Booking Terms & Conditions
Website Booking Terms and Conditions
In these booking terms and conditions, 'you' and 'your' means all people named on the booking form (including anyone who is added or replaced at a later date). 'We', 'us' and 'our' means Amberleigh Cottages of Rowhorne Farm, Rowhorne Road, Nadderwater, Exeter, EX4 2LQ.
Amberleigh Cottages is a trading name of Angela and Brett Varker.
Before booking with us, please read these booking terms and conditions carefully and all the other information relevant to your booking, including:
the property rental conditions (which means all information in any specific conditions or restrictions set out in the property description of your chosen properties);
the Important Information section of the property description.
any other written information we brought to your attention prior to confirming your booking.
When you book a property with us (the owners of the properties), you are entering directly into a contract with us. Your booking with us is subject to these booking terms and conditions.
All properties in our property description are offered by us for the sole purpose of holiday lettings. Accordingly you agree that your booking is for the sole purpose of holiday accommodation and accept that you are not offered any rights to the property other than the right to occupy the property as holiday accommodation for the period of your booking. No booking of any kind is an ‘Assured Shorthold Tenancy’ or protected under the Protection from Eviction Act 1977, or any similar legislation that applies in Scotland and Northern Ireland.
1 Making your booking
All bookings depend on the property and other arrangements being available. You, as the person in charge of the party (“the party leader”), must be at least 25 years old at the time of booking. All other members of the party must authorise you to make the booking on the basis of these booking terms and conditions. By making the booking, you confirm that you are authorised to make the booking and that all other members of the party agree that the booking will be governed by these booking terms and conditions. You, as the party leader, are responsible for making all payments due to us.
As long as the property is available and we have received all the relevant payments from you, we will give you written confirmation (see below) as soon as reasonably possible. This confirmation will show your booking details, the amount you have paid and the amount you still owe for the booking. Payment in full must be received by us prior to your arrival date. Your binding contract with us will begin when we issue you with the written confirmation. If we pay the deposit into our bank account, it will not mean we have accepted a booking unless we have issued you with written confirmation. Please do not make any other travel arrangements (such as flights) until we have issued you with a written confirmation. We will give you your written confirmation by email. It is your responsibility to check your emails regularly and to let us know about any change to your email address.
We have the right to refuse any booking before we send you your written confirmation. If we do this, we will tell you in writing and promptly refund any money you have paid to us. In this case, we will not have any legal responsibility to you.
As soon as you receive your confirmation, you must check the details carefully. If anything is not correct, you should tell us immediately. Where we offer the option of a provisional telephone booking, the property will be released for general sale after seven days unless you fully confirm the booking.
Even if we have sent a written confirmation, we have the right to cancel a booking where there are reasonable grounds to believe that (i) it is not legitimate (ii) you are likely to breach any of our booking conditions (iii) information supplied by you in relation to your booking is incorrect (iv) you have behaved in a vexatious, abusive or unlawful manner to us or other guests in adjacent properties. If we cancel your booking, we will tell you in writing and we will not have any legal responsibility to you.
When you book, you must pay the deposit amount then due by PayPal, Debit Card or Credit Card via our website using the online payments system. We only accept payment in pounds sterling. We must then receive the rest of the money owed no less than 6 weeks before the start of your stay. If you book less than 6 weeks before the start of your stay, we must receive full payment of the total cost of your booking, (the 50% deposit by PayPal, Debit Card or Credit Card via our website using the online payments system and the remainder by electronic bank transfer) at the time of booking (we will provide you with details of our bank account at the time of your booking).
If you do not pay any payment due in relation to your booking by the appropriate date we are entitled to assume that you want to cancel your booking. In this case, your booking will be cancelled immediately and the provisions of clause 6 will apply, as applicable.
We keep our prices under constant review and the prices of unsold arrangements may be increased or reduced at any time. We may also correct mistakes in the pricing of unsold arrangements at any time. We will confirm the price of your booking when you make it. As changes and mistakes can happen, you must check the price and all other details of your chosen arrangements at the time of booking.
All prices quoted or otherwise given to you include all charges and any taxes or government charges which may apply to your booking at the time it is made. You may be required to pay any additional taxes that arise after your booking has been confirmed.
All accommodation prices are for the property as a whole and are not on a per person basis.
4 Booking Deposit
A deposit of 50% of the total booking amount is payable at the time of booking, by PayPal, Debit Card or Credit Card via our website using the online payments system. If you book less than 6 weeks before the start of your stay, we must receive full payment of the total cost of your booking, (the 50% deposit by PayPal, Debit Card or Credit Card via our website using the online payments system and the remainder by electronic bank transfer) at the time of booking (we will provide you with details of our bank account at the time of your booking).
