Booking Terms and Conditions
COVID-19 update to terms and conditions:
If COVID-19 is still an issue in the run-up to your stay, payment will be due 2 weeks before arrival, rather than our more usual 6 weeks before arrival.
If your stay does not go ahead because we are unable to provide accommodation due to COVID-19, we will refund all monies paid. Our standard terms and conditions apply for cancellations in all other circumstances.
If you or anyone else in your party show signs of COVID-19 or are contacted by the NHS Track and Trace team prior to arrival, you must stay put and self-isolate at home. Inform us immediately and we will try to re-sell your holiday. If we managed to re-sell we will refund all monies paid.
If you or anyone else in your party show signs of COVID-19 whilst staying at the cottage, you must inform us and travel home to self-isolate if this is reasonably possible. If this is not possible, and self-isolation is required to take place at the cottage, you will be liable for all fees for all bookings affected by this self-isolation.
All bookings are made and accepted subject to these conditions and are provisional until receipt of the reservation/security deposit of £100 (or payment in full if less than 6 weeks before the start of your holiday) and the booking form has been completed.
Beds are made on arrival; towels (including beach towels from May to Sept) and tea-towels are supplied. For guests with small children, a travel cot, highchair, baby bath, potty and toddler step stool are provided. They are used at your own risk. We do not provide a stair-gate.
Arrival and departure times
To give our housekeeper time to prepare the cottage for your visit, we ask that you do not arrive before 4.00pm and leave no later than 10.00am on the day of departure. Your cooperation is appreciated.
Confirmation of booking
A reservation deposit of £100 must be paid within 3 days of our receipt of your booking. If you book within 6 weeks of your holiday, payment must be made in full at the time of booking. Bookings are provisional until the deposit has been paid and the booking form is completed. All bookings are subject to availability. The party leader must be at least 18 years of age at the time of booking. Your booking is made as a consumer and you agree that no liability can be accepted by us for any expenses, costs, losses, claims or other sums of any description which relate to any business, howsoever suffered or incurred by you. When we issue a confirmation to you, this signifies that we have entered into a contract with you, which is subject to these conditions. We reserve the right to refuse any booking before booking confirmation is issued and if we do this, we will inform you and promptly refund any money you have paid us. As soon as you receive the confirmation, you should check it carefully and any errors should be reported to us immediately.
Payment of letting fee
Once a booking is accepted, you are responsible for payment of the full letting fee. This must be paid 6 weeks before your arrival date, or immediately on booking if you book within 6 weeks of your arrival date. Your reservation deposit is not applied towards the letting fee but converts to a damage deposit when full payment is received.
Payments should be made by bank transfer to our account. Please label your transaction with your SURNAME. You can pay by personal cheque but the booking will not be confirmed until the cheque is cleared at the bank.
Non-payment of balance
Where the balance outstanding is more than 1 week in arrears we reserve the right to re-let the cottage. However, if we are unable to re-let the cottage you will remain liable for the outstanding balance.
The reservation deposit of £100 converts to a damage deposit once the full letting fee has been received. It will be fully refunded within 14 days of departure provided the following conditions are met:
no damage is done to the property or its contents, beyond normal wear and tear;
no linens or other items are lost or damaged beyond normal wear and tear;
no charges are incurred due to illegal activities or collection of unpaid fees for services rendered during the stay;
all rubbish and recycling is placed in the refuse stores that are situated throughout the site;
whilst cleaning is included in the cost of the cottage we ask that crockery, pots and cutlery, including any grill pans or oven dishes should be washed, dried and placed back where they were found on arrival and the dishwasher emptied; and that where used, the portable barbecue and main barbecue are cleaned and left ready for use by the next guests;
there are no proceedings underway to evict the guest by the owner or agent of the owner;
on your departure, all doors and windows should be locked. The keys for the front door should be replaced in the key-safe. The key safe should be fully closed and the locking dials spun to disguise the number code;
on your departure the spare keys and fob/card for the leisure centre is left in the container filled with shells on the table.
If you have to or wish to cancel your booking, the party leader must telephone us as soon as possible. The party leader must also immediately confirm your cancellation in writing or by email. If the booking is cancelled after the balance of the rental charge becomes payable, such balance shall remain payable notwithstanding cancellation. Cancellation or early departure does not warrant any refund of the letting fee.
In the event of cancellation the following charges apply:
6 weeks or more: Deposit (£100)
Between 4 and 6 weeks: 50% of the total holiday cost
4 weeks or less: 100% of the total holiday cost
Directions to the cottage and details of how to obtain the keys will be sent approximately two weeks before the start of your holiday. This information will not be released until the reservation/security deposit and the letting fee have been paid in full within the time schedule and the booking form completed.
N.B. Lost keys will be charged at £20/set. Lost leisure centre pass cards will be charged at £20.
The cottage is strictly no smoking properties, this includes the use of e-cigarettes.
