Haddon Grove Farm Cottages Booking Conditions

PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY BEFORE MAKING YOUR BOOKING

CONTRACT


The contract for a short term holiday rental shall be made between the Client, the person or persons named in the confirmation order and all members of the booking party [ referred to as “you” or “your”]  jointly and severely and Haddon Grove Farm Cottages (HGFC) [referred to as “us” or “we”] in the following Terms ad Conditions. The Client must be a member of the booking party and cannot re-assign/ transfer the rental, or sub-let a part of it to someone else. The Client certifies that he/she is authorised to agree to these Terms and Conditions on behalf of all persons in the booking party and also agrees to take full responsibility for ensuring that all members of the party adhere to the Terms and Conditions here within. 

 

Booking procedure:

Whilst we are prepared to consider requests for the reservation of properties and we may offer the facility of provisionally holding a booking any such arrangement shall not render us liable if (i) you do not confirm your booking and a contract is entered into, in accordance with these Terms and Conditions, within a provisional holding period agreed by us or (ii) the property becomes unavailable for occupation during the period reserved.

In the event of (i) or (ii) any reservation, holding fee would be refunded.

 

Your Booking:

The contract shall be entered into when HGFC have received your deposit and issues the confirmation and will be subject to all of the following Terms and Conditions. The Client must be at least 18 years of age at the time of booking  and the booking form must list names, addresses and ages of your party. Your confirmation will set out the accommodation you have booked, the dates of your booking, the total amount payable for your booking and the dates on which payments are due. We will issue you with your confirmation invoice by email or, if requested, by post. No reminders are sent out. 

We reserve the right to decline an application and in the event that we do, the full amount of monies paid by you on account, for the booking, will be refunded.

Payment:
A deposit of 25% of the rental fee is payable if the booking is made more than 2 calendar months prior to the start of the rental period. For group bookings ( the booking of more than one cottage) the deposit shall be 40%. The balance must be paid at least two calendar months prior to the start of the rental period. For all bookings made less than 2 calendar months prior to the start of the rental period, the rental must be paid in full. Non-payment of the balance on or before the due date shall be construed as a cancellation of the contract by the Client. If this happens you will be subject to the cancellation charges set out in the sections 'failure to pay' and 'cancellation'. 

FRAUD PREVENTION
We will never email or otherwise electronically message (such as WhatsApp/SMS/text) you to advise you about changes to our bank account details, nor will we accept bank account details from you by email or electronic messaging.
If you do receive an email or electronic message purporting to be from us notifying you of a change in bank details, we would ask that you ring the office before sending any money. These measures have been put in place for our mutual protection. Please be vigilant. 

 

Changes:

We reserve the right to amend the price quoted at any time due to errors, omissions, tax changes or withdrawal of promotional offers. In such circumstances we will contact you as soon as we become aware of the increase in charges. If you do not wish to pay the increase amount you shall be entitled to cancel the reservation and receive a full refund of all monies paid, on account, in respect of the reservation. Provided notice of cancellation is given  within seven (7) days of you receiving notice of the amendment to the price to be charged from us and all conditions under the sections 'payment' have been upheld.

We do not expect to have to make changes to your booking however sometimes problems or unforeseen events happens. We will only change you booking if it is for reasons of necessity (eg, essential safety work) or due to matters beyond our reasonable control. In any event we will notify you as soon as we become aware of the reason and we will do our utmost to offer you a suitable alternative booking. If we are not able to offer you a suitable alternative, or if you do not accept the alternative we offer, we will refund you the total amount you have paid on account for the booking. We will only be responsible for foreseeable losses that you incur as a direct result and obvious consequence of the change or cancellation; that is limited to the monies paid in respect of your reservation under the conditions of this agreement.

A Client's request to change a booking will be considered, however we cannot guarantee that we will be able to meet with any such request and we reserve the right to charge an administrative fee of £50 in the event it can be facilitated and a change of booking is made. Plus if the change of booking has associated increased rental costs you will be notified and these will become due and payable as per the section 'payment' In the event a change cannot be accommodated and you do not want to keep to your original booking this will be deemed a cancellation.

 

Failure to pay:

Non-payment of any sums payable under the section 'payment' may be treated as a cancellation of your booking and we will be entitled to re-let the property without reference to the Client and under the Terms and Conditions set out in the section 'cancellation'.