5 Property Description details
We aim to make sure that the information provided in our Property Description is presented accurately. It is intended to present a general idea of the arrangements. Not all details of the relevant facilities can be included in the Property Description. Furthermore, there may be small differences between the actual property/arrangements and its description. This is usually because we are always aiming to improve services and facilities. Occasionally, problems mean that some facilities or services are not available or may be restricted. If this happens, we will tell you as soon as reasonably practical after we become aware of the situation. We cannot accept responsibility for any changes or closures to local services or attractions mentioned in the Property Description or advertised elsewhere. We make reasonable efforts to make sure that information we give you about your property and its facilities or services is accurate and complete on the date given. We cannot accept responsibility for any inaccurate, incomplete or misleading information about any property/arrangements or its facilities and services, unless this was caused by our negligence.
Where Wi-Fi is an advertised facility, please note that its provision is subject to availability and network conditions. It may not be available 24 hours a day and is provided for pleasure not for business purposes. Bookings are not accepted if they are wholly reliant on the uninterrupted, unlimited provision of Wi-Fi.
6 If you change or cancel your booking
If you want to change any detail of your confirmed booking, we will do our best to make the changes. However, we must receive your notice in writing by post or email. We may agree to accept notice over the telephone, but this should be arranged with us first. You will have to pay any costs incurred by us in facilitating this change for you.
b) Booking cancellations
If you have to, or want to, cancel your booking after it has been confirmed, you must e-mail us on email@example.com as soon as possible. A full refund will be made for cancellations made within 48 hours of the booking date if the check in date is at least 14 days away. A 50% refund will be made for cancellations made at least 7 days before the check in date. No refund for cancellations made within 7 days of check in date.
For the avoidance of doubt, refunds are not available if you cannot reach the booked holiday property due to snow or flood conditions or as a result of being involved in an accident while on the way to the property.
c) Cutting short your stay
There will be no refund for cutting short your stay.
d) Part cancellations
If one or several persons in your party need to cancel, this will not affect the total cost of your booking.
7 Cancellations or changes by us
Sometimes problems happen and bookings have to be changed or cancelled or other details corrected. We will let you know about minor changes by post or e-mail as soon as is reasonably practical. We will explain what has happened and let you know about the cancellation or change. However, we will have no further liability to you.
8 Events beyond our control
Unless we say otherwise in these booking terms and conditions, unfortunately we will not be legally responsible either jointly or individually for any compensation if we are prevented from carrying out our responsibilities under this contract as a result of events beyond our control. This means an event we could not, even with all due care, avoid, including:
strike, lock-out or labour dispute;
acts of terrorism, war, riot or civil commotion;
keeping to any law or governmental order, rule, regulation or direction, including advice from the foreign office to avoid or leave a country;
breakdown of equipment or machinery;
insolvency or bankruptcy;
fire, flood, snow or storm;
difficulty or increased cost in getting workers, goods or transport; and
other circumstances affecting the supply of goods or services.
9 Our legal responsibilities to you
We cannot be held responsible for noise or disturbance which comes from beyond the boundaries of the property or which is beyond our control. If we know about a problem before you arrive, we will contact you to let you know. We have already informed you that building works will be taking place throughout the duration of your stay in an adjacent property on the farm and by signing this agreement you accept that there will be noise and disturbance and that we cannot be held responsible for any inconvenience this may cause. You accept that it is your responsibility to keep your group of guests away from the building site to maintain their safety.
We cannot be held responsible for the breakdown of mechanical equipment such as pumps, boilers, nor for the failure of public utilities such as water, gas and electricity.
We recommend that you take out enough travel insurance to cover you for your total stay.
You are responsible for the payment of all breakages and damage to the holiday property and its’ contents, whether malicious or accidental and you will have to pay for these in full before you depart from the property. In certain circumstances where it is necessary for us to obtain repair/replacement quotations for the breakages or damage, we will send these to you by post or e-mail as soon as possible and you will remain responsible for the payment of these charges until they have been paid for in full.
11 Disabilities and medical problems
If you or any member of your party has any medical problem or disability that may affect your booking, please tell us before you confirm your booking and give us full details in writing as early as possible before you travel. If we feel unable to properly meet that person’s particular needs, we can refuse or cancel the reservation.
12 Your property
We have set the following conditions on your stay at the property:
Arrival and departure- You can arrive at your property at any time between 16.00pm and 21.00pm (unless we tell you otherwise, for example on your confirmation) on the start date of your rental period. You must leave by 10am on the last day. If your arrival will be delayed beyond 21.00pm on the start date of your rental period, you must contact us on firstname.lastname@example.org . If you fail to do so, you may not be able to get into the property. If you fail to arrive by 12 noon on the day after the start date of your rental period and you do not let us know you are arriving late, we will treat your booking as having been cancelled by you. In this situation, we will not refund any money you have paid.
