The Cottage terms & conditions
Terms & Conditions
These conditions set out the basis of your contract with the owner.
Thank you for choosing to book with us. Any reference to either ‘us’ or ‘we’ in these Booking Conditions refers to The Owners. “you” or “your” are references to the person making the booking and all members of the holiday party. So that you understand the basis of the contract between you and us when you book your accommodation, we have laid out as clearly as possible, the conditions on which your booking is made. Nothing in these conditions affects your normal statutory rights. Please read our terms and conditions of booking below:
You must be at least 25 years old when you book your accommodation. Your booking is made as a consumer and you acknowledge that no liability can be accepted for any business losses howsoever suffered or incurred by you. When we issue our written confirmation to you we enter into a contract with you, the party leader, which is subject to these Booking Conditions. Any disputes or queries will be between the party leader and the owner. The party leader will assume responsibility for the whole party and the compliance with these rules of all party members. When you book the Property with us you should return the completed Booking Contract to us together with your payment for the Initial Deposit (if not already done so).
Once the completed Booking Contract and the Initial Deposit have been received and accepted by us, we will issue you with our written confirmation. The contract between us will only be formed when we send you our written confirmation and is subject to these terms and conditions. We reserve the right to refuse any booking prior to the issue of our written confirmation. If we do this we will promptly refund any money you have paid to us.
You should carefully check the details of our written confirmation and inform us immediately of any errors or omissions.
Paying for your booking
A deposit of 50% of the booking price is payable immediately, at this point your dates will be reserved. The balance of the booking cost must be received by us no later than 8 weeks before your arrival date and an additional Refundable Damage Deposit (the amount is variable dependent on the size of group or amount of properties you hire), will be payable during the week prior to your arrival. We reserve the right to cancel the booking if full payment has not been received by 6 weeks prior to your arrival. If you book less than 7 weeks before the arrival date, payment in full is due straightaway. Payment can be taken by bank transfer.
You are required to send to us your payment for the balance of the Rental at least six weeks prior to the Arrival Date as set out in our written confirmation. If you fail to make a payment due to us in full and on time we may treat your booking as cancelled by you. If you fail to pay the refundable damage (security) deposit prior to arrival at the property you will not be permitted entrance.
Number of Occupants
The number of persons occupying the property must not exceed the maximum number stipulated in the terms of your booking invoice. We reserve the right to refuse entry to the entire party if this condition is not observed. This must be adhered to and any requests for additional persons must be arranged and agreed to by The Owners prior to arrival. Some of the accommodation has additional capacity/space on a sofa bed or folding bed. There will be an extra charge per person for numbers above the maximum number stipulated in the terms of your booking invoice. This is only allowed if agreed at the time of reservation. Failure to do this may result in your reservation being cancelled. Parties must not exceed the numbers specified above unless by arrangement and the owner reserves the right to ask customers to vacate if this is abused. Please make sure that the accommodation you book meets your requirements.
THREE CARS MAXIMUM TO BE PARKED FACING THE HEDGE AND NOT DIRECTLY IN FRONT OF THE PROPERTY.
No commercial vehicles or minibuses or the like are allowed at The Cottages properties. Only domestic cars are permitted. No sleeping in vehicles/camper vans is allowed.
Cancellation of booking by you
If you need to cancel or amend your booking you must telephone us on the number shown on our written confirmation as soon as possible.
You will also be required to confirm your cancellation in writing or by email to the addresses shown on our written confirmation. A cancellation will not take effect until we receive written confirmation from you.
If you cancel your booking within seven days of receiving our written confirmation, we will refund the balance of any money you have paid us. After such period, if you cancel your booking more than six weeks prior to the Arrival Date, we will retain the Initial Deposit and refund the balance of any money you have paid to us.
If you cancel your booking less than six weeks prior to the Arrival Date, we reserve the right to retain the Initial Deposit and the full sum of the Rental. Once a booking is confirmed, i.e. the deposit has been paid and the booking accepted, the hirer is responsible for the total cost of the stay as shown on the invoice. We therefore STRONGLY RECOMMEND that you take out HOLIDAY CANCELLATION INSURANCE with your insurance broker. In the event of cancellation every effort will be made to re-let the property. In the event that re-letting cannot be arranged, the hirer will still be liable to pay the balance of the tariff in full. A small cancellation fee of £20.00 may also be charged. We will make every effort to re-let the house and in that event we will refund your payment (less any expenses).
We cannot be responsible for an ‘Act of God’ and we remind guests that we cannot be held responsible for natural disasters and other events out of your control. Guests should take out adequate travel insurance to cover them in the event of such circumstances.
We cannot be held responsible for interruptions in utility services, water, electricity, phone lines or internet.