Cancellation:

(All applicants are advised to take out holiday cancellation insurance)
Any cancellation made by the Client for whatever reason must be confirmed in writing and sent to  Haddon Grove Farm Cottages, Monyash Rd, Bakewell, Derbyshire. DE45 1JF. Or by email to bookings@haddongrovefarmcottages.co.uk . You shall remain liable for all the payments due in respect of the reservation/booking whether or not they have been paid at the time of the cancellation. However on receipt of a notice of cancellation, HGFC will, using all and every reasonable endeavours, seek to re-let the property for the period of the cancelled booking. If HGFC succeeds in re-letting the property at the full price it shall refund all monies paid less a £100 administrative charge. If HGFC only succeeds in re-letting the property for part of the period booked or at a discounted price, it shall refund an amount equal to the money paid by the Client less 1) the difference between the full price for the whole period and the re-let price received and 2) an administration charge of £100 

If HGFC is unable to re-let the property at all, then all monies in the contact, both paid and owed by the Client, shall be owed to HGFC.

 

The Rental

You will be provided with a 'welcome pack' at you accommodation that contains important information about your stay with us. Please ensure you and all members of your party read this carefully on arrival.

Please ensure that you and all members of your party familiarise yourselves with the layout of the  property, your accommodation, the fire exits and drill.

 

Period of hire:
Rentals commence, unless otherwise notified, at 4pm on the day of arrival and terminate at 10am on the day of departure.  Failure to depart on time will result in you being charged a further days rental. You must only use the accommodation for the purpose of your holiday/ vacation. All properties are strictly to be used for the number of guests agreed to in the confirmation (see occupancy) Clients are requested to contact HGFC on 0345 634 4163 at least one week prior to their date of arrival in order to make final arrangements for their time of arrival and to make arrangements for key collection

 

Included in rental:
Reasonable  electricity usage*, bed linen and tea towels. Use of Leisure Centre including swimming pool and games room. Use of BBQ facilities (subject to availability) 

 

Not included in rental:
Towels and swimming towels are not provided but are available to rent at £5 per person. (see exception note below) Cots and high chairs are available on request at time of booking (subject to availability).   Please note that House Towels ( not swimming pool) are provided for our 5* Star properties The Farmhouse and Pippinwell. 

Excessive use of  electricity will be charged at cost. (Details on request).
 

Occupancy:

The number of persons occupying the property must not exceed the maximum number stipulated on the website/booking form. We set maximum occupancy limits in line with the properties facilities and equipment plus health and safety requirements. HGFC reserve the right to refuse entry to the entire party if this condition is not observed. Parties must not exceed the numbers specified unless by arrangement and agreement by HGFC and we reserves the right to ask customers to vacate if this is abused. This must be adhered to and any requests for any persons other than your party being able to use, or share, the facilities of your property must also be arranged and agreed to by HGFC. Any such refusal of entry or eviction by us due to such a serious infringement of these Terms and Conditions will incur a forfeiture of all monies due and or paid plus possible further charges in the event that damage has been caused to the property and facilities due to the excessive use the over occupancy caused.
 

Good housekeeping:

You are charged a £30 housekeeping fee, as part of your booking. This is kept temporarily to ensure that the cottage is left as you find it. 

You must keep the cottage and its contents clean and tidy and leave them in the same condition as when you arrive. Should you discover that anything is missing, damaged  or untoward on arrival at your property you must notify us immediately. If you do not, you could be held responsible and your housekeeping deposit will be witheld. If your cottage key is found to be missing upon your departure, your housekeeping deposit will be retained. Providing all is as it should be your Housekeeping deposit will be refunded after your departure. It will be refunded by bank transfer please provide your bank details to make the payment back to you. 

If you leave any of your possessions/belongings behind on your departure please contact us as soon as possible and we will work with you to endeavour to return things as swiftly as possible. There will be a minimum £25 charge for returning lost items. Any lost property will only be held for a maximum three months, at our discretion, after which it will be disposed of, at our discretion.

 

Care of the property/Damages:
The Client shall take all reasonable and proper care of the property and its furniture, pictures, fittings and effects in or on the property and leave them in the same state of repair and in the same clean and tidy condition at the end of the rental period as at the beginning. We request that you notify us of all and any incidents immediately and though we do not normally charge for minor incidentals whether accidental or non-accidental you remain liable for the cost of any damages, breakages, losses and any extra expenses, including cleaning, repair or replacement costs to the property and or contents which are incurred due to non-compliance with this condition.

 

Damages:
Haddon Grove Farm Cottages reserves the right to charge in full for any damages or loss caused as a result of non compliance to the Terms and Conditions by you or any member of your party or guest of your party.  ’ You will be notified in writing or email of the details of any and all extra costs incurred within 14 days of your departure and this will be taken from your card details. If you have made payment by bank transfer, upon arriving for your stay you will be asked to leave your card details with reception. Once all necessary checks have been made of the property post your departure, your details will then be destroyed.

