HOLIDAY COTTAGES BOOKING TERMS & CONDITIONS | March 2022
THESE TERMS AND CONDITIONS ARE A LEGALLY BINDING DOCUMENT. THEY SET OUT THE TERMS ON WHICH WE HIRE OUR HOLIDAY COTTAGES TO YOU
A booking is only confirmed by us when we have sent you a written confirmation of your booking (which may be done by e-mail) and received your Deposit in cleared funds
Nature of the Booking
Once we have issued a written booking confirmation and received your Deposit in cleared funds (and in return for you complying with these Terms and Conditions including your payment obligations) you are granted a licence to occupy the Holiday Cottages during the Holiday Period for the purpose of a holiday. The Booking is not intended to create any relationship of landlord and tenant between us. You are not entitled to any tenancy, or to an assured short-hold tenancy or to any statutory protection under the Housing Act 1988 or to any other statutory security of tenure now or when the licence to occupy ends. The booking is personal to you. You must not use the Holiday Cottage except for the purposes of a holiday by you and your group during the Holiday Period and not for any other purpose without prior agreement
Arrival and Departure
The Holiday Cottage should be ready from 4pm on the Arrival Date. Late arrivals are not a problem as we have a key safe for the cottage. We will provide you with the relevant code for the cottage in your welcome email. You must vacate the Cottage by 10am on the Departure Date in order that we may have it ready for the next guests. Please help us by ensuring that you vacate on time. We’d love to let you stay but we do need to ensure that it is spic and span for the next guests!
Please pay via our Secure payment system online. We can also take payment via bank transfer. Please contact us for bank details if necessary.
When you need to pay
If bookings are made within one month of the Arrival Date the Holiday Price must paid in full. For booking made in excess of one month from the Arrival Date you must pay a deposit. The deposit will be £200 per Cottage per booking, with the balance of the Holiday price payable one month prior to the Arrival Date. For Bookings across the Christmas and New Year periods the balance payment is due 8 weeks prior to the booking start date.
We will contact you to take the balance payment.
Cancellation / Changes to a Booking
We cannot guarantee that we will be able to change a confirmed booking but will accommodate you where we can. Either of us may fully cancel a booking at least one month before the Arrival Date, in which case your deposit will be returned to you minus a £25 admin fee, which will be deducted from the deposit. If you cancel a booking less than one month before the Arrival Date you will lose your Deposit and will need to pay for the holiday in full. If you cancel your booking after the balance is paid, the balance will only be repaid to the extent that we are able to re-let the Holiday Cottage.
For bookings across the Christmas and New Year periods the balance payment is due 8 weeks prior to the booking start date as stated above. If the booking is cancelled after the balance is paid then 100% of the balance will be repaid only if the cottage is re-let upon being made available, which we will do immediately. If the cottage remains unsold then no monies can be returned. During this period the deposit is forfeit.
We may cancel your booking or cut your holiday short where you breach this agreement or because we have been affected by events beyond our reasonable control. Please see the ‘Early Termination’ section below for further details.
We are happy to hold payments made and credit your account in the event that you wish to postpone a booking, but your deposit will be forfeit if you request a refund at a later date. If you have paid in full, then the balance will only be repaid if the dates you booked are re-let.
We will waive cancellation admin fees and refund bookings in full if you are unable to travel because of national restrictions. If you are unable to travel because of personal illness or a change in circumstances our usual cancellation policies will apply. We strongly advise you take out travel insurance to cover your holiday.
The price quoted is our current price list. Prices may change, so please confirm the price before making a booking. The price at the time of booking is what you will pay.
Our Holiday Cottages are NON SMOKING.
We provide a welcome pack with a selection of local produce. Contents will vary dependent upon availability, but it will include tasty treats for you and your canine companions.
Your booking includes a minimum of one exclusive daily walk in our secure fields, at times to be booked prior to your arrival. We will contact you to arrange these within 1 month of your arrival. The cottages have fields which are predominantly for their sole use, but we do need to do maintenance and checks in those fields so they may not be available all day every day during your stay. We make every endeavour to ensure there is plenty of time for you to walk as many times as you like.
