Booking Terms & Conditions
A - By making a booking with Southole Barns The Tenant agree to be bound by Southole Barns Terms & Conditions.
B - Southole Barns may change these terms from time to time, The Tenant should check these terms and rules prior to each stay at Southole Barns. Your continued use of the Barns will be deemed acceptance of the updated or amended terms. If there is any conflict between these new terms appearing elsewhere on Southole Barns literature then the latest shall prevail.
C- While staying at Southole Barns The Party Leader and members of his party are under our Holiday Letting Contract. As such you are fully responsible for the actual costs of any breakage/damage and repair in or to the property and gardens - along with any additional costs that may result - which are caused by you and/or any members of your holiday rental party or visitors and we (the Owners) will require payment from you to cover such costs. Whilst we do not expect you to get the vacuum cleaner out and get down on your hands and knees and scrub the bathroom (no-ones idea of a holiday !), we do ask that you try to leave the barns in the condition you find them.
1- YOUR BOOKING
All bookings are subject to availability. You must be 18 years or over when you make the booking. The party leader must be authorised to make the booking on the basis of these Booking Conditions by all other members of the holiday party. By making the booking, the party leader confirms that he/she is so authorised and that all other party members agree that the booking is subject to these Booking Conditions.The party leader is responsible for making all payment due to us (the Owners).
IMPORTANT: Please note we (the owners) will only proceed with your booking request on receipt of your contract duly completed and signed (confirming your agreement to our Terms and Conditions see FORM SHB001) together with your payment.
PLEASE NOTE: ( the following is applicable for all bookings )
Please note we (the Owners) will provide you with written confirmation (unless the booking is made through an agent) either by post or by email. If you book by post we (the Owners) will send your confirmation to you by post unless you advise at the time of the booking you would prefer it to be provided by email. All references to your "written confirmation" therefore means confirmations by post or by email as applicable. It is your responsibility to check your emails regularly.
We (the Owners) have the right to refuse any booking prior to the issue of your written confirmation. If we (the Owner) do this, we will tell you in writing and promptly refund any money you have paid to us (the Owner).
In this case we (the Owners) shall have no liability towards you.
2 - PAYING FOR YOUR HOLIDAY
On-line bank payments:
Bank: Nat West
Account name: Chris & Lydia Underwood
The deposit can be paid on booking via our website by card using a company called Stripe. If you would also like to pay your balance by card please ask us and we will email an invoice via Stripe with a click to pay link.
The deposit can be paid on booking through our website through Paypal. If you would also like to pay your balance this way please ask and we will send you the Paypal details, or make a request via Paypal for the required amount.
A booking deposit of 25% is payable to secure your holiday dates in your chosen barn.
The balance is due 6 weeks before your holiday start date (unless stated otherwise) and a reminder will be sent out for this if necessary.
However, if you book less than 6 weeks before the arrival date, payment of your total holiday cost is due straightaway.
Short breaks are available for 2 nights or more-this is at the owner's discretion and the owner may refuse to offer short breaks at certain times of year.
Bookings are subject to the following terms and conditions as agreed to at the time of booking.
A contract between you and the owners will come into existence when we receive payment and accept your booking by issuing a confirmation of booking for the holiday dates shown in the rental agreement. The contract binds you & all the members of your party. It is your responsibility to ensure that all members of your party accept the terms of the contract set out in these terms & conditions of booking. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract & loss of the booking.
A non-refundable deposit of 25% of the holiday price 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 will be treated as a cancellation and the client will remain liable to pay the balance of the rent.
All cancellations must be immediately notified by email or phone. If you cancel your holiday more than 6 weeks before it is due to start then your deposit will be forfeit. If you cancel less than 6 weeks prior to the holiday then the full balance remains due and is not refundable. The owners will endeavour to rebook the dates and if successful will refund.
We strongly advise that you take out comprehensive travel insurance. If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.
Your booking will not be cancelled by the owner except in exceptional circumstances beyond our control. 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.
The number of persons using the accommodation at any time must not exceed those listed on the booking form or booking request and only those people listed on the booking form can occupy the apartment. Additional visitors are welcome by prior arrangement but will not be able to use any facilities other than the barn the guests are staying in and they will be asked to leave if they are disturbing the other guests. They will not be able to stay in the barns overnight. We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition.
Bookings cannot be accepted from persons under eighteen years of age.
