Luxury Lodges in Herefordshire

Key Polices

Terms & Conditions

Bettws Court Retreats Ltd
Lovedee Barn
Pencoyd
St Owens Cross
Hereford
HR2 8JX

Telephone: 01989 730996 / 07816 982644
Email: [email protected]
www.bettwscourtretreats.co.uk
 
Please note – When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between us. A contract shall only arise when your deposit is accepted by us and the booking is subsequently confirmed by email.

BOOKING TERMS AND CONDITIONS FOR BETTWS COURT RETREATS LTD: BARN OWL RETREAT, PEREGRINE RETREAT AND KESTREL RETREAT.

By paying Bettws Court Retreats Ltd you are agreeing that you have read these Terms and Conditions and agree to be bound by them.

Bettws Court Retreats includes Barn Owl Retreat, Peregrine Retreat and Kestrel Retreat.

CONTRACT

The contract for a short-term holiday rental will be between the Bettws Court Retreats Ltd Owners (referred to as “us” or “we”) and the person making the booking and all members of the holiday party (referred to as “you” or “your”) in the following booking conditions. UK law will govern the Contract. The person making the booking (‘the booker”) certifies that all members of the holiday party are aware of the terms and conditions of this contract and agree to be bound by them. All members of the party are jointly and severally liable under it. They agree that all communication with them can be through the booker.  Your submission of a booking form constitutes an irrevocable offer to enter into a contract.  This contract of hire is not effective until we have processed the deposit and confirmed receipt via email. The contract will be subject to these booking conditions, and must be complied with. Both members of the party must be at least 18 years of age at the time of booking and at least two weeks prior to arrival we must be provided with a list containing the names and ages of all guests. We must be kept informed of changes to contact details, addresses, telephone numbers and email addresses.

PRICES

Our prices are in Pounds GB inclusive of VAT at the current rate. They are fully inclusive of electricity, heating, bed linen, hand and bath towels, see website for more details.

PAYMENT

We are usually happy to hold provisional bookings for up to 2 days.

DEPOSIT

A deposit of 30% of the rental is payable when booking. Deposits must be paid through our payment processor (Holiday Rent Payment) at the time of booking online. We will review your booking – bookings are only confirmed, and this contract entered, when payment has been accepted and an email of confirmation has been sent, until this point no booking is treated as complete.

BALANCE

A reminder email will be sent ten weeks before your arrival. The balance is payable eight weeks before the arrival date. We reserve the right to cancel a holiday where payment has not been received eight weeks before the commencement date. If a booking is made within eight weeks of the arrival date, the full cost of the rental must be paid immediately. Our preferred method of payment for the balance is via BACS (account information will be provided on request of balance). The main booker can also log on to their booking and pay via Holiday Rent Payment (instructions given online after booking).

CANCELLATION

Cancellations must be immediately notified to us by phone and confirmed in writing by email. Once received in writing we will confirm the cancellation request. Please note that any refund given to you when cancelling your reservation may be subject to deductions, as set out in these terms:

