Beacon Hill Farm

Terms & Conditions

Beacon Hill Booking Terms & Conditions

COVID-19 specific Terms & Conditions

If you make a booking after 8 January 2021 and it is subsequently frustrated because of Government restrictions, we will give you a full credit for a booking at another time or a full refund.

This would only cover a full National Lockdown situation, and/or the address on the Booking Form or Beacon Hill Farm being placed into a Tier by Government which had a “Do Not Travel” restriction placed on it.

The refund guarantee does NOT cover guests for falling ill with Covid (or any other illness), for a requirement to self-isolate or quarantine, or for a Track & Trace alert preventing them from travelling. Those situations can all be covered by taking out suitable travel insurance.

There are several suitable options which include cover for COVID-related cancellation (see below), or you can look for suitable cover on comparison sites such as www.gocompare.com.

Beacon Hill Farm 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.
Trailfinders – www.trailfinders.com 
PJ Hayman – www.pjhayman.com/travel-insurance/staycationplan/

1. Booking Contract

1.1 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 we have received your Deposit and have confirmed your booking by email (the Contract).

1.2 The Contract for the provision by us of your short-term holiday rental accommodation (Cottage, Hideaway or Treehouse) for the dates of your booking (the Stay) will be between the owners of Beacon Hill Farm – (we or us) and the person making the booking party (you) under the following booking conditions. These booking conditions shall apply to and form part of the Contract and the Contract shall be governed by English law. These terms and conditions do not affect your statutory rights.

1.3 You must be at least 18 years of age at the time of making the booking. At the time of booking or when otherwise requested by us, you must provide a list of the names and approximate ages of all adults, children and infants that will be staying in the Cottage, Hideaway or Treehouse. You are entitled to change members of your booking party prior to arrival provided that you do not exceed the maximum occupancy of the Cottage, Hideaway or Treehouse (or the a reduced occupancy agreed at the time of booking if lower); however where you have previously provided details of the booking party to us, we will need you to provide details of any such changes. You are responsible for ensuring that all members of your booking party comply with the Terms of Use (as set out below), however, the contract
for the provision of accommodation is between us and you (as the person making the booking).

2. Bookings, the Deposit and Payment

2.1 Bookings can be made by using our website or by telephone. Upon acceptance of your booking you are required to pay a non-returnable deposit of 30% of the cost of the Cottage, Hideaway or Treehouse (the Deposit).

2.2 Upon receipt of the Deposit we will confirm and send you a summary of your booking.

2.3 The balance will be due no later than 8 weeks from the start of your Stay. The payments details and the date that the balance is due will be at the bottom of your Deposit Confirmation.

2.4 Full payment is due at the time of booking if your booking is made within 8 weeks of the start of your Stay.

2.5 We are entitled to cancel a Stay without refund where payment is not been received when due. We will send you more than one reminder and do our best to contact you by telephone and email before any such cancellation. If we cancel in such circumstances, we will attempt to re-let the Cottage, Hideaway or Treehouse. If we are able to re-let the Cottage, Hideaway or Treehouse you may be entitled to a refund or your liability to us may be reduced (in the same way as envisaged by clause 3.3). To date, this has never happened!

2.6 Subject to clause 3 below, once you have a confirmed booking (i.e. the Deposit has been paid and processed), you are responsible for the full cost of your Stay even if you subsequently cancel.

2.7 Once a booking is confirmed it is not transferable other than by us in the limited circumstances contemplated by clause 3.4(b) below following a Force Majeure Event.

2.8 It is your responsibility to ensure that you have adequate insurance in place to cover any loss or damage that you may suffer as a result of any cancellation of your Stay. Please protect yourself. Annual World Wide travel Insurance is not expensive. There are two firms who offer good quality Travel Insurance listed below.

Beacon Hill Farm 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.
Trailfinders – www.trailfinders.com 
PJ Hayman – www.pjhayman.com/travel-insurance/staycationplan/

You can also look for suitable cover on comparison sites such as www.gocompare.com.

2.9 Your Rent includes VAT at the current rate.

3. CANCELLATION

Cancellation by you
3.1 If you need or wish to cancel your booking, please confirm your intention to cancel in writing to us as soon as possible.

3.2 Notifying us that you wish to cancel does not entitle you to a refund or release you from your obligation to pay for your Cottage, Hideaway or Treehouse in full. It is important that you notify us as soon as possible should you wish to cancel, as this will give us a chance to re-let the Cottage, Hideaway or Treehouse.