We (the owner) reserve the right to refuse a booking without giving any reason.
We or our representative reserve the right to enter the apartment at any time to undertake essential maintenance or for inspection purposes.
Tenancies commence at 16:00 unless otherwise agreed and guests are required to vacate the apartment by 10:00 on the day of departure. This allows the accommodation to be thoroughly cleaned and prepared for incoming guests. Advice on preparing your barn for departure should be adhered to and includes stripping all beds, removing rubbish and recycling (including all food and drink items) and wiping surfaces.
Pets except by prior arrangement in Clovelly and Smudgers, or smoking anywhere inside any barn will result in immediate termination of occupancy and forfeiture of all payments. A dog policy document will be sent to all tenants bringing pets and should be adhered to.
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.
Damage to property – Please treat the facilities & accommodation with due care so that other guests may continue to enjoy them. In the event that you notice damage in your accommodation please let us know immediately so that we can take the appropriate action. If there have been any breakages during your stay, we would be grateful if you could replace them or advise us before you leave. The accommodation will be inspected after departure & you may be charged for any loss or damage found.
Please lock your door and close windows when you leave the site.
The owner reserves the right to make a charge to cover additional cleaning costs if the client leaves the property in an unacceptable condition.
Please note that in the event that any keys issued are not returned at the end of your stay, then the cost of replacement will be charged to you.
The client may in no circumstance re-let or sublet the property, even free of charge.
The internet connection is available (at no extra cost) subject to technical availability.
The owner shall not be liable for any temporary defect or malfunction of any equipment, machinery or appliance in the building or grounds and we will do our utmost to rectify any such defect or malfunction promptly.
All inventory must be returned to the property from which it came in the event of group bookings.
Children under 18 must be supervised by their parents/guardians at all times.
We reserve the right to terminate a holiday without compensation where the unreasonable behaviour of the persons named on the booking (or their guests) may impair the enjoyment, comfort or health of others.
Any problem or complaint which the client may have concerning their holiday must be immediately reported directly to us/our representatives and we will endeavour to put matters right. Any complaints not reported to us/the property manager at the time and only reported after the client has returned from holiday will not be considered by the proprietor.
We reserve the right to make reasonable amendments or additions to these terms and conditions without notice. With respect to C19 guidance and legislation is subject to sudden change and we will endeavour to update and resend terms and conditions if they are changed.
This property is privately owned and is our home. We expect all guests to enjoy the facilities and treat the property with the same respect that they would with their own house.
Due to Covid 19 there are some further terms and conditions:
In the event that a client cancels their holiday before they have paid the full balance due to any illness, including C19, they may transfer their booking to a later mutually agreeable date. If they do not wish to do so the deposit will be returned only if the dates are rebooked by another guest but the full balance payment will not be payable to the owner.
In the event that a client cancels their holiday after they have paid the full balance due to any illness, including C19, they may transfer their booking to a later mutually agreeable date. If they would prefer a refund it will only be given if the owner is able to rebook the dates cancelled.
In the case of transferring to a later date if the client wishes to book a date which is of higher value they will have to pay the difference.
In the case of a transfer if the owner is able to rebook the date cancelled and the client has chosen a cheaper date then the owner will refund the difference.
If the client becomes ill with C19 whilst at the property they should follow government advice, notify the owner immediately and make their way home to self-isolate. If a client refuses to do so they will be liable for the costs of cancellation of any following bookings and will have to pay for their ongoing stay. This will be covered by appropriate travel insurance which is why we highly recommend taking out an insurance policy.
In the event that a client is unable to take their holiday due to a national travel ban we would ask that the client transfers to a mutually agreeable date. The owners recommend that all clients take out travel insurance which will cover them under these circumstances if they are not prepared to transfer their booking as the owners are not obliged to refund. However thus far we have received grants for such events and have refunded, and if we were to receive similar grants we would refund in full.
Due to C19 all guests are asked to follow the current government advice including any social distancing measures. Clients refusing to do so and putting owners or other guests at risk will be asked to leave and will not be entitled to any refunds.
3 - IF YOU CHANGE OR CANCEL YOUR BOOKING
If after your contract has come into existence (see above), you wish to change any detail of your booking, we (the Owners) will do our best to make the changes (providing the booking has been made directly with us (the Owner) provided that notification is received in writing to us (the Owner) by the first named person on the booking, or from your Travel Agent. However, we (the Owner) cannot guarantee that we (the Owner) are able to meet any such request.
