Booking Terms and Conditions
1) The parties to this Contract are:
(a) "the Guest": the lead person who makes the booking, being 18 years of age or over and who shall assume responsibility for all party members and visitors; also referred to as “you” or “your”,
(b) "the Owner": the property owner/manager, also referred to as “we” or “us”.
Bookings are subject to the following terms and conditions as agreed to at the time of booking.
2) Contract, Booking and Payments
A contract between the Guest and the Owner will come into existence when the Owner receives a deposit payment and accepts the booking by issuing a written confirmation (including via email).
You, the Guest, are responsible for ensuring that all members of your party accept the terms of the contract set out in these terms and conditions of booking. However the Contract for provision of accommodation is between us and you (as the lead person making the booking). Failure to disclose all relevant information or comply with these terms may lead to termination of the contract and loss of the booking. The Owner reserves the right to decline or terminate any booking or refuse to hand over a key to any person who has not complied with these Terms and Conditions.
Bookings cannot be accepted from persons under eighteen years of age.
At the time of booking or when otherwise requested by us, you must provide a list of all the names, ages, nationalities and any other details we are legally required to collect, of all those who will be staying at the property over the age of 16. You are entitled to change members of your booking party prior to arrival provided that you do not exceed the maximum occupancy stated at the time of booking. However, where you have previously provided details of the booking party to us, you will need to update us of any such changes.
The property is for holiday use only, during the period for which you have booked your stay, and not for any other purpose or longer period. The agreement to stay in the property for the holiday period does not give rise to any tenancy or the relationship of landlord and tenant between the parties.
A deposit of 25% of the cost of the holiday is payable at the time of booking. Bookings made less than six weeks before your arrival date must be accompanied by the full amount of the holiday charge.
The balance must be paid so as to arrive no later than six weeks before the commencement of your holiday. If the balance is not received by the due date then your holiday may be treated as a cancellation.
3) Cancellations
3.1) Cancellation by the Guest: More than six weeks prior to the first day of your stay:
All cancellations must be immediately notified in writing (including email) by the Guest who made the booking.
If the Guest cancels the holiday more than six weeks before it is due to start then the guest will not be liable to pay the balance.
On receipt of written cancellation we will endeavour to rebook the accommodation for the holiday period.
Where we are able to re-book the property for all or part of the period of your stay, then you will be entitled to a refund of all or part of the deposit less an administration fee of £50, to cover our costs related to the cancellation, including administration and remarketing costs.
The amount refunded will depend on the final letting price we receive for the new booking, which may be less than you paid or agreed to pay, as we reserve the right to discount the cost of a cancelled week for late availability bookings.
If we are unable to re-let the property for the dates of your stay then you will not be entitled to the return of any of the deposit.
3.2) Cancellation by the Guest: Less than six weeks prior to the commencement of your booking
All cancellations must be immediately notified in writing (including email) by the Guest who made the booking.
If you notify us of your wish to cancel less than six weeks prior to the first day of your stay then you will be liable to pay the balance (if you have not already done so).
On receipt of written cancellation we will endeavour to rebook the accommodation for the holiday period.
Where we are able to re-let for all or part of the period of your stay then you will be entitled to a refund of all or part of the cost of your stay, less an administration fee of £50, to cover our costs related to the cancellation, including administration and remarketing costs.
The amount refunded will depend on the final letting price we receive for the new booking, which may be less than you paid or agreed to pay as we reserve the right to discount the cost of a cancelled week for late availability bookings.
If we are unable to re-let the property for the dates of your stay then you will only be entitled to a nominal refund to cover the costs that we otherwise do not have to expend relating to your stay (e.g. laundry costs, cleaning costs, welcome pack). The exact amount will be calculated at the time the refund is to be processed, but it is unlikely to exceed £150.
3.3) Cancellation by you due to Covid-19 lockdown
If your booking has to be cancelled because your address location is put into a local, regional or national lockdown by the government, rendering you unable to travel and the period of restriction covers the dates of your booking then you will be refunded in full.
3.4) Guest requesting an amendment to a booking
Once a booking has been accepted by the Owner it can only be changed to different dates by treating the original booking as a cancellation (and following the above procedures) and the guest making a new booking.
3.5) Guest inability to travel
Your inability (or the inability of any, some or all of your intended party) to travel and stay at the property for any reason (including but not limited to, illness (including Covid-19), requirement or recommendation to self-isolate or quarantine, shielding, jury duty, military service, incarceration, travel delays, family emergencies, change in personal or work circumstances or vehicle breakdown) remains your risk and does not give rise to a right to cancel or receive a refund, other than under the terms set out above. You are strongly recommended to take out UK travel insurance to cover these eventualities. If you choose not to take out UK travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.
3.6) Cancellation by the owner
Your booking will not be cancelled by the Owner except in exceptional circumstances that arise from or is attributable to acts, events or accidents beyond our control or where in the reasonable opinion of the Owner it is necessary to perform or complete essential remedial or refurbishment works on the property. Notification will be given of the cancellation as soon as possible and we will promptly refund all payments made for your holiday. Our liability for cancellation will be limited to payments made to us.
