Terms & Conditions of Booking and Use of Your Data

BOOKING TERMS

These booking terms (‘Booking Terms’) are between the self-catering unit at Higher Trewithen Holiday Cottages (referred to as ‘We’/’Us’/’Our’) named under the ‘Reservation Confirmed with’ section of the Booking confirmation (‘Booking Confirmation’) and the person or legal entity making the Booking (‘You/Your’). These Booking Terms are for the provision of accommodation services (‘Booking(s)’) by Us to You. These Booking Terms are governed by English law and apply to all bookings, unless booked via an Online Travle Agency (OTA). By making a Booking You are deemed to accept and be bound by these Booking Terms.

When You make a payment using a credit/debit card, We (or Our parent company or Our trading name if different) will be displayed as the merchant of record.

Bookings

Bookings are made and a contract between You and Us comes into effect when We accept a reservation from You.

You must be able to enter into a legally binding contract and be over 21 years of age to make a Booking.

We will accept a reservation when We have confirmed Your reservation dates and chosen property is available and received payment of a deposit equivalent to 40% of the total balance due, prior to any discounts being applied and inclusive of all additional items requested.

When Your Booking is confirmed, a reservation number is given. This number must be retained for access to Your Booking details if cancellation or amendment is necessary. You will need to quote this reservation number when contacting Us.

Your booking is not secured until the full balance has been received.

The balance will be paid by You directly to Us, 6 weeks prior to arrival. All late payments will incur a charge of 8% of your total bill.

If You paid via credit or debit card, You agree to Us processing Your card on record for the remaining balance according to our payment terms.

Bookings made via an Online Travel Agent (OTA) may have different policies. If you booked via an OTA, please refer to the booking terms and conditions provided by your OTA.

Bookings must be paid for using a valid credit or debit card or via bank transfer or any other payment type specified.

All properties at Higher Trewithen may only be occupied by the maximum number of guests possible for each unit, details of maximum occupancy for each property can be found on our website www.trewithen.com.

The number of persons, including children, occupying the accommodation shall not exceed the number of persons on the reservation form at the time of booking, including babies in cots, as agreed at the time of booking.

Only the families/persons quoted when booking are allowed to stay at the property.

No third parties are allowed to stay at the property and holidays booked are not transferable.

All guest must complete a Guest Registration form on arrival.

Prices

All prices include VAT where applicable at the current rate.

Prices are per property, per week or part there of.

Prices do not include other costs You may choose to incur during Your stay (unless otherwise stated).

Prices quoted are correct (unless a pricing error occurs) only for the specific number of guests, dates, nights and property shown.

In the event of a pricing error, you will be notified by email of the adjustment necessary to correct the issue and a new booking confirmation will be submitted. You will be required to confirm, within 5 working days, by return email, that the price differential is accepted. If You do not wish to accept the price adjustment, or you fail to respond to Our email within 5 working days, Your booking will be cancelled and all monies paid will be returned to You.

Dogs

Dogs are welcome in all properties, apart from Weavers.

We allow a maximum of two well-behaved dogs in the named property on your booking form only. A charge of £20 per dog, per week or part of a week will be applied to your bill.

Please specify the breed of your dog in the notes section of our booking form.

For the safety and comfort of all, please ensure dogs are kept on a lead and under proper control while visiting the property.

For hygiene reasons, we politely request that dogs are not allowed in bedrooms or on furniture. We suggest guests bring a pet basket and/or blanket to help your dog settle. Alternatively, we can provide a pet blanket on request, please request this at least 48 hours prior to arrival.

Please do not leave your dog unattended in the property at any time. Local pet sitting services are available, please ask for details as close to the time of booking your stay as possible.

We politely request that guests to remove all traces of pet occupation within your accommodation before checking out.

Please do not allow your dog to foul the grassed courtyard area and please remember to pick up after your dog(s) both on site and within the local area. Dog waste is unsightly and poses serious health risks to people and our livestock.

While on site, please ensure all dog waste is disposed of in a black bin liner and the same must be placed in the large General Waste bin at the front of the property.

You, the guest, will be invoiced for any damages caused by your pet, including additional cleaning requirements. Your security deposit is at risk for failure to comply with any of the above conditions and your booking may be terminated without refund.

Availability

In the rare case that We are unable to accommodate You as per Your Booking, You will be offered alternate accommodation by Us and if there is a difference in the Price, You will be liable for the price differential. If the differential is less than the original value of Your Booking a refund of the difference will be made to You.

Arrival and departure

Check-in is available from 16:00 only and is specified on Your Booking Confirmation. Should You wish to check-in outside of the times specified You must confirm this directly with Us.
In the event that You attempt to check-in outside of the stated times without prior arrangement, We may cancel the booking and retain any amounts We are entitled to retain as stated in the Cancellation Policy section of Your Booking Confirmation.

The check-out time is 10am and is also specified on Your Booking Confirmation.

Unless agreed differently, in writing, the booking will commence at 16:00 on the date of arrival and terminate at 10.00 on day of departure.

You must complete and return the Guest Registration and Security Deposit form to The Farmhouse within 24 hours of arrival.

You are responsible for the condition of the property and the furniture and fittings therein. Whilst accepting that the apartment/cottage is cleaned between ‘lets’, You shall leave the apartment/cottage in the same state of cleanliness and general order in which it was found. A full end of let clean is available for an additional charge and may be requested for failure to comply with this condition.

All units are non-smoking. Your booking may be cancelled, without refund, and an additional cleaning fee may be charged for failure to comply with this condition.

Candles or incense sticks are not permitted in any of our properties.

You are requested to ensure that all electrical equipment brought with You is of sound condition and used in a responsible manner.