Any changes to your dates or accommodation may be treated as a cancellation of the original booking and hence be subject to cancellation charges.
If any payment due in relation to your booking is not paid by the due date, we will have to assume you have cancelled your holiday and the Barn will be released for sale without further notice.
Cancellation or changes by the owner
We (the Owners) do not expect to have to make any changes to your booking, but sometimes problems occur and bookings have to be changed or cancelled or errors in brochures or other details corrected.
We (the Owner) reserve the right to do so. If this does happen, we (the Owner) will contact the party leader (by telephone where reasonably possible in the case of a significant change or cancellation, as soon as is reasonably practical, explain what has happened and inform you of the cancellation or change.
We (the Owners) will only cancel a confirmed booking of a holiday less than 6 weeks before departure where we (the Owner) are forced to do so as a result of circumstances outside our control.
Very rarely, we (the Owners) may be forced by "force majeure" (see circumstances beyond our control) to change or terminate your confirmed holiday arrangements after departure but before the scheduled end of your time away. This is extremely unlikely but if this situation does occur, we (the Owner) regret that we will be unable to make any refunds, pay you any compensation or meet any costs or expenses you incur as a result.
4 - PROMOTIONS
Promotions/offers cannot be used in conjunction with any other promotion/offer unless expressly allowed.
All promotions/offers are subject to our Terms and Conditions.
The Romantic Retreat Promotion:
The Romantic Retreat Promotion allows couples or a young family (2 adults or 2 adults + Infant (baby cot)) to enjoy one of our larger barns, Roseland or Greenway at a discounted rate. This special offer only applies when a couple (or a couple + infant) are sharing one bedroom. Should the other bedroom be used at all during your stay the full occupancy rate will be charged on departure or invoiced after departure.
5 - YOUR BARN
Arrival at the Barns: 16.00 hours - 17.00 hours on the start date of your holiday rental. Late arrivals will be accepted but please let us know in advance so we can be sure there will be someone there to hand over the keys.
Departure from the Barns: No later than 10:00 hours on the day of departure.
Please note that we operate a strictly NO SMOKING policy in all our properties and we regret that NO PETS are allowed except in Clovelly and Smudgers and by prior arrangement.
Included in the cost of your holiday are: all bed linen, tea towels, hand towels, bath towels bath mat, electricity, central heating , 1 car parking space per barn.
Please remember to bring beach towels with you.
You must not intentionally or recklessly damage or destroy any part of the property.
You are also responsible for any cost for repairing or replacing any installation in the property if the damage is due to your negligence (including accidental damage), this includes call out costs for a plumber for blocked toilet/sink etc...
We (The Owners) cannot guarantee against mechanical failure of heating, ductex, TV”s/ DVD players, stereo equipment , WiFi or other appliances.
NO REFUNDS OR RENT REDUCTIONS WILL BE MADE DUE TO MECHANICAL FAILURES OR MALFUNCTIONS, INTERRUPTIONS OF UTILITIES OR MAINTENANCE PROBLEMS.
You are responsible for any lost or damaged articles from the start of your occupancy.
SOUTHOLE BARNS is not responsible for any loss of valuables or property left in or at the property during the stay or after departure.
6 - VISITORS
The party leader will take full responsibility for any visitors entering our property. You must ensure your guests are aware of the house rules.
Visitors are not allowed to stay overnight under any circumstances and for the peace and tranquillity of others must vacate the premises by 22.00 hours.
7 - CAR PARK
You agree that you are parking in the parking facility at your own risk and assume all risk of injury, damage, or loss to you and/or your vehicle, whether by theft, attempted theft, fire, vandalism or other cause. You further agree to release and discharge us (the Owners) from any such injury, damage or loss.
8 - FINAL DAY
You and all the members of your holiday rental party agree both to keep the property clean and tidy and to leave the property in the same condition as it was found.
Please ensure all washing up has been done and put away. Dishwashers must be emptied.
Please empty the fridge and cupboards of ALL food..
All domestic rubbish must be disposed of in black bags into the green wheelie bins in the car park.
Please place all recycling articles in the green and black containers by the wheelie bins.
Please dispose of any unwanted personal items.