Please leave the Cottages tidy and rubbish free on departure – cleaning materials are supplied but we do not expect you to do our job for us. If the cottage is left in an unacceptable state (including but not limited to excessive dog hair or mud inside, urine / vomit / faeces inside, bins left unemptied etc) we reserve the right to invoice you £200 to cover for this. You should keep the Cottage and the furnishings, kitchen equipment, crockery, glasses, bedding and towels clean and in good condition. We are sure that you will take care whilst you stay with us, and we acknowledge that accidents sometimes happen. We do however reserve the right to charge for any damage or breakages, which we consider was deliberately or recklessly caused. You will be notified in writing as soon as is reasonably practicable, if the damage is discovered after you depart. We also reserve the right to charge further sums if we are unable to re-let the cottage as a consequence of the damage. To this end, by booking you authorise us to invoice for any additional sums in the unlikely event of damage and the £200 for extra cleaning should the cottage be left in an unacceptable condition on your departure. If reasonably possible, we will discuss with you the extra charges in respect of damage or cleaning before taking the funds.
Value Added Tax
The Holiday Price is inclusive of VAT. Whilst we are liable to pay VAT it is clear that guests would not want to pay an additional amount. So, we have paid the VAT due ourselves without passing on the charge to you and therefore any change in the rate of VAT has no effect on the prices because you are not charged it and we have to pay it whether it is 1% or 20%.
All guests must register their names, addresses and email addresses with us; this is a legal and insurance requisite. No more than the maximum number of persons, as stated in our written Booking Confirmation may occupy the Cottage. We may refuse to allow you to occupy the Cottage or require you to vacate the Holiday Cottages if group numbers exceed that maximum number and/or the number of guests which you told us would form your party. We reserve the right to refuse or revoke any bookings from groups or individuals which in our reasonable opinion are unsuitable for the Cottage. For example, because taking an additional child into the Cottage would be unsafe or because the group is too large or rowdy.
Babies And Children
Parents and guardians must ensure that their children are supervised by a responsible adult and are not left unattended. You must take particular care when children are around animals, equipment and water. The equipment in the secure fields is not designed for use by children – please do not allow your children to climb or stand on anything.
We welcome unlimited dogs in all our Holiday Cottages and do not make additional charges for their stay. Please bring bedding and bowls for your pet. We provide throws which we ask you to use to cover sofas / beds before your dogs get on them. If your dogs are happy to be left alone without causing damage or disturbance then we are happy for you to do so. We can supply a list of local people who are happy to dog sit in our cottages if you would like to go out for the day and don’t want to take your dogs. Dogs must be on lead everywhere outside your garden, the cottage paddock or secure field. Many of our guests are nervous dogs and they do not want to greet your friendly dog. Please respect the space of everyone on site. Please ensure you pick up everything they leave behind. We can lend you crates, and also have a supply of spare leads, bowls etc if you forget anything.
Our Holiday Cottage has a complimentary basket of logs, firelighters and kindling. The cottage has an independent air source heating system and does not depend on the fire for heating. The smoke and heat alarms are quite sensitive so please don’t use more than 2 full logs at a time or you risk setting them off. The wood burner is very efficient and sends out lots of heat! Please see the guest manual for instructions. Dry and seasoned logs only. No coal. Loose fuel may fall from the stove if care is not taken when opening the stove door. Under 16s are not permitted to use the stoves.
The Holiday Cottages are complete homes with TV, DVD/ CD Player, usb/bluetooth speaker, bed-linen, towels, soap, fresh coffee, tea, sugar, salt, pepper, olive oil, fresh herbs, matches, candles, firelighters, cleaning equipment etc. We give an honest impression of what the cottage looks like through our published images but please be aware that items such as furniture and furnishings are replaced when broken or damaged and that rooms and garden might have changed since photography; if you wish to be certain that any specific item is still at the cottage please do check with us first.
System(s) / furnishing / amenity failures
In the event, the cottage sustains a failure of a system, including but not limited to water, septic tank, electrical, gas, plumbing, mechanical, appliances, heat pump, ventilating, hot tub, or other system or structural systems, furnishings or amenities, we will make every reasonable effort to repair or replace the failed system or equipment, and in such event, the Guest agrees to permit us or maintenance persons to have reasonable access to the cottage to inspect and make such repairs. We shall not be liable to the Guest for damages, and no refunds will be given for such failures.
The Hot Tub has printed conditions of use, which are basically the guidelines from the manufacturer, as well as common sense rules. The main thing that we ask is that the Hot Tub is purely for use by guests staying in that cottage in order to avoid unwanted noise levels, disturbing our neighbours. For the same reason, we do not allow music near the Hot Tubs. We have worked hard to make White Cross Farm an oasis and want it to remain that way for all our guests.