You are requested to ensure that all electrical equipment is not left on for extended periods or left unattended.

Please not to cover heaters at any time.

Cancellations & Amendments

All deposits are non-refundable.

If You cancel Your Booking on or before the cancellation deadline (6 weeks prior to arrival) specified in the Cancellation Policy section of Your Booking Confirmation (the ‘Cancellation Deadline’) your deposit of 40% of the total value of your booking, including any booking extras already paid for, will be retained. Any remaining monies paid will be refunded to you.

If You cancel Your Booking after the Cancellation Deadline (6 weeks prior to arrival) You will be charged the full value of Your booking, including any booking extras You have selected for the duration of Your stay.

Should You change the dates, room nights or room type (“Amendment”), then the prices may be subject to change and an administration fee of up to £50 may be applied to your balance.

Should You request an Amendment and should We not be in a position to accommodate Your Amendment, Your Booking will be cancelled and a refund of your total bill, less the 40% deposit and an administration fee of up to £50, will be given to You provided that such cancellation occurs on or before the Cancellation Deadline, failing which the above cancellation policy terms will apply.

Payment

The total amount payable to confirm Your booking is quoted in Your Booking Confirmation and will be charged to Your credit or debit card or PayPal account or any other payment type offered at the time of Booking.

A non-refundable deposit of 40% of the total balance due, before any discounts are applied and including any additional items requested, will be charged at the time you make your reservation or shortly thereafter.

The final balance is due 6 weeks prior to your arrival and will be deducted from your card according to these terms.

If you paid via bank transfer, please ensure that payment is received according to these terms or a late payment fee will be applied to any outstanding balance.

All late payments will incur a charge of 8% of your total bill.

Your card statement will display Us (or Our parent company or Our trading name if different) as the merchant of record.

All additional goods and services purchased during Your stay must be paid in full directly with Us using cash or card.

If you fail to pay for any additional items requested within 24 hours of receiving said item or service, We reserve the right to charge the card we have on record for You.

Repeated failed transactions or invalid cards will be subject to an additional Administration fee of £15.

Security Deposit

All guests must provide details of a valid credit or debit card on check-in.

We reserve the right to pre-authorise a charge of £175 to Your card to cover any damages to the accommodation and its contents or our property as a whole due to guest misuse or negligence. A pre-authorisation places a request to your card issuer to hold a specified amount only; the amount is not deducted from your account.

If any damages are identified, the charges will be added to your account and your Security Deposit will be adjusted form Pre-authorised to Charge. The full amount of the Security Deposit will be charged to your card for any and all necessary repairs and or replacements required.

If the Security Deposit does not cover the damages caused, You will be invoiced for all amounts over and above the £175 Security Deposit. Receipts/quotes will be supplied on request. It the Security Deposit exceeds the level of damage caused, you will be refunded the difference once all repairs and replacements have been finalised.

If no damages are reported, the pre-authorisation of your Security Deposit will be cancelled.

       Eco Cars

You must not charge any electric or hybrid vehicles from interior or exterior power sockets.

Liability

Other than for death or personal injury caused by Our negligence or fraudulent misrepresentation, Our total liability to You is limited to the price of the Booking and in no circumstances will We be responsible to You for any indirect or special damages.

We will not be liable for failure to provide the services to the extent that the failure is caused by any factor beyond Our reasonable control.

You are responsible for any damage or loss caused to Us, including any damage to Our property by Your act, omission, default or neglect and You agree to indemnify Us and You agree to pay Us on demand the amount reasonably required to make good or remedy any such damage or loss.

Further, we reserve the right to terminate Your Booking immediately without being liable for any refund or compensation where You engage in unacceptable behaviour that causes a disturbance or nuisance to Our other guests.

You must provide valid debit or credit card details either at the time of booking or on arrival in order to preauthorise your Security Deposit.

DATA PROTECTION

We will process the information You provide to Us in accordance with the relevant data protection legislation.

Your personal data will be transferred to Inn Style, a trading name of Staylists Limited, a company registered in England & Wales with registration number 08425366, including where necessary its subsidiaries outside of the EU. Inn Style’s registered office is 85 Great Portland Street, First Floor, W1W 7LT. Our VAT number is GB 333 2773 11. By making a Booking, You consent to this processing of information as described above and the transfer of Your information to our Property Management System: Inn Style.

We will retain Your data mainly for the purpose of completing the contract between You and Us in relation to your reservation. In order to complete the contract, we will share your data within our business and with other businesses that we work with as necessary. We are legally obligated to hold certain data for specific periods of time. Details of the data we will hold, for how long and who is obliged to have access can be found below.

    1. UK Immigration (Hotel Records) Order 1972, we are required by law to keep the full name and nationality of all guests over the age of 16 residing in the accommodation. This information must be retained for a minimum of 12 calendar months from the date of arrival.
    2. HMRC requires us to retain all business records for a minimum of 5 years. Data may include booking details and payments made to Us.
    3. Inn Style (our property management system) retains payment details for a minimum of 60 days after check out.
    4. HMRC, Inn Style, the originating Online Travel Agency, Higher Trewithen Holiday Cottages and our accountants will have access to Your data. We may also be required to provide guest data to local, national or international Government officials, law enforcement or emergency services on request.

We process your data in order to complete the contract between You and Us. This involves us contacting you via email or phone to confirm your booking, sending pre-arrival information, post-departure feedback and referal requests.

We will occasionally use Your data for legitimate business interest to review our operating practices and to help plan improvements to the booking procedures, accommodation and facilities available.

If you have indicated that you wish to receive marketing information from us, we will also use Your data to inform you of events, offers and availability at Higher Trewithen Holiday Cottages.

Updated 20th November 2019