Terms & Conditions

1.  Deposit & Booking Process:

1.1 To place a booking with the Hosts the Lead Guest must be at least 25 years of age and the Lead Guest accepts full responsibility for all persons for the duration of the stay.

1.2 To secure any reservation, the Hosts require a “holding deposit” to be paid at the time of booking. The holding deposit amount is equal to 25% of the total accommodation cost, plus any extras such as dog charges etc. Dates cannot be held without a deposit paid. To complete the reservation, the remaining 75% of the accommodation cost and any extra charges must be paid at least 4 weeks prior to the arrival date. Failure to make this payment will result in cancellation of the booking and forfeiture of any deposit already paid.

1.3 Bookings made via our website are required to pay 25% of the total booking cost including the refundable security deposit due to the set up of our website. Bookings made direct via one of our reservations team members benefit from paying only a 25% deposit of the accommodation amount as we are able to split the two amounts manually. The total cost is the same regardless of how the booking is made, please contact us for more details. We accept no responsibility for errors made when making your reservation on our website. Please ensure you have selected the correct arrival and departure date.

1.4 Should your booking commence within 4 weeks prior to the arrival date, 100% of the total accommodation cost and any extras will be required upon booking.

1.5 A Refundable Security Deposit is due one week before arrival, this must be paid before check in details and property access codes are confirmed. Please read on for more details regarding the Refundable Security Deposit.

1.6 Deposit payments must be ‘cleared funds’ before a booking can be confirmed. Deposits are only refundable under the conditions set out hereafter.

1.7 Reservations can be made online, or by contacting the hosts on +44 (0)1228 307 707.

1.8 Payments can be made via debit/credit card or bank transfer. Refundable deposits will be returned via bank transfer. Cheques and cash payments are not accepted.

1.9 The maximum number of staying guests per property is illustrated on the property details on the website listing.

1.10 The number of people sleeping at the Property may not exceed the number stated on the Booking Form without prior consent from the Hosts. Failure to provide the accurate number of guests present in the property within the stay, will incur a charge and renders the contract open to repudiatory measures by the Hosts. This may result in the Hosts asking the Guests to leave the property.

1.11 Where the person making the booking is different to the Lead Guest taking up the occupation of the Property, the person making the booking and the Lead Guest will be held jointly and severally responsible for any cancellations, non-arrivals, health & safety measures and damages as set-out hereafter.

1.12 Only the Lead Guest and the named booking party are permitted to use the Property and its facilities, any third-party visitors are only allowed access upon express permission from the Hosts.

2.  Refundable Security Deposit:

2.1 A Refundable Security Deposit is due 1 week before arrival, this must be paid before check in details and property access codes are confirmed. To complete the booking, the Guest must transfer cleared funds for a Refundable Security Deposit one week prior to their arrival date.

2.2 The refund processing time is typically within one week of your departure date.

2.3 The Refundable Security Deposit is added to the cost of your holiday for the host’s peace of mind. The amount varies per property as detailed below:

· The Big Pink House £750 per property per stay

· Four Oaks House £500 per property per stay

· Four Oaks Cottage £250 per property per stay

· Four Oaks Apartment £150 per property per stay

2.4 By booking with us, you agree to compensate us for all loss and damage arising directly or indirectly to the property and its contents, from any deliberate or negligent act or omission by yourself or any person, and to pay us without limitation upon written demand, our costs in making good any such damage and cleaning. The Refundable Security Deposit will only be returned once the hosts are satisfied that all the terms and conditions of the rental have been complied with and the accommodation and facilities are left in a satisfactory condition, with no major damages.

2.5 The Hosts reserve the right to charge the Lead Guest for any damages caused through the course of a booking by any of the Guests in the booking party or any person/s that entered the Property with agreement of any of the Guests. This includes but is not limited to breakages, spillages, stains, damage to the Property, furniture or fixtures and fittings. Any accidental damages should be reported as soon as possible in order to minimize damage and associated costs.

2.6 Lost or unreturned keys will incur a replacement charge per key lost – in some cases where the Hosts feel it necessary to change the locks, the charge incurred by the Hosts in doing this, may be passed on to the Lead Guest.

2.7 Should any minor damages occur, the hosts reserve the right to request a like-for-like replacement from the guests.

2.8 In the event that your accommodation is left in a less than satisfactory condition and/or there has been a breach of these terms and conditions, your Refundable Security Deposit will not be returned and there may be additional fees due.

3.  Respect:

3.1 All Guests agree to respect the privacy and peace of all other staying guests on the estate, neighbors and the Hosts at all times. The Hosts reserve the right to cancel a booking with immediate effect if the Guests are not honoring this agreement or if they are causing a disturbance/nuisance to other guests on the estate, neighbors or the Hosts.

3.2 All Guests agree to avoid engaging in any outdoor activities, of the nature which are liable to cause noise disturbance or a raised noise level, past 9.30pm. This curfew is only relevant to our Four Oaks Estate properties.