 

Your responsibility:

You accept that the responsibility for personal property of all members of the booking party is yours/at the owners risk. All vehicles are also left within HGFC at the owners risk

 

Behaviour:

You must not use the accommodation, or allow it to be used, for any dangerous, offensive, noxious, noisy, illegal or immoral activities. You must not cause any nuisance or annoyance to any neighbours or anyone else during your stay. We do ask that in consideration of other guests noise is kept to a minimum between the hours of 11pm and 7am.
 

Smoking:
All of our properties are non-smoking properties. Please note that smoking is not allowed anywhere within the cottages and, or communal grounds of HGFC. We reserve the right to seek compensation (including consequential loss) for any damage and additional costs of cleaning (such as curtains etc) or redecorating (eg, replacing smoke stained fixtures and fittings)) caused by a client 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 guest who subsequently demands compensation from ourselves. We reserve the right to seek compensation for all losses and costs caused by any serious damage (eg. Fire) caused by smoking anywhere within the grounds of HGFC.

 

Pets:

We only accept dogs (and only those not listed under the Dangerous Dogs Act). in certain properties, namely  Dandelion and Buttercup-Down. HGFC regrets that dogs are strictly not permitted in any of the other properties. Please make sure your dog does not go in any other properties, if we find that this has happened you will be billed £150 deep clean charge. You must inform us at the time of booking if you wish to bring a dog to one of our dog friendly properties.  These conditions also apply to 'assistance dogs' of any kind. No other pets are allowed anywhere at any time. A charge of £25 will be payable per dog per week or part week. We reserve the right to accept only one dog per booking and the right to seek compensation for any damage and excessive cleaning costs caused by your dog. Owners are asked to take a responsible attitude to ensuring that dogs stay off the furniture, bedding etc. Any additional cleaning required will be taken directly from the Client using the card details provided at the time of booking. Dogs are accepted on condition that they are up to date with flea and worming treatments,  must not be left alone in the cottages, are kept under control at all times, are on a lead whenever outside the cottage and they must not foul anywhere within the grounds of HGFC. Suitable walks are available from the front gate of the farm. Please note that although we actively monitor our property usage, and we have full time staff on site,  we are unable to absolutely guarantee that non-pet properties have never had a pet in them and are therefore unable to make any warranties with regard to any allergies or other illnesses caused by exposure to pets in any of our cottages

Play equipment and leisure facilities:

It is extremely important to know that we have no life guard and/or any monitoring of swimmers using the pool by any member of Haddon Grove staff at any time. The use of these and any of our other facilities is solely at your own risk and discretion.

Our Swimming pool facility is accessed by key code with a combination number. For safety and security reason we do not print this code in any of our on line literature or correspondence  The number will be provided to the individual checking in your party when you arrive. This individual must be over 18 years of age and must take full responsibility for its use. The access code should never be provided to any person or persons under the age of 18 or to any person(s) who is not a member of your group. Additionally you should never keep or leave the door to the leisure facility ajar.

All children using the swimming pool should be supervised at all times.  

Upon placing a booking with Haddon Grove you also agree that you have read these terms and conditions and you agree to take full responsibility for the use of any of our leisure facilities by any member of your party during your stay. The use of all such equipment and facilities is strictly at your own and your party members own risk.
 

Safety:
You must accept responsibility for your own and all party members, including children, safety at all times. 

In  particular, (See conditions on swimming pool code-operated lock above ) the pool facility should strictly not be used at anytime before 7am or after 10pm or at times when the pool is being treated. Please note that the swimming pool is covered, when not in used, with an energy efficient cover. To remove the manually operated cover prior to use requires 2 persons to operate the cover mechanism. No person or persons should ever try to walk or jump on the cover. The cover is designed for thermal protection only.

Entering the swimming pool by any person or persons at any time while the pool is covered, either fully or partially is Strictly Forbidden. 
Parents are also responsible for supervising children using the play area. All and any children’s safety equipment (cots, high chairs, etc) provided by us is also used at your own risk

Internet Usage:

 We provide wireless internet access free of charge for the duration of your stay, which is subject to the following conditions.  The use of the internet enables you to access e-mail and browse the internet.

Prior to using our complimentary Internet service please be aware of the following Terms and Conditions:

General

To enable you to access e-mails and browse the web at your convenience we have installed a 'free of charge' broadband internet service. This can be accessed from your own laptop/pc/Tablet/Smartphone which you can connect via one of the HGFC security enabled Wi-Fi access points around the site​. Passwords and user ID's etc can be obtained from your cottage.

