Village Farm and Town Foot Farm Holiday Cottages, Northumberland
Booking Terms and Conditions
Here are our full booking conditions. Please read these carefully as they will form the terms of the contract between us.
If you make a booking 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, and/ or Village 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, and some options are below.
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.
Village 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 - https://www.trailfinders.com/insurance#/step1
PJ Hayman - https://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 (the Property) for the dates of your booking (the Stay) will be between the owners of Village 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.
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 Property, (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 has 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 Property. If we are able to re-let the Property, 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).
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.
2.9 Your Rent includes VAT at the current rate.
3. CANCELLATION AND INSURANCE
Cancellation by you.
It is the responsibility of the Customer to acquire suitable travel insurance for themselves and their party, to cover the booking. Village Farm strongly recommends that the Customer acquires suitable insurance to cover circumstances beyond the Customers control such as, but not limited to, jury duty, incarceration, change in personal or work circumstances, military service, illness including Covid and shielding, family emergencies and travel delays.
Covid is also now a known risk and it is possible for you to insure your holiday against it. This can include the customer or any of the party having Covid, the customer or any of the party having to isolate or quarantine, or you wishing to shield any Members of the party.
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 Property 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 Property.
3.3 If we are able to re-let the Property, 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 £30.00 to cover our costs and third party costs related to the cancellation and rebooking (such costs include bank fees, accounting fees and agents 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 Property 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 Property booking is a separate stand-alone contract. A cancellation in one Property, will not cover any other Property 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 Property 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.
3.9 In the circumstances described in 3.7 and 3.8, no refunds shall be given.
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 3.00 pm 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 Property, in the event that we are unable to greet you in person.
4.3 You must vacate your Property by no later than 10am on your day of departure.
5 PLEASE SPEAK TO US
5.1 It is our mission to ensure you have an enjoyable stay. 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 live close by 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.
6.1 On departure, please leave the Property 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 barbeques are clean and free from grease. Please return any furniture or other items that you have moved back to where they were at arrival, strip all the beds you have used, leaving the pillow and mattress protectors in place.
7 USE OF THE PROPERTY
7.1 The Properties 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 Property. This will either be agreed with you at the time of booking, or otherwise will be the capacity of the Property, 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 Property 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 Property 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 Property 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. Village Farm 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 Property after 9pm is not permitted.
7.5 Smoking is not allowed in any of the Properties or any other buildings on the site. Smoking and vaping in the grounds should be away from the buildings and play areas, and will be tolerated, provided that all cigarette ends are disposed of properly.
7.6 We permit guests to bring dogs (maximum 2) in Town Foot, Melrose, Wool, Pine, Cedar and Sally's Flat on payment of a fee. No pets of any kind are allowed in any of the other Properties (but assistance dogs are welcome by prior arrangement).
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 Property 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 Property 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 Property 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 employers' 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.
7.12 If you leave the Property in an unacceptable condition, we reserve the right to charge you for the cost of repairs or reinstatement of any damage, including the replacement of mattresses if wet.
8.1 There must be at least one capable and responsible adult over the age of 18 in every Property.
8.3 Parties not supervising their children responsibly may be asked to put appropriate arrangements in place or to leave the relevant facility.
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 Property or at the site although in all cases we will seek to rectify any such failure and re-open the closed facility, as soon as is reasonably practicable., including the private Hot tubs at the Properties.
10 HEALTH CLUB AND SWIMMING POOL SAFETY
Please observe the 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 WEBSITE CONTENT
We will endeavour to ensure that the content of this website is always accurate, honest, and up-to-date. However, all content, including prices, is subject to change without notice.
12 PERSONAL INFORMATION
12.1 All personal information collected through the forms in this website will be used only for the purpose intended, eg to answer an enquiry or to process a holiday booking. Personal information will not be retained for longer than is necessary to satisfy the enquiry or booking made. In the case of a booking, your details may be retained by us for such periods as may be necessary to satisfy your booking and for the proper administration of our own business accounting and taxation.
12.2 Mailing List
In the case of our mailing list, we will retain the information supplied by you comprising only your name and email address for the purpose of informing you of any news, special offers, cancellations or last minute availability. Your information will not be shared with any other third parties. We will remove your details from our mailing list on request. Simply send an email from the address you wish to remove with REMOVE as the subject.
Links to external websites are provided as a service to our users, eg where they contain information that may be of either general or specific interest to persons planning a self catering cottage holiday. However, we are not responsible for the content, views, or accuracy of information on external websites.
You accept that data gathered during the course of this booking may be held on computer.
12.6 COVID REGULATIONS
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.