Additionally we request that users have a good shower beforehand in order to maintain the mechanics correctly as things such as tanning creams, hair products, make up, the oil in skin etc all clog up the filters and pipework. Strictly NO SMOKING or EATING in or near the Hot Tubs and NO DOGS in the Hot Tubs. We ask that you use the plastic glasses in the hot tub, and advise you not to drink alcohol or allow children under 12 to use the hot tub.
Please note that any damage to the Hot Tubs or ancillary equipment caused by neglect or a contravention of these necessary rules, may result in an invoice being sent and as with other terms, be accepted as due to us upon booking and accepting our very necessary terms and conditions.
Security, you and your cottage
While the Cottages have locks you are responsible for ensuring the security of your belongings. You are responsible for ensuring the safety of yourself, children and vulnerable adults, and dogs in your group. You are also responsible for ensuring that your property is not damaged or destroyed. Unless caused by our negligence, we are not responsible for any death, personal injury or damage to your property.
Charging Electric Vehicles
Utilising electrical outlets to charge vehicles is prohibited. Guest will assume any and all liability and be subject to additional fees in this event. From April 2022 there is a vehicle charging point outside Dragonfly for the use of all cottages. Because of the nature of our electricity supply this point can only be used overnight – from midnight to 8am. We reserve the right to charge for electric vehicle charging.
No furniture, bedding, plates or cutlery etc should be moved from the Holiday Cottage. You must not do anything that may reasonably be considered to cause a nuisance or annoyance to any other occupier of neighbouring premises. We may require you and your group to vacate the Holiday Cottage if you are too rowdy or your dogs cause disturbance beyond reasonable levels to other guests. Flowers and plants are not to be picked or pulled up. You must not litter the area. You must also comply with any other regulations which we reasonably make from time to time and notified to you from time to time during the Holiday Period and ensure that they are observed by all members of your group.
Please inform us immediately of any damage or breakages so we can resolve things quickly and before the arrival of the next guests. Please do not just leave us a note on checkout or send an email once you are home.
If you leave the cottage early for any reason we will not refund any or all of the costs of your stay. We strongly advise you take out holiday travel insurance to cover all eventualities.
This section sets out when we may cancel your booking less than one month before the Arrival Date (including during the Holiday Period).
Please see the ‘Cancellation/Changes to a Booking’ section above for details of other circumstances in which we or you may cancel your booking before the Arrival Date.
We may terminate your booking less than one month before the Arrival Date or during your Holiday Period by notice to you only if you are in material breach of these terms and conditions or because we are affected by events beyond our reasonable control (such as, but without limitation, flood, fire, adverse weather conditions, act of God, war, terrorist threat, government action or some other catastrophic event of the type covered in a comprehensive insurance policy or the breach or failure of third parties who supply goods, services or property). In which case, if your holiday has begun, you will have to vacate the Cottage.
In the situation that the cottage you have booked is not accessible from one of the nearby major roads due to flooding, snow or other adverse weather conditions the cost of the booking will be refunded to you.
We cannot be held responsible if you are not able to reach the cottage because of your local adverse weather or travel problems.
Please note that, without limitation, we consider non-payment of fees when due, your being rowdy, smoking in the Cottage, exceeding group numbers, badly behaved animals, wilfully damaging the Cottage or allowing pets or children to be unsupervised a material breach of these terms and conditions.
If, in accordance with these terms, we terminate your booking less than one month before the Arrival Date or during your Holiday Period otherwise than by reason of your breach of these terms and conditions we shall return to you that part of the Booking Costs which relate to the part of the Holiday Period during which you did not occupy the Cottage due to such termination.
Notices Any notice to be served on you under these terms and conditions may be given during the Holiday Period by delivery through the letter box or putting under the front door of the Cottage and shall be deemed received on delivery.
Sorry about all the ‘legalese’ but I’m sure you understand this is just standard stuff to protect our guests and our business. You are directed to this page upon booking and your acceptance of these terms is deemed by your payment of your booking deposit and balance.
Apologies if some of the terms seem harsh but these are based on experiences elsewhere and which we do not want to occur at White Cross Farm.
Holidays with my Dogs collects and uses information to provide services and to meet the needs of our clients
Everything we do with information about living people – such as how we collect it and who we share it with – has to comply with the Data Protection Act. A key part of this is being open about how we use information and what rights you have in respect of information we hold about you.