3.3 If we are able to re-let the Cottage, Hideaway or Treehouse for all or part of the period of your Stay we will refund you (or deduct from the outstanding amounts due from you) the final letting price that we receive for the new booking (which may be less than you have paid or agreed to pay) less an administration fee of £100 to cover our costs and third party costs related to the cancellation and rebooking (such costs include bank fees, accounting fees and agent’s fees or commission payments). If we are unable to re-let the Cottage for the dates of your Stay you remain responsible for the full rental cost and there will be no refund or release
from your obligation to pay for your Cottage under any circumstances.

3.4 Your inability (or the inability of any, some or all of your intended occupants) to travel to and stay at your Cottage, Hideaway or Treehouse for any reason (including but not limited to illness, requirement or recommendation to self-isolate or quarantine, jury duty, incarceration, change in personal or work circumstances and travel delays) remains at your risk and does not give rise to a right to cancel or to receive a refund other than under the terms of this Clause 3.

3.5 Each Cottage, Hideaway or Treehouse booking is a separate stand-alone contract. A cancellation in one Cottage, Hideaway or Treehouse will not cover any other Cottage, Hideaway or Treehouse for that week or any subsequent week.

Cancellation by us

3.5 If our performance is hindered or prevented by a Force Majeure Event (please see definition below), we may, at our sole discretion, offer you:
(a) a full or partial refund; or (b) alternative dates; or
(c) such other remedy as we consider appropriate (acting reasonably) with regard to the circumstances.

3.6 For the purposes of this Contract, Force Majeure Event means any of the following circumstances which may hinder or prevent the performance by us of the Contract, including but not limited to: (a) acts of God, flood, drought, earthquake or other natural disaster; (b) epidemic or pandemic; (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (d) nuclear, chemical or biological contamination or sonic boom; (e) any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent; (f) collapse of buildings, fire, explosion or accident; (g) any labour or trade dispute, strikes,
industrial action or lockouts; (h) non-performance by suppliers or contractors; and (i) interruption or failure of utility service.

3.7 We reserve the right to refuse to hand over the Cottage, Hideaway or Treehouse to (or to allow the continued occupation by) any person who in our reasonable opinion is not in a suitable state to take charge of it.

3.8 We reserve the right to ask any guest to leave the Cottage, Hideaway or Treehouse and the site where, in our reasonable opinion, the guest fails to observe the Terms of Use or otherwise poses a threat to our safety or the safety or enjoyment of other guests or causes damage to property or danger to others.

3.9 In the circumstances described in 3.7 and 3.8, no refunds shall be given.

TERMS OF USE
4 ARRIVAL & DEPARTURE

4.1 We cannot accommodate early arrival or late departures (except in exceptional circumstances) as we need this time to perform maintenance and cleaning to the cottages and the site as a whole.

4.2 You may access the property from 4pm on the day of arrival. If you are likely to arrive after 6pm please let us know and we will let you know how to access your Cottage, Hideaway or Treehouse in the event that we are unable to greet you in person.

4.3 You must vacate your Cottage, Hideaway or Treehouse by no later than 10am on your day of departure. Exceptionally Guests leaving a Hideaway or Treehouse on a Sunday may leave at any time up to 5pm the Sunday.

5 PLEASE SPEAK TO US

5.1 It is our mission to ensure you have an enjoyable stay (we know how much we look forward to our holidays and are sure that you are no different). 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 enjoy your stay. We live on site, and will do our best to resolve any issues as soon as we can.

5.2 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 guests.

6 CLEANING

6.1 On departure, please leave the Cottage, Hideaway or Treehouse as you found it, in a clean and tidy condition. Please ensure that you have washed up (or loaded the dishwasher and started the cycle), removed rubbish from the cottages and put it in relevant bins and recycling facilities, and ensure that ovens and barbecues are clean and free from grease. Please return any furniture or other items that you have moved back to where they were at arrival.

7 USE OF THE PROPERTY

7.1 The Cottage, Hideaway or Treehouse are for holiday use only and must not be used for any other purpose. Your Stay does not give rise to any tenancy or the relationship of landlord and tenant between the parties.