Before using the system, there are a few points you need to be aware of:

Service Level

We only offer this service on a 'reasonable effort' basis and cannot guarantee that all devices will work with the network nor can we guarantee the level of availability, security or quality. It should be noted that although the signal strength is adequate in all cottages for laptops and tablets some smaller devices may find difficulty in connecting throughout the cottage.

Usage

The internet access we provide is primarily designed to enable our guests to access their e-mails and for general web browsing.  The service is not suitable for gaming, video streaming voice over IP (skype etc), video conferencing, TV broadcast downloads, large file downloads, video or audio streaming and any other network intensive services. We reserve the right to disconnect any guest from the network where attempts to use these services are causing disruption to the network.

Monitoring

We have been informed by our Internet Service Provider (ISP) that they monitor our inbound and outbound traffic and have automatic triggers on most known illegal sites. This is to protect themselves and us from any legal implications of users downloading illegal copyrighted material and accessing offensive websites etc. We, therefore, reserve the right to monitor all guest traffic and where necessary immediately disconnect guests from the network, if it is clear that a infringement has been made.

Confidential Information

Although we have taken efforts to secure our network with firewalls etc our network should not be treated as a secure network and your device is therefore potentially vulnerable. Please ensure that your devices' security settings are configured for use on a 'public' network.

Sending E-mails

Most ISPs will not allow their users to send mail from outside of the ISP's network (unless they have some means of authenticating where the e-mail has come from). This results in guests being unable to 'send' e-mails from their PCs using Outlook etc. The only alternative to this is to use the service providers Web-mail interface. For those of you already using this type of e-mail (Hotmail, Gmail etc) there should not be any problems.

Wi-Fi Services

When using the wi-fi service the guest agrees at all times to be bound by the following provisions:

Not to use the wi-fi service for any of the following purposes:

    1. Disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws.

    2. Transmitting material that encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice.

    3. Interfering with any other persons use or enjoyment of the wi-fi service.

    4. making, transmitting or storing electronic copies of material protected by copyright without permission of the owner,

  1. To keep any username, password, or any other information which forms part of the wi-fi service security procedure confidential and not to disclose it to any third party.

Infringements of the above could lead to immediate termination of the service and we reserve the right to pass required information to relevant authorities if it is deemed, a serious breach has occurred or if we are required to do so by law.

Termination Of The Wi-Fi Services

We have the right to suspend or terminate the wi-fi service immediately in the event that there is a breach of any of the provisions of these standard conditions including without limitation:

  1. If the guest uses any equipment which is defective or illegal;

  2. If the guest causes any technical or other problems to our wi-fi service;

  3. If, in our opinion, the guest is involved in fraudulent or unauthorised use of the wi-fi service;

  4. If the guest resells access to our service; or

  5. If the guest uses our service in contravention of the terms of these standard conditions.

Responsibility

  1. It is the responsibility of the guest to ensure that the wi-fi enabled device is compatible with our wi-fi service. The availability and performance of the wi-fi service is subject to all memory, storage and any other limitations in the guest’s device.

  2. We are not responsible for data, messages, or pages that the guest may lose or that become misdirected because of interruptions or performance issues with the wi-fi service or wireless communications networks generally. Network speed is no indication of the speed at which the guest's wi-fi enabled device or our wi-fi service sends or receives data. Actual network speed will vary based on configuration, compression and network congestion.

Privacy Policy

This statement relates to the privacy practices of HGFC in connection with Haddon Grove Farm Cottages website, www.haddongrovefarmcottages.co.uk

General Statement

Haddon Grove Farm Cottages respects your right to privacy and actively seeks to maintain the privacy rights of those who share personal information with us.

Gathering And Use Of Personal Information 

HGFC does not collect any personal information about you on their website other than information which you voluntarily provide. HGFC only makes use of such information in line with the purpose for which you provided it as is necessary to provide you with the information and/or service you require. HGFC will not disclose your information to any third party without informing you first or unless it is required to use a third party to process the information for us. Should we need a third party to process information, HGFC requires these third parties to comply with their instructions and also require that the third party agree not to use your personal information for their own purposes unless you have explicitly consented for them to do so.

Use Of Cookies

Our website uses cookies which are small text files placed on your computer by our website so that HGFC website scripts are able to analyse how visitors use our website and record visitor preferences. HGFC uses cookies to collect traffic data to the website to help us analyse how visitors use the site. Such cookies are used to collect anonymous data on user behaviour and are not used to identify a user personally. The information stored in the cookie is used to evaluate use of this website and to compile statistical reports on website activity for HGFC.