Cancellation of booking by us
We have the right to cancel your booking in advance and you will be refunded the full amount of the booking. We would only cancel your holiday if your accommodation was unavailable for reasons beyond our control. We would attempt to offer you alternative accommodation – however if this was not possible, or unacceptable to you, then we would refund all monies paid by you for the holiday. Our liability would not extend beyond this refund.
Security Deposit/damages deposit
We aim to inspect the property within 48 hours of your departure and contact you via email to arrange the return. The security deposit will be refunded within 7-10 days. We will make deductions to cover:
- any significant losses or damage
- Failure to recycle resulting in long dirty work for the cleaners
- Additional cleaning charges if the property is left in an unsatisfactory condition.
- Noise disturbance: each property will have its own policy in this regard but we do have a common noise policy and that is a 0% tolerance on ‘party’ type noise (including loud music, shouting, screeching) or anything else that may cause a complaint from neighbours.
- Any travel costs involved in the Owner or representative needing to visit the property as a result of noise.
- In the case of noise complaints, we also reserve the right to make a deduction for the owners’ time and disturbance upset
- We will also make a deduction for failure to clean bbqs.
- Rooms marked private with a private sign are strictly prohibited. If a private room is entered this will imply occupation and a charge will be made for use of room.The charge will be made against the security/ damages deposit.
- A hot tub may only be used with prior arrangement and agreement with the owner. In properties with a pool or hot tub, we will also make a reduction for failure to handle with care by not following the instructions as laid out such as not adding chemicals when needed (as directed). If a hot tub is abused by spilling alcohol or wearing fake tan it will be clear for the owner to see and a reduction will also be made in this instance.
Properties with Hot Tubs
Misuse and subsequent damage to a hot tub can be expensive to rectify. We ask that guests take note of the initial lesson on do’s and don’ts and to refer to the instructions within the welcome book. Please report any issues or further damage to the hot tub as soon as they are noticed so that they can be attended to straight away thus helping not to cause further damage. Neglecting to follow instructions given can result in damage and this cost will be deducted from your security deposit
Damage to property
You are responsible to the Owner for the actual costs of any breakage or damage in or to the accommodation, along with any additional costs that may result, which are caused by you or your party. These costs will be deducted from your damage deposit, but are not limited to that amount. You may be billed for the difference between this and the actual cost of the repairs. Accidental damages or breakages of a minor nature will not normally be charged.
No repairs of any kind to the property or contents must be attempted by you or your party. Any damage must be reported immediately to the owners. Please let us know about any problem with any appliance or fixture or fitting as soon as possible and we will ensure that, within a reasonable time, this is repaired or alternative arrangements are made. You are obliged to take care of the property and leave it clean and tidy at the end of your holiday. The Management reserves the right to charge extra if heavy duty cleaning is required after your departure. We also reserve the right to refuse another booking from the guest should we be disappointed with the condition of the property upon departure.
Accidents, injury and personal property
The Owners shall have no liability to you for the death or personal injury to you or any member of your party. Visitors are asked to take care at all times while on our property. Parents in particular are asked to ensure that children are safe, accompanied by a responsible adult and not left unattended. We do not accept responsibility or liability for injury or damage to and loss of guests property, cars and contents and you agree to indemnify and hold us harmless from and against all actions, claims, costs and proceedings (including reasonable legal fees incurred in defending the same) arising from your acts or omissions (and those in your party) while on our property. In the event of guest misbehavior or other necessary cause, we reserve the right to terminate the let without any refund of letting monies.
Website and advertisements
The Owners aim to ensure that the information and descriptions provided are accurately conveyed and any authorized websites or advertisements. There may be small differences between the actual accommodation and its description as we are always seeking to improve services and facilities. Occasionally, problems mean that some facilities or services become unavailable, and if this is the case we will tell you as soon as reasonably practical after we have been made aware of the situation. Similarly, we cannot accept responsibility for any changes or closures to local area amenities or attractions mentioned on the website or advertised elsewhere. There are many unauthorized websites listing holiday cottages. We cannot accept responsibility for the descriptions on these sites.
Arrival and departure
Your accommodation will be normally available from 4pm on the day of arrival and should be vacated by 10.00am or 11am depending on the property booked, on the day of departure. These timings can often be varied and this can be negotiated at the time of booking. You must allow the Owner or any representative of the Owner access to the property at any reasonable time during your stay. Your right to occupy the property is limited to a right of occupation for holiday purposes and such right shall terminate at 10.00 am on the scheduled date of the completion of the holiday.
Bed linen and towels
Bed linen and bath/hand towels are provided at the properties and included in the price of the holiday. Please note that we can supply a limited amount of cots and highchairs on request free of charge and the supply of cot bed linen will need to be provided by the guest.
