TERMS AND CONDITIONS
It is a requirement that we have these Terms and Conditions so in the event of any issues we have a point of reference as to how things should be dealt with. By booking with us you are agreeing to these Terms and Conditions.
Private Cottages LTD – Terms and Conditions
(A copy of these Terms and Conditions can be found with your Booking Confirmation)
In these terms and conditions the following terms have the following meanings:
Accommodation means the property shown in the booking confirmation or as may otherwise be agreed in writing between the Us and the Guests;
Agreement means the agreement between the Us and the Guests for the holiday rental of Accommodation on these Terms and Conditions;
Us/We means Private Cottages LTD, registered in England and Wales. Company number 11334981.
Guests means the person named in the booking confirmation and all other persons occupying the accommodation for the holiday rental period.
The making of a booking will form an Agreement on these Terms and Conditions between the Guests and Us for the holiday rental of the Accommodation. We permit the Guests to occupy the Accommodation for the holiday period shown on the booking confirmation together with the use of its contents with the exception of our personal belongings stored in the second bedroom upstairs.
Holiday prices are reviewed each year. If Guests have booked in advance of any price review we will honour the price originally specified on the booking confirmation.
Booking and Payment Terms
The total price for your booking (the “holiday price”), and the dates on which the holiday price is payable, will be set out in your booking confirmation. For bookings made 8 weeks or more in advance, the booking for a holiday will be effective when confirmed by Us. A deposit may be requested, but in the event of the booking being longer than 4 weeks then a maximum of £400.00 will be due as the deposit. Any bookings made 8 weeks or more in advance may be held as provisional bookings for a maximum of 3 days. The full balance of the total holiday price will be payable not later than 8 weeks before the holiday begins, the balance due date will be stipulated on the booking confirmation. For bookings made for a holiday less than 8 weeks in advance full payment must be made at the time of booking. The holiday price is not subject to VAT. All payments can only be accepted in Pounds Sterling either as a cheque or by BACS transfer direct to our account.
Cottage Keys and Deposits
We operate a Key Safe System at The Cottage whereby, about 7 days before your break begins, we will email the Key CODE and some further useful information and directions to The Cottage. We do not take any deposit on the key but trust that you, the guest, will return it after use to the Key Safe. Upon arrival use the CODE to gain access to the Key Safe Box at The Cottage, in the Key Safe Box is a front door key for use whilst you are on your break at The Cottage. When your break is over please return the front door key to the Key Safe Box and spin the numbers. AT NO TIME SHOULD YOU CHANGE THE CODE FROM THE ONE WE HAVE ISSUED YOU.
If the Guests wishes to cancel a booking you must give Us notice in writing as soon as possible. Cancellation takes effect on the day we receive your written notification. The closer your cancellation is to your holiday start date, the less likely we are to recover the holiday costs by re-selling your Accommodation. Our cancellation charges therefore increase as the holiday start date approaches:
More than 8 weeks prior to start of booking – The initial deposit.
Within 8 weeks prior to start of booking – 100% of the holiday price and deposit.
If you cancel within 8 weeks of the start of your booking and we are successful in re-booking your holiday period we may, at our absolute discretion, refund all or part of the amount paid for your holiday, however, in all cases the deposit will be retained. Should you need to cancel your holiday for personal reasons beyond your reasonable control, we will, at our absolute discretion, carry your deposit forward to a future booking with Us at a later date. If, following a booking, the full balance is not paid on time, We shall notify the Guests one week after the date shown on the booking confirmation overleaf in writing to remind you that full payment is now due. If, after 7 days from the date on which full payment is due, full payment has not been received by Us then We may cancel the holiday booking and the above cancellation charges will apply.
Our Right to Refuse/Alter
We may, at our discretion, refuse any booking. We may cancel or alter arrangements made for the Guests whether before or during the holiday period provided that such cancellation or alteration is necessary: a) due to circumstances beyond the reasonable control of Us; or b) to perform or complete essential remedial or refurbishment works. If a booking is altered or cancelled by Us, We will take reasonable steps to offer a suitable alternative booking. If We are not able to offer such an alternative or the Guests does not accept the alternative offered, then we will return to the Guests the relevant proportion of the holiday price paid by the Guests to Us in respect of the Accommodation and will not otherwise be liable for any additional loss caused by such alteration or cancellation.