3.3 If, due to a breach of this agreement, the Hosts cancel the booking, all the Guests agree to peacefully leave the Property and remove all the Guests possessions with immediate effect. In the event the Hosts cancel the booking due breaches of the agreement, the Hosts will not be liable for any charges incurred by the Guests whether this be alternative accommodation or travel arrangements but not limited, nor will the Host be obliged to provide a refund to the Guests. It will be entirely at the Host’s

discretion whether the refundable security deposit is retained or refunded and notice need not be given should the Host choose to retain the deposit.

4. Check-in & Check-out:

4.1 Guests must check-in and check-out by the times stated below;

· Check-in from 4pm and before 10pm on day of arrival (unless a different time has been agreed prior, with the Hosts)

· Check-out by 10am on the day of departure (unless a different time has been agreed prior, with the Hosts)

4.2 The Hosts can sometimes offer an early check-in or late check out, if required. This will be subject to a fee of £20 per extra hour taken, limited to 4 hours on either side of the normal checking in/out times. All early check-in or late check-out agreements are subject to availability.

4.3 A charge is required as earlier arrivals or later checkouts will often mean the Hosts will be required to alter cleaning staff requirements and rely on additional resources, if possible.

4.4 Any early check-in or delayed departure must be agreed with the Hosts prior to the relevant check-in or departure time.

4.5 Check-out beyond the time of agreed departure will incur a fee or a full nights rate which will be determined by the host at the time.

5.  Cancellation, Returned Deposit & Non-Arrival Conditions:

5.1 Should you wish to cancel your stay please contact us as soon as possible. In the first instance, the reservations team will endeavour to find an alternative date for your stay. This is a goodwill gesture and can only be used once. All date changes are subject to availability and the new date chosen may incur an additional cost dependent on the rate available. Please note that we cannot carry any special offers forward.

· Cancellations made 10 weeks (70days) or more before the arrival date:

Guests will lose 15% of the total accommodation cost from the initial deposit paid. The remaining balance of the deposit will be refunded.

· Cancellations made between 10 weeks (70 days) and 4 weeks (28 days) before the arrival date:

Guests will forfeit the full 25% deposit, including any payments made for extras.
No further refund will be issued.

· Cancellations made within 4 weeks (28 days) of the arrival date, or failure to arrive (no-show):

Guests will be charged the full amount of the stay.
Only the security deposit, if applicable, will be refunded.

5.2 Guests are advised to take out their own travel insurance to protect their funds.

5.3 In the rare occurrence where the Hosts need to cancel the booking with the Guests, the Hosts will not be held liable for circumstances that are beyond the Hosts’ control and the Hosts’ liability to the Guests is limited to the refund of any payment already made by the Guests.

5.4 If the Hosts are forced to cancel the booking with the Guests due to breaches of terms of by said Guests, the Guests will not be eligible for a refund or compensation from the Hosts.

5.5 In the rare occurrence where the Hosts need to cancel the booking with the Guests, the Hosts will not be held liable for circumstances that are beyond the Hosts’ control and the Hosts’ liability to the Guests is limited to the refund of any payment already made by the Guests.

5.6 If the Hosts are forced to cancel the booking with the Guests due to breaches of terms of by said Guests, the Guests will not be eligible for a refund or compensation from the Hosts.

6. WiFi Fair & Appropriate Usage Policy:

6.1 Guests accept to use the Wifi Internet access fairly and appropriately. The Hosts reserve the rights to monitor network usage to maintain a fair and high level of service to all our guests.

6.2 The Internet access provided by the Hosts is intended for general use such as access to the world wide web, email, messaging, social media, light video/music/media streaming. It is not intended or ideally suited for heavy media streaming, online gaming, extensive downloads/uploads. Access to illegal activity or the use of the Hosts network for illegal activity is prohibited and will be reported if necessary.

Lost or Stolen Property:

7.1 The Hosts shall not be responsible for any of the Guests’ property lost or stolen either from the Property or from any parking, storage, or common area in or about the property. Guests assume all responsibility for the security and safekeeping of any such property.

7.2 In the event that the Host does recover ‘Lost Property’, the Host will only store these for a maximum of 8 weeks, after which, if not claimed, the items will be disposed of and the Guests will not be at right to claim against the Hosts for these losses or resultant losses.

7.3 Collection of any ‘Lost Property’ from the Hosts would have to be arranged by the Guests – at their expense. The Hosts may offer to post lost items for a £10 handling fee plus postage.

8.  Smoking & Drug Use:

8.1 Smoking of any tobacco products including, but not limited to cigarettes, pipes, e-cigarettes, e-liquids, cigars, snuff or chewing tobacco, is only allowed in designated outdoor areas as sign posted throughout the outdoor areas of the property and is in accordance with the Health Act 2006.

8.2 The use of illegal drugs are not permitted anywhere in the Property or on the estate. Any evidence of drug use will be reported to the local authorities.