Dogs are welcome, provided that no sign of the dog is evident in the house or garden at the time of departure. We will inform you of any damages made by the dog and any additional charges within 7 days of your return from holiday.
If you are here with your dog we ask that you abide by the following rules:
if your dog is used to sharing the sofa with you, please bring throws to cover the sofas (there are 5 sofas in the cottage) and ensure that they are free from hairs and marks when you leave;
dogs are allowed upstairs in the bedrooms but are not allowed on the beds at any time, for any reason;
if dogs are left unattended in the cottage while guests are out, they are contained within a suitable pet enclosure or cage so that they cannot roam around the cottage, as dogs can become distressed if left alone, somewhere unfamiliar;
if accidents do occur inside the cottage, please clean up thoroughly and notify us so that additional cleaning can be undertaken if necessary.
The maximum occupancy of the cottage is 4 plus one infant. Please do not exceed this number. The names of all guests must be included on the booking form
The cottages are part of The Bay Filey development. Whilst you are staying you are responsible for ensuring that all in your party show due consideration for other parties (to include, but not be limited to, refraining from abuses of the property and/or dangerous, offensive or rude behaviour to us, our representatives or any third parties).
Please park considerately. There is parking available directly in front of the cottage.
Wi-fi is available throughout the cottage via the cottage network. You will need a password for access, which we will supply. If it fails we will do everything possible to get it reconnected but we do not guarantee availability. The speed may not be as fast as you are used to and you may not be able to watch films or stream programmes. Please use the internet responsibly and ensure that illegal material is not viewed or downloaded using our wi-fi. Should our internet service provider alert us to any illegal activity, we are legally obliged to provide details of the guests who were staying at the time that the infringement occurred to the relevant organisation(s).
Breaking the terms and conditions
In the case of infringements relating to the booking terms and conditions, in particular for any member of your party failing to show due consideration for other parties, you may be asked to leave before the end of the holiday. If this happens we will treat your holiday as having been cancelled by you and you will not be entitled to a refund of your holiday cost or compensation.
Any difficulties you have must be reported to us straight away, as they cannot be rectified after your holiday. If you return home before telling anyone of your difficulties and your claim doesn’t involve personal injury/death then we cannot accept any liability.
Access by the owner
It may be that we or our representatives need access to the property. Where this occurs we will do all that we can to minimise the impact on your holiday but you must to allow us or our representatives access to the cottage at any reasonable time.
Personal injury and liability
We cannot accept responsibility or liability for any death or personal injury sustained, or damage or loss of property brought to the premises. This also includes any vehicles parked in the area. You must take all necessary steps to safeguard your personal property. No liability is accepted by us in respect of damage to, or loss of, such personal property
Accommodation becoming unavailable
We do not expect to have to make any changes to your booking, but occasionally problems occur and bookings have to be changed or cancelled. If this does happen, we will contact the party leader (by telephone where reasonably possible in the case of a significant change or cancellation, minor changes will be notified by e-mail or post) as soon as is reasonably practical, explain what has happened and inform you of the cancellation or change. If a significant change has to be made (and the change is not acceptable to you) or your booking has to be cancelled, you will receive a full refund of all monies paid to us.
Events beyond our control
We will do our best to ensure that all advertised services are available during your stay, but cannot be held liable for any interruption or breakdown in services due to ‘force majeure’ or other events beyond our reasonable control. Compensation payments will not apply where we cannot fulfil our obligations due to circumstances beyond our control. This would mean any event we cannot foresee with all due care, including but not limited to industrial dispute, adverse weather conditions, fire or natural disaster.
We strongly advise guests to take out their own fully comprehensive holiday insurance to cover cancellation of booking and all eventualities, as once confirmed no refunds are repaid. Guests are legally responsible for payment in full.
We are committed to safeguarding the privacy of our guests and here we explain how we will handle your personal data. We explain why we collect it, what we will do with it and how long we will keep it.
Why we collect your data: when you book with us we collect the following personal data via our booking form: name, address, contact telephone number, names of all guests and number of pets, arrival time and any other information that you think may be relevant. We collect this as we have a legitimate interest in these details under Article 6(b) of the GDPR 2018 in order to effectively administrate for your holiday.
What we will do with your data: We use your data in order that we can contact you in respect of your holiday and ensure that they cottage is set up for the appropriate number of guests and pets. Your data is password protected and we are the only people who have access to it. We will not share your data with any third parties and we will not send you marketing emailed without your express consent which you may retract at any point by emailing email@example.com
How long we will keep your data: For the purposes of demonstrating to the UK tax authorities the legitimacy of our bookings and rental income, we will store your data for seven years and it will be deleted at the beginning of the eighth tax year after your last stay with us.
You are entitled at any time to request to see a copy of all the data held on you. If you wish to see this please email us at firstname.lastname@example.org. If you are not satisfied or believe that we are processing your data illegally, you can complain to the Information Commissioner's Office: www.ico.org.uk