Change of Booking
Changes to bookings are not normally permitted e.g. a change in the Guests or a change from one date to another. We may, at our absolute discretion, accept changes to bookings subject to payment of a fee of £10.00 (ten pounds). However, changed bookings will not normally be accepted within 8 weeks of the Guest’s holiday.
Occupancy and Maximum Numbers of Guests
Occupation must be limited to the maximum number of persons for the Accommodation which is four persons, in the available beds only – no additional camp beds, tents, caravans or campervans are allowed. The occupation limits are set in line with the level of services available in the Cottage. To exceed the maximum number of persons in the Cottage overloads the facilities available which are often not designed or capable of supporting additional usage, and can lead to extensive and expensive damage. As such any over-occupancy is considered to be a serious infringement of the Terms and Conditions and can result in an immediate requirement to vacate the premises, with no refund of monies due, and possible further charges in the event of damage to the facilities caused by excess usage. The Agreement is personal to the Guests. The Guests must not use the Accommodation except for the purpose of a holiday by the Guests and the Guest’s party during the holiday period, and not for any other purpose or longer period. We will however always give reasonable consideration to specific requests for use of the Accommodation which may relate to occupancy.
The holiday price will include all charges for water, electricity, council rates/taxes. Guests must comply with the instructions found in the Information provided regarding the appropriate usage of equipment provided within the Accommodation. Any damage caused by inappropriate use of facilities will be charged to the Guests.
Liability and Loss of Guest’s Property
Any Guest’s property found at the Accommodation or on our property will be subject to Our Holiday Lettings Policy regarding lost property. Lost property will normally be disposed of if it is not made known to Us within 6 months and We may charge a reasonable administration fee to cover the costs of storage and handling of lost property. We will not be liable for any loss of property or any other loss or damage caused by it or its agents or contractors: unless it has breached a legal duty of care owed to, or contractual term for the benefit of, the claiming party; where such loss or damage is not a reasonably foreseeable result of any such breach; or where such loss or damage results from a breach by the claiming party of any duty of care owed to, or contractual term for the benefit of, Us.
We advise guests in our Departure List found in the Information Booklet at The Cottage to ensure they take all their belongings away with them at the end of their stay. Should it be found that guest(s) have left any belongings at The Cottage after their stay and requests such items are returned to them then we reserve the right to charge for the postage, packaging and time taken to go a Post Office to affect such a return. For the sake of clarity we will charge £12.00 plus the cost of postage at the Post Office’s rate charged on the day the item was posted.
Pets/Animals are not permitted anywhere inside or outside the Accommodation, except by prior agreement and at our absolute discretion, subject to an excess charge of £20 per week or part thereof.
Our Right of Entry
As with any Accommodation, there is a need for ongoing and occasionally unforeseen work in any Accommodation. We and our contractors may enter the Accommodation at any reasonable time for reasonable cause. This includes the need to undertake inspections and audits necessary to operate the business, the undertaking of unforeseen (internal and external) remedial repairs together with any annual external re-decoration for which access to the inside of the Accommodation may be required. External windows and doors may be opened during this process. We will give the Guests reasonable notice of such requirements, and aims to restrict the working hours of our contractors to between the hours of 09.00 – 17:00. If this is not possible We will offer you reasonable compensation for any foreseeable inconvenience or loss of enjoyment caused on that day.
The Guests will be responsible for all payments and for any damage whether caused by the Guests or his or her party. The Guests agree to make all of the party aware of these Terms and Conditions. The Guests agree to keep and leave the Accommodation and its contents in the same state of repair and condition, and in a clean and tidy state as at the commencement of the booking period (reasonable wear and tear excepted). The Guests must allow Us and/or its agents/caretakers to enter the Accommodation to inspect the state of it, on reasonable notice, except in emergency when immediate access must be granted. The Guests must not use the Accommodation or allow its use for any dangerous, offensive, noisy, illegal or immoral activities or carry on there any act that may be a nuisance or annoyance to Us or to any neighbours. We will not tolerate any verbal or physical abuse towards any of our representatives or neighbours. The Guests and the party must comply with any reasonable regulations relating to the Accommodation. Smoking is not permitted in any part of the Accommodation and the Guests and any member of their party agrees not to smoke inside the Accommodation. The use of candles or fireworks by the Guests or his or her party at the Accommodation is strictly not permitted. The use of barbecues is not permitted at any time at the Accommodation.