If we have to cancel your booking because the property is in an area put under government Covid-19 restrictions for dates which cover your stay you will be refunded in full.
We reserve the right to refuse to hand over the property (or allow the continued occupation by) any persons who in our reasonable opinion are not in a suitable state to take charge of it.
If your booking has to be cancelled because we have to close for the period of your booking due to a ‘Force Majeure’ event, including but not limited to war, civil strife, terrorist action, riots, industrial disputes, fire, explosion or accident, drought, flood, severe weather, natural disaster, epidemic or pandemic, acts of any government or public authority, non-performance by suppliers, interruption or failure of utility service or any other event outside our control, then you will be refunded in full.
3.7) The Owner processing refunds
Any amounts due for refunding will be processed by us within 14 days, with monies being returned to the card used to make the original booking. Once processed the refund may take an additional 5-10 days to show on your bank statement.
Terms of Use
4) Arrival and Departure
Arrival is from 4:00pm and Guests are required to vacate the property by 10:00am on the day of departure, unless otherwise agreed. Failure to vacate the property by this time will result in you being charged a further day’s rental.
5) Please talk to us
We want to do everything we can to ensure you have an enjoyable stay. So if you have any problem or cause for complaint, we ask that you contact us as soon as possible to give us the best chance to resolve it. We value your custom and want you to have the best experience with us. As we live on site we will do our best to resolve any issues as soon as we can.
If you notice that something is broken or not working properly please tell us even if it is not causing you a problem or discomfort as we want to ensure things are as good as they can be for all our guests.
6) Owner’s Access to the Property
We reserve the right to enter the property at any reasonable time to undertake essential maintenance or for inspection purposes. We will do our best to minimise disruption to your stay if we do need to enter the property.
7) Guest Responsibilities
The Guest shall keep the property and all furniture, fixtures, fittings and effects in, on or at the property in the same state of repair as at the commencement of the holiday, and shall leave the property in the same state of cleanliness and good order in which it was found. The owner reserves the right to make a charge to cover additional cleaning costs if you leave the property in an unacceptable condition.
On departure please ensure you have washed and dried up crockery and kitchen equipment and/or loaded the dishwasher and started the wash cycle, removed all rubbish and recycling from the property (including bathroom and kitchen bins) and separated it into the relevant bins located outside, ensure that the oven and barbecue are clean and free from grease and please return any items of furniture that you may have moved back to where you found them upon arrival. Please lock the door and return the key(s) to the key safe.
In making a booking you accept responsibility for any theft, breakage or damage caused by you or any member of your party and agree to indemnify us in full for any loss that we may incur as a result. In the event that you notice damage or breakages in your accommodation please let us know immediately so that we can take the appropriate action. The accommodation will be inspected at the end of the holiday and the Guest may be charged for any loss or damage found.
The number of persons using the accommodation at any time must not exceed the number stated on the website and given at the time the booking was made, this can be…:
In the Farmhouse: up to a maximum of ten adults and children combined, with up to two additional infants (being babies or very young children in cots).
In Granary Barn: up to a maximum of four adults and children combined, with up to one additional infant (being a baby or very young child in a cot).
We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition.
The Guest must declare the correct number of Guests and dogs (if applicable) during booking and, if this changes, must inform the Owner before the holiday rental commences.
If you wish to engage any third party to perform any service (including by way of example private catering, beauty therapy, childminding or entertainment services) on site at Downhouse Farm Holidays, you must obtain our written permission. Such permission should be requested in advance of your stay with details of the entity you intend to use to perform the service, the service to be performed and details of their public and employer’s liability insurance. Consent will only be given where we and our insurers are happy that the appropriate risks have been covered.
Guests should not cause nuisance or annoyance to occupants of any adjoining or nearby property. The Guests’ right to occupy the property may be forfeited without compensation if any activity is undertaken which is illegal, dangerous, offensive or may cause unreasonable damage, noise or disturbance to others. The Guest will remain liable for the whole cost of the holiday rental.
Downhouse Farm is a peaceful location and we ask that you respect that and others that live in neighbouring properties. For this reason the playing of music or excessive noise that can be heard outside of the property after 9pm is not permitted.
Smoking or vaping inside the property is prohibited. Smoking and vaping in the outside grounds should be away from all buildings and cigarette ends must be disposed of safely and properly.
The Guest must lock the doors and close the windows when leaving the property unoccupied.
In the event that any keys issued are not returned at the end of the stay, then the cost of replacement will be charged to the Guest.
The Guest may under no circumstance re-let or sublet the property, even free of charge.
Children under 18 years of age must be supervised by their parents/guardians at all times.
Guests should not leave any items at the property once they have vacated it and, if left, the owner has the right to charge for the removal, return or disposal of those items.
No candles or tea lights are permitted within the property and no fireworks, Chinese or sky lanterns (or other lights or illuminations that have naked flames) should be let off from the property (including in the garden or grounds). The use of drones is not allowed without our written permission.