Cleaning on departure
We ask that you leave the accommodation clean and tidy as found. We reserve the right to make a charge if the cottage is left in an excessively dirty condition. There is a stock of cleaning materials and a hoover.
It is important to recycle at your property. There are clear instruction on which items are placed in which bin. Please adhere to this. If not adhered to it causes an enormous amount of hassle for the housekeepers and cleaners and this extra time will be taken from your damage deposit. Please ensure that all debris, rubbish and discards are placed in rubbish bins accordingly, and soiled dishes are placed in the dishwasher and cleaned. Please do not to deposit fat or oil in the sinks and please remove excess food or fat from crockery and pans before being placed in the dishwashers.
All of our properties are non-smoking properties. Please note that smoking is not allowed anywhere within the cottages. We reserve the right to seek compensation (including consequential loss) for any damage and additional costs of cleaning (such as curtains etc.) caused by a guest smoking within any of the cottages. Consequential costs may be incurred where it is not possible to remove the smell of smoke from a cottage prior to the arrival of the next quest who subsequently demands compensation from ourselves. Many cottages will allow smoking in outside designated areas.
We appreciate the need for you to have an enjoyable time whilst on your holiday; however, we would also ask you to respect the holiday cottage and its neighbours and not disturb or cause offence in any way.
We have a zero-tolerance policy on noise. Inside music should be kept at a reasonably low level so as not to disturb neighbours. We do not permit outside music. We ask that all other outside noise is kept at a level that considers neighbours. All outside noise/loud talking is prohibited after 10pm in consideration of the neighbours. Use of fireworks are not permitted under any circumstances. Inside loud party style music is also prohibited. Please do not to release ‘sky lanterns’ or similar.
No party, event or gathering may take place at the property which exceeds the maximum agreed occupancy numbers stated in the booking invoice for the property without prior consent. It is also not permitted for any commercial enterprise or supplier of leisure activities to visit the property during your stay without the owner’s consent e.g. a caterer, magician etc. It is also not permitted for any alcohol to be sold on the premises without permission. Should any of these terms be breached the owner has the right to repossess the property without any compensation or refund due to you or your party.
To comply with the Noise Act 1996 Section 2 (6) WHICH PROVIDES THAT NO NOISE DISTURBANCE IS PERMITTED BETWEEN THE HOURS OF 11PM AND 7AM.
Pets are not usually allowed and if accepted this must be by prior arrangement and confirmed in writing. There may be an additional cost for pets.
We expect that they will be well behaved and house trained! Please keep them downstairs, off the soft furnishings and beds, do not leave them unattended in the property and make an extra effort to vacuum up all dog hairs before leaving. Please exercise your dog away from the cottages and collect any dog waste for appropriate disposal.
You must ensure that no damage is cause by your pet to the property and they cause no disturbance within the surrounding area. Any additional cleaning required will be charged for.
You must not leave pets alone in the property at any time.
Guests bringing their own bicycles should ensure they are locked, please bring locks with you. The owner cannot be held responsible for damage or theft to bicycles left on the property. Bicycles are NOT permitted inside the properties.
In the event of finding any of your personal items after your stay, we will contact the lead guest or please feel free to contact us if you think you have left anything. We will hold lost property for 1 month then dispose. Should you wish your items to be returned, we will happily do so but the postage and administration charge must be paid in advance by you.
Problems & Complaints
Every effort has been made to ensure that you have an enjoyable and memorable holiday and to date we have had no serious complaints or problems! If however, you have any problem or cause for complaint it is essential that you contact us immediately to give us the chance to resolve it. We value your custom and want you return.
If problems occur with electricity or broadband failure please call the homeowner on the mobile number given to you and they will ensure that repairs are dealt with immediately.
The contract between you and us is governed by the law of England and Wales and we both agree that any dispute, matter or other issue which arises between us will be dealt with by the Courts of England and Wales.
Authority to Sign
The person making the booking acknowledges that they are authorised to make the booking on behalf of all persons who will occupy the property and that those persons are aware of the booking conditions.
This person must be a member of the party occupying the property and is required to acknowledge the following:
The full name and age, if under 18 years, of each member of the party must be given.
The maximum number of persons permitted to occupy The property and grounds at any time is the number listed on the guest list on the booking invoice.
The Owner reserves the right to repossess the property at any time where damage or nuisance has been caused by any member of the party. In such an event the Owner shall not be liable to make any refund whatsoever.
Any other third party service providers, together with the nature of the service they are to provide, must be agreed with us prior to your stay.
Pets must be disclosed to us in writing and only those pets we confirm are acceptable may be brought into the property. Failure to follow these rules will be a serious breach of these Terms of Business and we may require you to vacate the Property at once.