Damages and Security
We recommend that Guests hold personal insurance for accidental damage and personal liability. If on arrival at the Accommodation you discover that anything is missing or damaged then this must be reported to our Caretakers or Us immediately otherwise it will be presumed that the damage/loss was caused by the Guests and a charge may be made. We rely on the honesty of the Guests to either replace or repair any damages they cause during the holiday period (eg: the replacement of broken glasses), in the event of a larger breakage or damage occurring then these should be reported to Us or our Caretakers who, at our discretion, may make a charge to replace the items, we reserve the right to deduct these charges from your Cottage Key Refund if necessary.
Our liability does not extend to weather related conditions.
Every reasonable care will be taken to ensure that the Accommodation is presented to Guests to a high standard. Should the Guests find on arrival that there is a problem, or cause for complaint, the Guests should immediately contact US or our caretakers. Reasonable steps will then be taken to assist the Guests.
We are committed to ensuring that any problems or complaints Guests may have whilst at the Accommodation are resolved efficiently and promptly, but as such must be given the opportunity to do so. Any refusal to notify our Caretakers or Us immediately or refusal of reasonable rectification may affect the Guest’s right to compensation. Guests must provide a contact telephone number (mobile preferred) and suitable time for our Caretakers/Us to communicate with them about problems or complaints. Guests must allow access to the Accommodation by any staff or contractors of the Caretakers or Us to resolve problems or complaints. If despite contacting our Caretakers or Us the problem or complaint remains unresolved, the Guests must contact our Caretakers or Us again. The Guests must not independently move to other Accommodation without first allowing Us the reasonable opportunity to assist in resolving the complaint or problem. If the Guests do so, or refuses reasonable rectification, the Guests may affect their rights to compensation.
Guests must formally confirm any unresolved complaint in writing; by telephone or by email to Us alone within 14 days of returning from the holiday. Please contact: Mrs Marie Jones, 9 Lincoln Way, Harlington, LU5 6NB. Or email firstname.lastname@example.org. For immediate problems, please use the phone number given on the text message sent prior to the start date for the booking. Emergency contact phone numbers are also provided in the guest services book at the property.
Arrival and Departure Times
The Guests and his or her party must arrive after the arrival time (3:00pm on the first day of the holiday period) and depart before the departure time (11:00am on the last day of the holiday period). If you wish to arrive early or stay later then there are additional charges which are detailed under our Questions and Answers page on our website. However, sometimes we have bookings back to back with same day changeovers, on these occasions it is unlikely we can accommodate any specific requests and in those circumstances the above times must be adhered to.
The Cottage is located in a residential area in a village and any action by the Guests and his or her party that interrupts or endangers the livelihood of others authorised to use the Accommodation and/or the surrounding area, will constitute a breach of the Agreement by the Guests.
Right to Evict
We may terminate the Agreement on notice, and in such case the Guests and his or her party must leave the Accommodation, (without compensation being payable to the Guests or any member of his or her party) if: this is deemed necessary by Us where there is a serious breach by the Guests of the Agreement or the Guest’s or his or her party’s behaviour endangers the safety of other Guests or other persons; or any complaints are made of anti-social, unacceptable behaviour or unreasonable breakages or damage occurs or smoking restrictions are not observed.
Data Protection & GDPR
All serviced and self-catering accommodation premises must keep a record of all guests over the age of 16 (Immigration (Hotel Records) Order 1972 (as amended)). We may communicate with you from time to time in relation to your booking. If you wish us to remove all your details from our database after your holiday then please just let us know. We never pass information to any other parties, although we use an onlinebooking and accounts system and you may have supplied your details through a third party such as Booking.com.
Whilst we try and keep our photos and images as up-to-date as possible we cannot guarantee that everything shown in photographs or any images are 100% accurate. Things get broken or wear out and need to be replaced, where possible, with similar items.
The construction, validity and performance of the Agreement shall be governed by the law of England and Wales, and all parties submit to the non-exclusive jurisdiction of the UK Courts.
Updated: 17th July 2018