7.2 Your booking will provide for a maximum number of persons (including children and infants) who may occupy the Cottage, Hideaway or Treehouse. This will either be agreed with you at the time of booking, or otherwise will be the capacity of the cottage as stated on the website. In exceptional circumstances, we may be able to accommodate an additional bed (a z-bed provided by us) in certain rooms of certain cottages – however this will be subject to overall limits on guest numbers across the site and may be subject to a supplemental fee. The identity of anyone staying at the Cottage, Hideaway or Treehouse must be disclosed to us prior to their arrival (if they are not mentioned on the booking form). We reserve the right to refuse admittance or require you to leave if this condition is not observed.

7.3 If you wish to invite additional visitors to visit you in your Cottage, Hideaway or Treehouse during your Stay, please ask us. Visitors may be permitted to use the Spa in return for a fee. This must be agreed in advance.

7.4 You must not use the Cottage, Hideaway or Treehouse or the site for any dangerous, offensive, noxious or noisy activities or behave in a way that may be a nuisance or annoyance to us, other guests or our neighbours. Beacon Hill is a peaceful location and we ask that you respect that and other guests. As such, the playing of music, singing or other excessive noise that can be heard outside of your Cottage, Hideaway or Treehouse after 9pm is not permitted.

7.5 Smoking is not allowed in any of the Cottages, Hideaways or Treehouse or any other buildings on the site. Smoking on the grounds should be away from the buildings, play areas, and animal enclosures and will be tolerated provided that all cigarette ends are disposed of properly. Vaping is permitted outside (other than at the children’s play area) but please be considerate of other guests.

7.6 We do not permit guests to bring dogs or pets of any other kind to Beacon Hill (but assistance dogs are welcome by prior arrangement -we need to ensure our own livestock and animals are properly safeguarded).

7.7 Your use of the property does not entitle you to charge an electric vehicle or appliance other than personal electronic devices. If you have particular charging requirements, please get in touch before your Stay and we can discuss this.

7.8 We retain the reasonable right of entry to the Cottage, Hideaway or Treehouse at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance. We will do our best to minimise disruption to you if we need to enter the Cottage during your Stay.

7.9 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) at the site or the Cottage, Hideaway or Treehouse 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. The use of candles or fireworks is not permitted in any circumstances.

7.10 Any recommendation of a supplier made by us will be based on our genuine belief or experience or feedback received by us from other guests or local contacts. A recommendation by us of a supplier does not alleviate your requirement to obtain our written permission as set out above.

7.11 We will not accept liability for the services provided (or failure to provide such services) by any third party supplier or business used by you in the course of your Stay (regardless of whether they are recommended or referred by us). This will not apply where we have been negligent or dishonest in this regard.

8 SUPERVISION

8.1 There must be at least one capable and responsible adult over the age of 18 in every Cottage, Hideaway or Treehouse.

8.2 You are responsible for the physical supervision of all members or your party under the age of 18 at all times. This is particularly important in all children’s play areas, close to Meg’s Lake, near to our animals, whilst using the play area, the tennis court and our playrooms and in the swimming pool – where specific supervision ratios apply (please see our swimming pool terms of use for more details).

8.3 Parties not supervising their children responsibly may be asked to put appropriate arrangements in place or to leave the relevant facility.

9 LIABILITY

9.1 You must take all necessary steps to safeguard yourselves and your property.

9.2 We, our employees, contractors and representatives shall not be liable to you or your party for loss or damage to property.

9.3 We, our employees, contractors and representatives shall not be liable to you or your party for accidents or injuries to you and your party, either within the property or outside unless demonstrably caused by our negligence or wilful misconduct or that of those for whom we are legally responsible.

9.4 We shall not be liable to you for the failure or non-availability of any particular facility in the Cottage, Hideaway or Treehouse or at the site although in all cases we will seek to rectify any such failure as soon as is reasonably practicable.

10 SWIMMING POOL SAFETY

The safety of our guests is paramount. The swimming pool is there for your enjoyment but we require you to observe the Swimming Pool Rules which will be made available to you in your Welcome Pack upon arrival and are displayed in the swimming pool building in relation to its use. If you or members of your party fail to observe these regulations during your stay we reserve the right to close this facility or restrict your access to it.

11 COVID-19
In order to comply with Covid-19 Regulations and Track & Trace requirements, all guests are required to comply with face-coverings, social distancing and such other guidance as the government may from time to time require. The names and contact details of all adult guests must be provided for Track & Trace. As failure to comply may result in the closure of our business and disrupt the holidays of other guests, any guest deemed by us to be in breach of this clause may result in their entire party being required to leave immediately without any refund. Our interpretation of the regulations shall be conclusive in the event of any dispute.

Please see specific details of our Covid 19 Policy.

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