8.3 We aim to keep the environment fresh and inviting to everyone. An additional cleaning fee of £500 will be applicable if evidence of smoking is found in prohibited areas.

9. Pets & Service Dogs:

9.1 Dogs are allowed to stay at a charge of £20 per dog per stay.Dogs must be included within the final number of guests before arrival.

9.2 Guests accept full responsibility for the health and safety of their dogs and must ensure that there are no noise complaints made by nearby guests/properties.

9.3 Damage caused by dogs must be reported at all times to the Hosts, including, but not limited to, holes dug in the garden, chewing and popping of balls and toys on site.

9.4 Guests are solely responsible for picking up their dog’s mess, and ensuring dog hair/odor within the property is kept to an absolute minimum. An additional cleaning fee of £50 may be applicable if this is not adhered to.

9.5 Dogs are prohibited from entering the Hot Tub area, including but not limited to the decking surrounding it.

10.  Parking:

10.1 On-site private parking is provided with each Property. Only the indicated parking areas may be used – any alternative neighboring parking areas may NOT be used.

10.2 If the Lead Guest requires more than two parking spaces with their booking specifically for Four Oaks Cottage or Apartment, they should contact the Hosts to arrange.

10.3 The Hosts cannot guarantee that more than the amount of parking spaces specified on the website can be provided but will always try to see if more parking spaces can be provided to accommodate the Guests.

10.4 All Guests accept that they park their vehicles at their own risk and accept responsibility and liability for any damages or accidents occurring out of this.

11. Health & Safety Policy:

11.1 Lead Guest(s) accept responsibility to ensure all Guests adhere to the Hot Tub and any other amenities’ (e.g. game rooms) guidelines, provided onsite at all times. If they are unable to locate/understand the rules, guidance must be sought from the hosts either via email or phone contact BEFORE using the hot tub/amenities to ensure they are fully appraised of the safety procedures.

11.2 Any injury or death resulting from negligence or contravention/non-compliance of these safety rules, will not be the liability of the Host and the Lead Guest(s) fully accept responsibility for compliance with these procedures and will be liable for any outcome of non-compliance.

11.3 Lead Guest(s) must accept responsibility to follow the Cleanliness/Maintenance procedures detailed in the Hot Tub guidelines to ensure the hot tub remains in a hygienic and sanitary condition clean throughout the stay. This will help to prevent the breeding of germs or infection. Instructions and essential chemicals are provided for each guest’s stay.

11.4 The Lead Guest(s) accept responsibility for supervision of children at all times, indoors and outdoors, and any mishaps resulting from a lack of adequate supervision. Guests with health conditions (e.g., heart issues or pregnancy) should consult a doctor before use of the hot tubs.

12. Security Policy:

12.1 The property is monitored by CCTV, external/outdoor perimeter of the property ONLY, for safety and security purposes (with visual and audio recording capacity). Your privacy is important to us and we use this system only for ensuring safety. Guests may request footage via an online form at footage.elasticgroup.co.uk

13. Your Personal Details & Privacy:

13.1The Hosts are required to keep a register of all guests of ages 16+ who book with the Hosts. This includes full names, addresses and nationality, and/or passport numbers, place of issue, details of next destination (if they are non-British, Irish or Commonwealth guests). This is in accordance with the Immigration (Hotel records) Order 1972. These records are kept for a minimum of 12 months and in accordance with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation).

13.2 The person booking, Lead Guest and Joining Guests confirm that to the best of their knowledge, any personal information or information provided to the Hosts with regards to the booking is accurate and that they have no intention, nor are they aware of any persons from their party who have the intention to mislead the Hosts by providing inaccurate information.

13.3 The Host’s policy surrounding the personal details that Guests provide as part of any booking or enquiry through this website / or third-party website, including the privacy of those details, are explained and set out in the Host’s Privacy Notice & Policy.

13.4 By making a booking for this listing, Guests accept that any reviews they leave or any entries they make on an online review forum, if available, will not contain personal information or details you would not want disclosed. Any entries containing personal details or offensive information that may fall into the DPA and GDPR may be removed and destroyed.

14. Terms References & Further Information:

14.1 Guests may find the following link useful to further understand the Host’s booking terms and conditions, including information about your personal data privacy and data protection.

Health Act 2006:

https://www.legislation.gov.uk/ukpga/2006/28/contents

Immigration (hotel records) Order 1972:

https://www.legislation.gov.uk/uksi/1972/1689/contents/made

Overview of the GDPR – General Data Protection Regulation:

https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/

Data Protection Act 1998:

http://www.legislation.gov.uk/ukpga/1998/29/contents

Privacy and Electronic Communications Regulations 2003:

http://www.legislation.gov.uk/uksi/2003/2426/contents/made

The Guide to the PECR 2003:

https://ico.org.uk/for-organisations/guide-to-pecr/

Hosts Right to Cancellation: The Hosts reserve the right to cancel any booking without compensation, refund or reimbursement if the terms of these conditions are breached.

Applicable law: These terms and conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by and construed in accordance with English law.