Disabling Cookies

Cookies may be blocked by adjusting the browser settings on your device. Blocking cookies may cause loss of functionality.

Links

HGFC is not responsible for the content or privacy practices of other websites. The privacy practices on these websites may differ from that on the HGFC website, and it is advised that you review the other websites’ policies before providing personal information.

Right Of Access

You have the right to ask for a copy of your personal data. Should you want to take advantage of this right email us at accounts@haddongrovefarmcottages.co.uk. To protect your privacy, you may be asked to provide suitable proof of identification. If any of your details are incorrect please let us know and we will correct them.

Revisions To Privacy Policy

HGFC may revise this privacy statement from time to time. Changes to this privacy policy will be posted here so you should check this page periodically to review the most recent statement. 

 

OUR RIGHTS

 

Right of entry
HGFC shall be allowed the right of entry to the property if there is an unforeseen problem,  for the purpose of inspection, to investigate a complaint, to carry out any necessary repairs or maintenance or an emergency. We will always try to access the property at reasonably convenient times.

 

Right to evict:

We may terminate our contract with you and ask you to vacate the property immediately, without any refund and or compensation being payable, if (I) we consider that you or your party have committed a serious breach of these Terms and Conditions (ii) you or your party's behaviour  does not comply with the rules within these Terms and Conditions or if it endangers the safety of our other visitors or staff (iii) we receive verifiable complaints of anti-social or unacceptable behaviour against you are your party (iv) you or your party cause an unreasonable amount of damage to the property or contents (v) you or your party exceed any occupancy and pet rules or limits. 

 

Complaints:
Should there be any cause for complaint during the occupation of the property, it must be notified promptly to HGFC reception and in the case of a serious problem confirmed in writing. We will work with you to ensure that any and all issues are investigated and resolved as promptly and efficiently as possible.

Please not that we will not tolerate/accept any written, verbal or physical abuse towards any of our employees staff and/or agents.

LIABILITY

The Client and all individuals over 18 within the booking party are jointly and severally responsible and liable under these Terms and Conditions
If HGFC fails to comply with its obligations to its Clients, as set out in these Terms and Conditions, then we are responsible f
or any loss or damage you suffer that is foreseeable as a result of our breach. Our total liability in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise arising in connection with the performance or contemplated performance of the conditions of this agreement shall be limited to the monies paid in respect of your reservation under the conditions of this agreement

Nothing in these terms and conditions is intended to limit our liability for (i) death or personal injury caused by our negligence (ii) fraud or fraudulent misrepresentation [or wilful default] on our part

Circumstances beyond our control.( force majeure)

We will not be responsible for any failure to perform (prevented or affected) our obligations under these Terms and Conditions that is caused by an event outside of our control and, or was not reasonably foreseeable or avoidable. An event outside our control means any act or event that is not reasonably foreseeable and beyond our reasonable control. Including without limitation, fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster, government action, extreme adverse weather, strikes or industrial action, terrorist attacks or threat of attack, war or threat of war, civil commotion, riot, invasion, or failure of public or private communications networks (whether intrinsically or from external interference)

WARRANTIES

HGFC does not warrant and is not responsible for the accuracy of any verbal information given or statements made by any of its representatives or agents. 

 

DISCLAIMER

Please be forewarned that it is possible to catch computer viruses or be hacked while utilising computer programmes and accessing web pages. Whilst HGFC has taken all and every reasonable steps to ensure that the pages on its web site are complete, up to date and correct, plus free and safe from interference [including the use of industry standard secure server software (SSL)]; such is the nature of the internet that no assurance can be given that the pages of this site are completely accurate, free and safe at all times. It is a condition of us allowing you free access that HGFC will not be liable for any loss or damage suffered from such discrepancies and third party interference. It is therefore essential that you verify all information with us before taking any action in reliance upon it and you confirm the efficacy of any action you do take.

Note: In the extremely unlikely event that your card details are obtained and or used fraudulently most banks and credit card providers will either cover all charges resulting from the unauthorised use or will limit your liability. Please check your agreement directly with your card provider to establish your cover for liability.   


*Reasonable electricity usage is up to £15 per day in The Farmhouse and Pippinwell,  £10 per day in 2 and 3 bedroom cottages.

Haddon Grove Farm Cottages

Monyash Road, Near Over Haddon

Bakewell, Derbyshire 

DE451JF

0345 634 4163

  © 2016 by Haddon Grove Farm Cottages.