAINTS
In the unlikely event that there is a problem during your stay, please contact the Owner or Supplier immediately either in person or by telephone on the number provided so that it can be speedily resolved.
Please note that problems of a transient nature (for example preparation or heating of the property) cannot be investigated after you vacate the property. Any damage present on arrival at a property should be notified immediately to the Owner otherwise it may be attributed to your group, and you may be charged for the damage. We can only investigate complaints made by the Group Leader, and cannot enter into discussion with any other Group Member. Complaints made after the property is vacated cannot be taken into consideration.
Please note that the self-catering countryside accommodations are not official tourist structures such as hotels, etc, but private dwellings, glampsites & other types of holiday accommodation. This means that there is not always a standard or category that is officially recognised, but this reflects the local style, traditions and personal taste of the Owner. This gives our groups the opportunity to experience what it’s like to live in the location as a local person would – to experience the ‘Country Living’ dream for a few days or so, to participate in the local culture, visit local pubs or participate in local activities and events. These differences can sometimes result in minor inconveniences due to the nature of the area and location.
The Owner shall have no liability for any death, personal injury, damage or loss of personal property. The Group Members must take all necessary steps to safeguard their personal property and the Owner specifically requests that Group Members secure the property (where possible) when the property is not occupied. No liability to the Group Members is accepted in respect of damage to or loss of such belongings or property.
Any vehicles are left at the property entirely at the risk of the owner of the vehicle.
3.2. Swimming pool, hot tub, or other leisure facilities
The Group Leader agrees that the use of any pool, hot tub or other leisure facility at the property is entirely at the risk of the Group Leader and Group Members in all respects. The Group Leader will ensure that any Group Member using leisure facilities follows any written or verbal instructions provided by the Owner. A health & safety form will be required to be signed before use of facilities at self-catering properties. Owners reserve the right to withhold use of any hot tub or pool or leisure facility if group members are under the influence of alcohol.
3.3. Data protection
The Owner may need to process and store the Group Leader or Group Members personal details for administration of the booking. The Owner would like to keep your details to occasionally send you future brochures, emails or information about special offers. If the Group Leader does not wish to be kept informed, please advise the Owner. Thank you. Details are never shared with any 3rd party other than for the administration of your booking.
3.4. Law & Your rights
The contract is subject to English law. Any dispute arising out of or in connection with this contract will be dealt with by the Courts of England and Wales.
These Terms and Conditions are correct as at 5 July 2020. All bookings are subject to the current Terms and Conditions in place. Please address all correspondence to: Adrian Boots. Ashcroft House, Ellick Road, Blagdon, Bristol, BS40 7TU.