Behaviour - You and all members of your party agree:
to keep the property clean and tidy;
to leave the property in a similar condition as you found it when you arrived;
to behave in a way at all times while at the property which does not break any law;
not to use the property for any illegal or commercial purpose;
not to sublet the property or any part thereof or otherwise allow anyone to stay in it who we have not previously accepted as a member of your party;
Not to behave in anti-social manner, breach the peace or otherwise act in a way which may disrupt or affect the enjoyment of others.
Maximum occupancy - You also must not allow more people than the Property Description states to stay overnight in the property. You cannot arrange for visitors to the property without our advance consent, especially during the period of Government Coronavirus Lockdown restrictions. You cannot significantly change the number of adults or children during your stay. (For example, if you book for two adults and two children, you cannot arrive with four adults and no children.) You must not hold events (such as parties, celebrations or meetings) at the property without our advance consent. If you do any of these things, we can refuse to hand over the property to you, or can repossess it. If we do this, we will treat this as you cancelling the booking. In these situations you will not receive a refund of any money you have paid for your booking. We will not be legally responsible to you as a result of this situation. (This will include, for example, any costs or expenses you have to pay due to not being able to stay in the property, such as the cost of finding other accommodation.) We are not under any obligation to find any alternative accommodation for you.
Pets - Pets are not allowed in the holiday cottages or on the farm property. Registered assistance dogs are allowed in the holiday cottages. If you or any member of the party has a pet allergy, we cannot guarantee that dogs, or other pets, have not stayed in your chosen property, nor can we accept any responsibility for any subsequent health reaction. It is your responsibility to make specific enquiries before booking.
No Smoking: All of our holiday cottages are no smoking (including Vaping and E-cigarettes). There is a designated area for smokers, vapers and E-cigarette users and this is the only area on the farm that smoking, vaping or E-cigarettes are allowed due to the high volume of combustible materials in the surrounding buildings and fields.
You are responsible for and agree to reimburse us for all costs incurred by us as a result of any breakage or damage in or to the property which is caused by you or any members of your party or any other persons invited into the property by you. We will ask for an extra payment from you to cover any such costs.
We expect the accommodation to be left in a reasonable state on departure. If in our opinion, additional cleaning is required, you will be liable to us for the cost of this cleaning.
If you discover that anything is damaged on arrival please notify us immediately.
14 Right of Entry
We are allowed to enter the property (without letting you know first if this is not practical or possible) if special circumstances or emergencies happen (for example if repairs need to be carried out) or if you break any of these booking terms and conditions, which apply to your booking and/or the property. We are also allowed to enter the property to inspect it (including but not limited to where you have complained about the property). If this happens, you will be given reasonable notice first.
You agree to allow us and our representative (including workmen) access to the property as required by this clause.
15 Unreasonable behaviour
We can refuse to hand over the property if the unreasonable behaviour of anyone in your party is likely to cause offence to other guests, to us and our representatives or to neighbours, or if we have reasonable cause to believe you or any member of your party will cause damage or loss to the property, its services or facilities. If this happens, the contract between you and us will end and you will not receive any refund and we will not have any further responsibility to you.
We can end a stay after the keys have been handed over, if the unreasonable behaviour of anyone in your party (including anyone invited into the property by you) is likely to spoil the enjoyment, comfort or health of other guests, ourselves and our representatives or neighbours where you or any member of your party (or anyone invited into the property by you) has broken or is likely to break any of these booking terms and conditions or any other terms and conditions applicable to the property which you have been told about by us. If this happens, you will have to leave the property immediately and no refund will be given. You may also be responsible for any costs the we have as a result of your behaviour as set out in clause 15.
16 Special requests
If you have any special requests, you must let us know when you make a booking and confirm them in writing. We cannot guarantee that any request will be met. Confirmation that we have noted a special request or of the fact it is shown on your written confirmation or any other document, is not confirmation that the request will be met. If we fail to meet any special request, it will not mean we have broken your contract.
If you want to complain, we will want to take action to sort your complaint out as soon as possible. It is essential that you contact us immediately if any problem arises so that it can be sorted out as quickly as possible. If you discuss the problem with us during your stay at the property, it can usually be sorted out straightaway. In particular, complaints which would only be temporary (for example, complaints on how the property is prepared or the heating not working) cannot possibly be investigated unless registered during your stay.
18 Governing law and jurisdiction
Any dispute, claim or other matter which may arise in relation to your booking will be governed by English law and you agree that any dispute will be dealt with exclusively by the courts of England and Wales.
19 Communicating with you
Please see our Privacy Notice which explains how we will process your personal data.
Prices and booking terms and conditions may be updated, changed or varied subsequently.
By completing your booking through our website and using the online payments system you confirm that you have read, understood and agree to these booking terms and conditions.