  • In the event of a National Lockdown or the lead booker (i.e. only the address on the booking form) being placed into a tier by the Government which has a Do Not Travel restriction placed on it due to COVID-19 covering your booked period of stay, therefore meaning you will need to cancel, a full refund of rental costs paid will be provided. The refund will be provided into the lead bookers account within 7 days of cancellation. We acknowledge that COVID-19 / Coronavirus related local lockdowns are circumstances beyond your control for which travel insurance does not appear to be easily available. We have therefore agreed to share the risk of you not being able to travel for these very specific local lockdown circumstances.
  • Except for these two specific reasons if a cancellation is made a refund will only be provided if the dates in question are re-let (minus a 5% admin charge to cover our costs and third-party related costs to the cancellation and rebooking, for example bank fees, accounting fees, admin costs etc). We will endeavour to re-let and if successful will refund the whole (minus 5% of your total booking cost) up to a maximum of the rental we achieve for the re-let, bearing in mind that we may have to discount the rental to achieve a re-let at short notice. If we are unable to re-let you remain responsible for the rental payments that have been made and there will be a nominal amount refunded to the extent of direct costs that were not incurred. A few examples:
    • If you book a stay costing £500 and wish to cancel having paid £150 (30% deposit), and we re-let the property for £500 you will be refunded £125 (non-refundable 5% admin fee of total rental cost = £25).
    • If you book a stay costing £500 and wish to cancel having paid a £150 deposit, and we re-let the property for £400 you will be refunded £25.
    • If you book a stay costing £500 and wish to cancel having paid the full cost of your stay, and we re-let the property for £500 you will be refunded £475.
    • If you book a stay costing £500 and wish to cancel having paid the full cost of your stay, and we re-let the property for £400 you will be refunded £375.
    • If you book a stay costing £500 and wish to cancel having paid the full cost of your stay, and we are not able to re-let the cottage, you will be refunded a nominal amount equal to the expected costs of laundry (above minimum charge), welcome pack and utilities (unlikely to be more than £40) to the extent that we have not had to incur such costs in relation to your booking.

Any refund will be made within 14 days of re-let or on the scheduled date of departure from the original booking (in the event we are unable to re-let the property).

We therefore strongly recommend you take out your own travel insurance (see below).

TRAVEL INSURANCE

We strongly advise that you obtain appropriate travel insurance for the UK which covers booking cancellations. Travel Insurance is available at very affordable rates and gives you the peace of mind that you will get your money back if you need to cancel your holiday. There are several suitable options (which also include cover for COVID-related cancellations, e.g. falling ill with Covid (or any other illness), if instructed to self-isolate or quarantine etc):

Trailfinders – https://www.trailfinders.com/insurance#/step1  
PJ Hayman – https://www.pjhayman.com/travel-insurance/staycationplan/    
Coverwise – https://www.coverwise.co.uk/Travel-Insurance/corona-virus.aspx

Or you can look for suitable cover on comparison sites such as  www.gocompare.com

Bettws Court Retreats Ltd is not selling, promoting, endorsing or recommending any particular product, and does not benefit financially from, or have any formal relationship with any of these providers. 

You must carefully read all the information within the insurance policy before purchasing cover as information is continually changing, therefore it is vital you purchase cover that is relevant for your requirements.

If you choose not to purchase travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.

CIRCUMSTANCES ON SITE BEYOND THE CONTROL OF THE OWNER

If for any reason we have to cancel your booking in advance due to circumstances beyond our control at our site – for example fire, flood, exceptional weather conditions or destruction/damage to the property – then we will offer you alternative dates, or we will refund the full amount of the booking. If we have to terminate your holiday early for the above reasons you will be credited/refunded part of the booking fee value based on the time remaining of the booking. This will be the full extent of the liability of the Owners. No additional compensation, expenses or costs will be payable.

FORCE MAJEURE

For all bookings this is any unforeseeable event that is beyond the control of Bettws Court Retreats Ltd. This means we do NOT cover you for your holiday being unavailable due to flood, drought, earthquake or natural disasters, terror attacks, acts of war, hijacking, riots, incidents of civil unrest, nuclear radiation or radiative contamination, terrorism, pandemics, epidemics, general restrictions on movement imposed by local or national Government, interruption or failure of utility service, non-performance by suppliers or any act of god, which may prevent you from taking your holiday. We are not liable to provide a refund for these events to any booking and strongly recommend you have appropriate holiday insurance to cover this possibility (see above). If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.

TERMS OF USE

You must not use the property except for the purpose of a holiday during the holiday period, and not for any other purpose or longer period. The agreement to stay in the property for the holiday period does not create the relationship of Landlord and Tenant between the parties. You shall not be entitled to a new tenancy, or to any assured short hold or assured tenancy or any statutory protection under the Housing Act 1988 or other statutory security of tenure now or at the end of the Holiday Period. On departure, you are requested to leave the accommodation in a clean and tidy condition. This includes washing up, placing rubbish in bin liners and putting in outside bins, ensuring ovens and barbeque are clean and free from grease.

