Terms & Conditions
The ‘Guest’, ‘You’ – means the person(s) named on the booking and occupying the cottage.
The ‘Owner’, ‘We’, ‘Us’, ‘Our’ – means Pitts Farm Cottages.
The Agreement: The rental agreement is between the Guest and the Owner. The contract is deemed to have been made once the Guest has paid a deposit and the we have dispatched a confirmation of booking. The Guest must be over 18 years of age at the time of booking.
Booking: The Guest who’s name the booking is made under is deemed to have agreed to these Terms and Conditions and will be responsible for all persons included in the booking, and therfore should ensure that all other persons are aware of these Terms & Conditions. We reserve the right to decline any booking or refuse to hand over a key to any person who has not complied with these Terms & Conditions.
Payment: For bookings confirmed more than 6 weeks before arrival date, a deposit (part payment) of 25% of the total cost of the holiday, is required. The balance is then due 6 weeks before the holiday commences. For bookings made less than 6 weeks before arrival date, the total amount is payable in full within 24hrs of recieving the booking confirmation email.
The Guest agrees to pay the balance of the payment SIX (6) weeks before the holiday is due to commence. Email reminders are sent, but delivery cannot be guaranteed. Where a Guest fails to pay their balance by the due date, the booking may be deemed as cancelled and the deposit retained.
Cleaning: The Guest is responsible for leaving the accommodation in good order and in a clean condition; otherwise a cleaning charge will be levied. Please note that the convention for UK holiday cottages is that you are expected to leave the property in a similar state to which you find it (reasonable cleaning excepted). Please abide by this convention so we can continue to provide good value for guests.
Number of People using Holiday Accommodation: The Owners permit the Guest and members of the Guest’s party (but no one else) to occupy the property for holiday purposes only. The Guest must declare the correct number of additional guests during booking and, if this changes, must inform us before the rental commences of any change. No more than the maximum number of persons stated on the website may occupy a property unless by prior written agreement with us. Extra charges may be applicable if the number of Guests differs from the number on the booking.
Any visitors wishing to visit the property must be agreed by us before arrival. You must not hold events (such as parties, celebrations or meetings) at the property without the advanced consent of the Owner. If you do any of these things, the Owner can refuse to hand over the property to you, or can repossess it. If this happens, we will treat this as a cancellation and as such will have no legal responibility to you. (This will include, for example, expenses incurred due to finding other accomodtion.)
Arrival/Departure: The properties (unless otherwise stated in the property details) are available for occupation from 3.00 pm on the first day of the holiday and must be vacated by 10.00 am on the last day.
Cancellation or Changes by the Guest: Once the holiday is booked the Guest has entered into a legally binding contract. If the Guest cancels, for whatever reason (including medical and weather related) then no refund of the deposit will be due, and within 4 weeks of the holiday no refund of the full balance is due. A holiday cancellation protection plan should be taken out to cover forced cancellations.
Cancellations must be notified in writing (including by email) to us immediately. We will endeavour to re-let the property and if successful may at our discretion allow the Guest to transfer to alternate dates and/or accommodation for a £20 administration fee plus any other expenses incurred in re-letting. The expenses incurred in re-letting will be at our discretion.
Once a booking has been accepted by the Owner, it can only be changed to another property by treating the original booking as a cancellation. Holiday dates may be changed providing the property is available for the new dates and we are agreeable to the change. A £20 re-booking charge will be payable.
We recommend and expect that the Guest will have or will take out a holiday insurance policy (which includes cancellation insurance covering sickness and unavoidable reasons for cancellation) prior to their stay.
Dogs: The Guest may only bring such pets as are booked in at the time of booking. Not all properties accept pets; if property details on the website stipulate no pets then this is binding within these Terms & Conditions. Dogs must be well-behaved and should not be left unattended in the property. They are not permitted in the bedrooms or on any furniture in the property. If damage or extra cleaning is caused by pets, the Guest may be billed for that charge. ‘No Pets’ in a description may not guarantee that pets have never occupied the property. No garden is guaranteed as secure for dogs even if described as private or enclosed. Guests are welcome to exercise their dogs around the grouds but must clear up after them. Dogs must be kept on a lead except for in the designated areas.
Guest Responsibility: The supervision of children, babies, dogs and any adults requiring care remains the sole responsibility of the Guest at all times. It is the Guests responsibilty to ensure all house rules are adhered to, including but not limited to, correct usage of the facilities including hot tub and games room.