If anything in this notice is not clear, or if you have further queries, please get in contact with the Data Protection Officer using the details at the end.
What information do we hold
We collect information about people who book our services on site, or at their home.
The specific details collected, and how, vary depending on the service being provided. They will begin with the standard contact details – name, email address – and then any additional information we will request during correspondence e.g home address for home visits, or are required to collect to comply with our planning permission e.g. home address, or insurance e.g. names of those staying.
Why do we have it and what do we use it for
The information collected is used for the following purposes:
- To confirm bookings and provide essential information related to the booking.
- To operate the Holidays with my Dogs booking system (bookalet) and deliver the services that the individual has requested.
- To contact individuals to inform of services that may be of interest, or relating to existing bookings.
Whenever we use information, we always limit this to only the details that are needed and we ensure that it is used safely and securely. Only Holidays with my Dogs staff have access to the secure booking system.
Under article 6 of GDPR we are required to tell you under which lawful basis we are processing your data. In this instance we are processing your data under Legitimate Interests, specifically to:
– maintain our existing business relationship with you;
– to know not to contact you if you inform us that you no longer wish for anyone to contact you.
How long we keep hold of information for
We keep your information for as long as it is required to provide a service to you. We delete your information from our booking system 3 years after your last contact with us.
What rights you have
You have various rights around the data we hold about you.
- Right of access (to receive a copy of your personal data)
- Right to rectification (to request data is corrected inaccurate)
- Right to erasure (to request that data is deleted)
- Right to restrict processing (to request we don’t use your data in a certain way)
- Right to object (generally to make a complaint about any aspect of our use of your data).
If we are processing your information based on you giving us consent to do so, you have the right to withdraw your consent at any time. Doing so may mean we are unable to provide the service you are hoping to receive and the implications of you giving or withdrawing your consent will be explained at the time.
If you are unhappy with any aspect of how your information has been collected and/or used, you can make a complaint to the Data Protection Officer. You can also report concerns to the national regulator, the Information Commissioner’s Office. Their details can be found on their website:
If anything in this notice is not clear, or if you have further queries, please get in contact with the Data Protection Officer.
Data Protection Officer, Holidays with my Dogs, White Cross Farm, Whitecross Road, Wilburton, Ely CB6 3QB
Email: email@example.com Subject: Data Protection Officer
We seek to provide high quality information and have made every effort to ensure that this information is accurate and up to date. However, we are unable to give any guarantee as to the accuracy of the information on the website and can accept no liability for any loss, damage or inconvenience which may be caused by relying on any such information.
We take reasonable steps to ensure that any external website that we provide links to or any information provided by third parties is not offensive or defamatory, however we are unable to take responsibility for the contact of any such information or website maintained outside of Holidays with my Dogs.
Social Media: We are active users of social media including but not limited to Facebook, Instagram, Twitter. We take photos and videos on site and will share them. If you do not wish your images to be used please let us know at the time of booking.
Newsletter: We will send you an email asking if you wish to be added to our newsletter. You can opt out at any time.
Collecting information automatically
We use Google Analytics to track user activity which in turn helps us to improve the website. These statistics do not contain personal data and cannot be traced back to an individual.
The website pages which are used to collect your personal details are protected by a digital certificate called a “Secure Socket Layer” This is installed onto the web server to ensure that the information being transmitted is secure and to encrypt that information which makes it virtually impossible to intercept that transfer.
The certificate details can be found by clicking on the padlock icon on the bottom right hand corner of a secure page.
Copyright and disclaimer statement
All material on these pages, including without limitation text, logos, icons, photographs and all other artwork, is copyright material of Holidays with my Dogs, unless otherwise stated. Use may be made of these pages for non-commercial purposes without permission from the copyright holder. Commercial use of this material may only be made with the express, prior, written permission of Holidays with my Dogs
Material provided by any third party, including material obtained through links to other sites from the Holidays with my Dogs’ pages, is likely to be the copyright material of the author. Permission to copy or otherwise use such material must be obtained from the author.
Holidays with my Dogs seeks to ensure that information contained in these pages is accurate. However, no liability, other than in respect of death or personal injury, or responsibility is accepted arising from reliance upon the information contained in these pages or any other information accessed via this site, including without limitation for information reached via links on this site to external sites.
Holidays with my Dogs holds and processes personal data in accordance with all current legislation relating to data protection.