EXCLUSIVITY

For the period of rental the cottage will be for the exclusive overnight use of those named to us by the lead booker prior to arrival for insurance purposes. Any persons other than members of your party must not use the facilities at Bettws Court Retreats. Under no circumstances may more than the maximum number of persons stated on Bettws Court Retreats website occupy the property unless otherwise agreed with us prior to your arrival date. We reserve the right to refuse admittance if this condition is not observed.

ARRIVALS AND DEPARTURE

You may access the property from 16.00 on the day of arrival (earlier arrivals are strictly by arrangement only). The time of departure is strictly 10.00 a.m. This is strictly enforced to ensure we are ready for our next guests.

PARTY NUMBERS

The total number of persons in your party must not exceed 2 in Barn Owl Retreat, 2 in Peregrine Retreat and 2 in Kestrel Retreat. We reserve the right to refuse admittance if this condition is not observed. Details of guests must be supplied to us at least two weeks before your arrival. Those guests so detailed are those who may stay in the property.

CARE OF THE PROPERTY

You are responsible for the property and are expected to take all reasonable care of its contents as well as the facilities and grounds. Breakages and damage must be reported as soon as possible. You must 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, failure to do so will result in additional charges. You must not use the property for any dangerous, offensive, noxious, noisy, immoral activities or carry on there any act that may be a nuisance or annoyance to the owner or other neighbouring properties. Smoking is not allowed in the property.

NOISE RESTRICTIONS

There should be no music playing outside after 10.00pm at either Barn Owl Retreat, Peregrine Retreat or Kestrel Retreat. There should not be an unreasonable amount of noise coming from the property at any point during the day or night.

THIRD PARTY ACTIVITY / SERVICE SUPPLIER (INCLUDING CHEFS)

We do not accept any liability for events or activities booked with a third-party supplier. This includes services which are recommended on our website or by ourselves and services which you find independently that are carried out on site (or off-site) by an external third party – we do not accept any responsibility. Bettws Court Retreats Ltd shall not be held responsible in any manner whatsoever for the loss or damage to any property belonging to the customer, for any offence caused to any person or for any injury in the provision of the services and the customer is held to understand the full nature of the services provided and exercise their full discretion in booking the services of a third party company.

SAFETY

Bettws Court Retreats Ltd carries Public Liability insurance. It has a fire alarm system. A fire extinguisher is available in the kitchen under the sink. We have a policy of inspecting all electrical appliances on a regular basis and replacing defective items, plugs, leads etc.

Candles, indoor smoking and similar fire hazards are not allowed. Familiarise yourself with the Fire Safety Emergency Plan on the property notice board.

OUTDOOR SPA BATH

The facilities are for the exclusive use of our guests. The water must be disposed of after each bathing session and the cover returned on top. Further instructions and rules are provided near the bath at the property which MUST be abided by.

DRONES, FIREWORKS AND CHINESE LANTERNS

Chinese lanterns are strictly prohibited due to the fire hazard caused. Drones and fireworks are only allowed with our express written permission in advance due to surrounding livestock, permission would not be unreasonably withheld.

WIFI

Wi-Fi is provided for the guest’s reasonable use. The guest agrees to reasonable and lawful usage of this service. Bettws Court Retreats is a rural location therefore the broadband speed may be slower than you are used to.

RIGHT OF ENTRY

Your privacy and enjoyment is highly regarded and we will make every effort not to enter the property during your stay. However, we must reserve the right to enter the property at all reasonable times for the purposes of inspection or necessary repairs and maintenance. Also, for example, during the growing season the gardener will attend, but will not have access to the interior of the cottage.

COMPLAINTS

Should there be cause for complaint then please telephone on 01989 730996 or 07816 982644. If you feel that your complaint has not been resolved, or is of a serious nature then the complaint must be made in writing. This must be within three days of the call to Bettws Court Retreats Ltd, Lovedee Barn, Pencoyd, St Owens Cross, Hereford HR2 8JX. No complaint will be considered more than three days after the rental period has ended.