Guests should not move furniture unless absolutely necessary. Where furniture is moved, it should be put back to where it was at the beginning of the rental period.
Guests should not leave any items at the property and, if left, the Owner has the right to charge for the removal, return or disposal of those items.
Damage, Loss, Theft: Guests are required to pay a security deposit of £100. This can be paid either at time of arrival, in cash or 24hrs before arrival via bank transfer. See details below. Guests are responsible for making sure the cottage is locked and windows are closed when the property is unoccupied during their stay.
Security Deposit: A security deposit of £100* will be held until an inspection of the property has been completed on departure day. If there are no damages to the property the £100 will be fully refunded, within 3 working days, to the account details provided by the Guest. If damage has been caused to the property (including gardens, games room and hot tub) or items are missing, the deposit will be forfitted. If any additional costs are incurred as a result of damage caused, such as extra cleaning or damages that would cause us to have to cancel the next booking in the cottage, these charges will be passed on to the person who’s name the booking was made under. Guests agree to inform us of any damage or loss however caused, excluding reasonable wear and tear incurred during occupation. Guests should not remove any items from the property. *£100 is for UK residents. Any guests from outside of the UK will be charged £120 to cover admin fees.
Nuisance: Guests should not cause nuisance or annoyance to occupants of any nearby properties. If, in our opinion, any person is not suitable to continue their occupation of the property because of unreasonable behaviour, damage or nuisance to other parties, the contract may be treated by us as discharged and we may repossess the property immediately. The Guest will remain liable for the whole cost of rental and no refund shall be due. Please remember this is our home and we would ask Guests to respect it.
Access: Guests must allow reasonable access to the property by the Owner for maintenance given reasonable notice.
Wildlife: As the cottages are in beautiful rural area you may expect to meet some wildlife, including the odd spider, mouse, bird, fly, bee, wasp or other creature, which may make their way into a property unbeknownst to us. Spiders in particular are not considered to be a pest and consume up to 2000 other insects per year. If this is likely to be a problem, it would be best not to book. If any of these creatures are encountered, do not panic, but contact us in a calm and reasonable way – but only if the creatures become a serious menace. Otherwise, just open a window or a door and let them out, as this is usually what they prefer. We reserve the right to take no action if we do not consider the existence of the wildlife to be a serious threat to health.
Complaints: Property descriptions and all details both written and verbal are given in good faith and believed to be correct, but interpretation thereof can be subjective and as such their accuracy cannot be guaranteed. Property details may vary over time from photographs and descriptions on our websites.
Disputes: Any dispute arising from the booking will be between the Guest and the Owner. No complaints can be considered unless notified during the Guest’s stay in the property. It is the duty of Guests to minimize any loss to them and therefore it is their responsibility to inform the Owner at the earliest possible opportunity of any problem.
The responsibility for the upkeep of the property and any relevant Health and Safety considerations lie with the Owners. Complaints received after departure cannot be accepted as the Owners have had no opportunity to resolve the complaint at the time.
Liability: We cannot accept responsibility for any material loss, damage, additional expense or inconvenience directly or indirectly caused by or arising out of the property, its plumbing, gas, electrical services or exceptional weather.
No responsibility is accepted for loss or damage of Guests property, including pets, vehicles or vehicle contents belonging to the Guest or any member of their party during the occupancy.
The maximum liability accepted by the Owners will be the total cost of the holiday as paid by the Guest. No other expenses such as travelling costs or alternative accommodation will be accepted.
Cancellation by us: We reserve the right to refuse any booking and to cancel any bookings already made if the property is unavailable (eg through fire, flood, etc) for any reason whatsoever, subject to a full refund of all monies paid (but no further liability). We shall not be under any other liability if such cancellation occurs.
No Smoking: There is a No Smoking policy within our properties. Smoking is permitted in the gardens, provided that the ash trays are used.
Force Majeure: We cannot accept responsibility or liability for any alterations, delay or cancellation or any other loss or damage caused by war, civil strife, terrorist action, industrial disputes, fire, sickness, bad weather, epidemics, acts of any government or public authority, or any other event outside ‘our’ control.
Waiver: The failure of us to enforce this agreement, at any time or for any period of time, does not constitute and shall not be construed as a waiver of such term or right.
Miscellaneous: The Guest agrees that the contract with the Owner is made at the Owner’s premises and that any proceedings between the parties shall be conducted in the County Court nearest to the Owner.
These booking conditions supersede all previous issues.
1st July 2019