Sleeping in vehicles, including caravans, parked in or around the property is not permitted.
The property is privately owned and we expect all Guests to enjoy the facilities and treat the property with the same respect that they would their own home.
8) Additional Terms and Conditions for Guests bringing their dog(s)
Dog owners must observe the following (failure to do so may result in you being asked to leave without compensation):
The Guest may only bring such dogs as are booked in by the Guest at the time of booking (up to a maximum of 2, unless agreed in writing prior to arrival).
Dogs must be well trained and well behaved and under strict control at all times while in or at the Property.
Any fouling must be cleared up.
Dogs must be kept on leads at all times when in fields with livestock and must not chase any wildlife or livestock.
You must obey the Countryside Code and keep your dog(s) under close control at all times for their own safety as well as for the benefit of other dog owners and livestock.
When back from a muddy walk please clean your dog thoroughly before allowing them inside the property. We can show you an outside tap where you can do this, so please just ask.
The dog owner must bring the dog's bed or basket for sleeping in.
Dogs must not be left alone in or at the Property.
Dogs are NOT permitted in the bedrooms or on any furniture in the property and dog hair must be cleared up before departing.
Dog owners must ensure that their pets are free from parasites and fleas before they occupy the Property. Failure to do so may incur subsequent charges.
The garden is private and enclosed but is not guaranteed as secure for dogs.
Any damage (which must be reported to the Owner immediately) or excessive cleaning which is caused by dogs may incur an additional charge.
No other domestic pets will be accepted at the property.
9) Property Information
The wireless internet connection is complimentary and the Owner accepts no liability for loss of coverage or where technical problems are encountered. The Guest agrees to reasonable and lawful usage of this service.
The owner shall not be liable for any temporary defect or malfunction of any equipment, machinery or appliance in the building or grounds.
We have compiled the information in our literature and on our website as accurately as possible and in good faith at the time of going to press, but their accuracy cannot be guaranteed. Facilities may vary or be withdrawn over time, in which case we cannot accept responsibility. The Guest accepts that minor differences between text/photographs/illustrations in the literature and on the website and the actual Property may arise. If a facility is particularly important to you, please check with us prior to your booking.
The Farmhouse and Granary Barn are old buildings in a beautiful rural area. Please therefore expect to meet some wildlife during your stay, including the odd spider, field mouse, bee, wasp, ant or other creature, which may make their way into the property unbeknownst to us. There are also bats that roost in roof spaces and birds that nest under the eaves. If this is likely to be a problem, it would be best not to book. If any such creatures do cause an issue then contact the Owner. However, the Owner reserves the right to take no action if they do not consider the existence of the wildlife to be a threat to health.
The Farmhouse at Downhouse Farm is a very old building, the Guest needs to be aware that there are low beams, ceilings and doorways, steps down into some rooms and slightly uneven floors. This property layout is unlikely to be suitable for individuals with mobility issues. Please discuss your requirements with us in detail before making your booking to ensure that a holiday with us meets your needs and expectations.
We shall not be liable to you for the failure or non-availability of any particular facility in the property or at the site, although in all cases we will seek to rectify any such failure as soon as is reasonably practicable.
If there are any issues with utility services at the property (i.e. heating, electrics, water, broadband, etc.) the Owner will endeavour to get the problem fixed as soon as possible and will take any appropriate steps to provide an alternative source of heat/power if possible. No refunds will be provided for any loss of amenity in this respect.
Downhouse Farm is a working farm. At certain times of the year there will be livestock on the land and agricultural activities taking place, such as mowing, baling etc. There are footpaths across the fields which you are welcome to explore, however please keep to the footpaths and be respectful of the livestock, especially if you have dogs with you, which must be kept on a lead. Guests are also advised to take care on site with regards to farm machinery, wire and electric fencing, and uneven/muddy ground. Guests must not enter farm buildings or fields without supervision (except for on public footpaths) or climb over gates or fences. Feel free to go and say hello to our resident pigs, Dot and Daisy, but please do not feed them or put your hand through the fence. They may bite if they think you have food! Be aware that an electric fence surrounds some of their enclosure. It is advised to wash hands after being around any farm animals.
10) Owner Liability
We shall not be liable to you or your party for any material loss, damage, additional expense or inconvenience directly or indirectly caused by or arising out of the property, its plumbing, gas, electrical services or exceptional weather.
No responsibility is accepted for loss or damage of property, including pets, vehicles or vehicle contents belonging to the Guest or any member of the party arising during their occupancy. You must take all necessary steps to safeguard yourselves and your property.
We reserve the right to amend our property prices quoted on the internet due to error or omission.
11) Data Privacy and Cookie Policy
You can find our Privacy Policy and Cookie Statement here: www.downhousefarmholidays.com/privacy and www.downhousefarmholidays.com/cookies.
12) Legal
Any dispute, claim or other matter which may arise in relation to your booking will be governed by UK law.
These terms and conditions are valid as 01/03/2024. Bookings made prior to this date are covered by a different set of Terms and Conditions and are available by emailing hello@downhousefarmholidays.com if these apply to your booking.