LIABILITY

Bettws Court Retreats Ltd should not be under any liabilities to the client or third parties for any loss or damage arising from breach of contract, negligence, misrepresentation or otherwise. Should circumstances beyond our control prevent the property being available, we shall be liable only for the return of payments made directly to Bettws Court Retreats Ltd. We reserve the right to alter or withdraw amenities or facilities, which have either been advertised or previously available, without prior notice; where reasonably necessary due to repairs, maintenance, weather conditions and circumstances beyond our control.

Bettws Court Retreats Ltd, its employees and representatives shall not be liable to you or your party for loss damage or injury to you or any of your party or your/their property or vehicles howsoever arising. You must take all necessary steps to safeguard yourselves and your property.

INFORMATION / ACCURACY OF DETAILS

The information in the brochure, our advertisements, and our web site has been compiled as carefully as possible but cannot be warranted, nor do the descriptions form any contract. The owners of Bettws Court Retreats will amend any details that are factually incorrect, within a reasonable time after it is brought to their attention. We reserve the right to make alterations or improve any of the subjects without notice.

PRIVACY POLICY

See our Privacy Policy.

COOKIE POLICY

See our Cookie Policy.

PETS

We only allow one dog, and only when have they been booked in and paid for (£25 per stay). Any dog that has not been booked in may not be allowed to stay and you will need to book them into a local kennel. One dog maximum are allowed in Barn Owl Retreat, Peregrine Retreat or Kestrel Retreat. In order to maintain our standard for everyone to enjoy, it is necessary that guests bringing a dog agrees to these conditions.

Additional Terms and Condition for guests bringing their dog(s): The Doggie Code at Bettws Court Retreats.

  • On arrival (especially as your dog familiarises itself with the site), and at all other times, your dog must be kept on the lead, this means keeping them on the lead when you first set out for your walk. You must obey the Countryside Code (https://www.gov.uk/government/publications/the-countryside-code/the-countryside-code  ) and keep your dog under close control at all times for their own safety as well as for the benefit of other dog owners, livestock and wildlife.
  • Please only follow footpaths and where footpaths lead through fields be aware there may be animals in fields (in this instance only take dogs into fields with animals whilst on a lead). Please also make sure you close any gates behind you.
  • When you bring a muddy dog back from a walk, please clean them off using the outside taps and the canine towels provided. On no account use the white towels provided for human use.
  • Poop patrol! It is vital you pick up after your dog around the properties at Bettws Court Retreats. In addition, when taking your dog(s) for a walk, please pick up after them where necessary. We provide free poop bags and a dedicated poop bin outside the cottage so please use them whatever the weather.
  • Dogs are not allowed on the bed, but are allowed on the sofas provided that you use the throws provided and keep the dog from contact with the soft furnishings. We will have to levy an extra cleaning charge if they have been on the beds or on the uncovered sofas and damaged sheets will have to be paid for.
  • We provide a dog crate for you, with cage mat. Your dog must not be left alone with free run of the property. If you have to leave the dog unattended then it must be crated. If you have a puppy please take extra care as they will chew the furniture or soft furnishings here in our property! Maintaining our standard is key to our business and we can’t always repair things, it has to be replaced. Any damage or replacement items required will be your responsibility to reimburse us.
  • We regret that dogs that bark continuously are not allowed at Bettws Court Retreats as they might disturb the neighbours. If any dog is persistently causing nuisance or distress we reserve the right to ask the owner to leave.
  • Please thoroughly clean the property, including dog hair, before you leave; if properties require additional cleaning or dogs have been on the beds, or an uncovered sofa, we will charge a £50 fee to cover the cost.

Although the information published is correct at the time of publication, Bettws Court Retreats Ltd the right to make alterations to the facilities provided without prior notification.

In the event that any individual term or clause stated in these terms and conditions of let is not permissible by law, the remainder of the agreement shall remain valid.

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