Please place all bed linen (but excluding mattress and pillow protectors) at the foot of the bed and towels in the bathroom.
9 - OTHER
You are responsible to us (the Owners) for the actual costs of any breakage or damage in or to the property and gardens / car park - along with any additional costs that may result - which are caused by you and/or any members of your holiday rental party or visitors and we (the Owners) will require payment from you to cover such costs.
You and all the members of your holiday rental party further agree not to use the property for any commercial purpose, including without limitation assigning or subletting it or otherwise allowing anyone to occupy it who has not previously been accepted by us (the Owners).
The party leader will take full responsibility for any visitors entering our property.
We reserve the right to invoice you after departure for any damage/breakages or additional cleaning fees, discovered whilst cleaning the property after your departure.
We (the Owners) are entitled at our sole and absolute discretion to refuse to hand over to you, or to repossess the property (which includes the fixtures, fittings, furnishings and decorations) if we (the Owner) believe that any damage is likely to be caused, has been caused or is being caused by you or any members of your holiday rental party. These circumstances will be treated as a cancellation by you. No refund of any monies you have paid in respect of your booking will be made and we (the Owners) will have no liability to you as a result of this situation arising (including for example any costs or expenses you incur due to not being able to occupy the property, such as you incurring the cost of securing an alternative property/accommodation).
10 - BROCHURE/WEBSITE DETAILS
We (the Owners) aim to ensure that the information we provide is accurately conveyed in the brochure and/or website and other promotional literature or material produced and circulated by us (the Owner). There may be small differences between the actual property/other services and its/their description, as we are always seeking to improve services and facilities. Occasionally, problems mean that some facilities or services become unavailable or subject to restriction. If this happens, we (the Owner) will tell the party leader as soon as reasonably practical.
e (the Owners) cannot accept responsibility for any changes or closures to area amenities or attractions mentioned in the brochure and/or website or advertised elsewhere.
We (the Owners) cannot accept responsibility for any inaccurate, incomplete or misleading information about the property or its facilities and/or services or any advertised travel and other services, except any such information which has arisen out of our negligence.
11 - LIABILITY
We (the Owners) shall have no liability for any death or personal injury unless this results from negligence on our part. You must take all necessary steps to safeguard your personal property and any liability which you may incur to others during the course of your holiday. No liability is accepted by us (the Owner) in respect of damage to, or loss of, such personal property except where it results from our negligence.
Check the layout of your holiday property so that in an emergency you can get out quickly and easily.
Check for the location of a fire extinguisher and read the instructions for use.
If the property has a wood burning stove, make sure wood burning stove door is safely closed before you retire.
Cots and high chairs should be of safe and sturdy construction. If they are damaged or deficient in any way, please let us (the Owners) know.
If you are unsure of how to use any electrical appliances, in particular the white goods please ask us (the Owners).
Make sure that children are SUPERVISED AT ALL TIMES in the communal garden in particular around the pond area and look out for any steep drops in the garden.
Make sure that children do not get into any of the outbuildings of the property.
Make sure to be extra vigilant on rainy days for slippery surfaces in particular the slate courtyard and staircase leading to the car park.
Make sure the built in security stair gate is closed when young children are staying in the property.
12 - LAW
The contract between you and us (the Owners) is governed by or construed in accordance to English law and no other. It is agreed that any dispute or other matter which may arise between you and us (the Owners) will be dealt with by the Courts of England and Wales or under the ABTA Arbitration Scheme (if the Scheme is available for the claim in question) only unless you live in Scotland or Northern Ireland in which case proceedings may be brought in the Courts of your home country.
13 - CIRCUMSTANCES BEYOND OUR CONTROL
Except where otherwise expressly stated in these Booking Terms and Conditions, We (the Owners) regret we cannot accept liability or pay any compensation where the performance or prompt performance of the obligations under your contract by us (the Owners) is prevented or affected by or you otherwise suffer any damage or loss as a result of "force majeure"
In these Booking Terms and Conditions "force majeure" means an event beyond our (the Owners) reasonable control including but not limited to, strike, lock out, labour dispute, act of God, war, riot, civil commotion, malicious damage, compliance with a law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, power cuts, fire, flood and storm, drought, difficulty in obtaining workers, goods or transport and other circumstances affecting the supply of goods or services.
14 - PROTECTING YOUR HOLIDAY ENVIRONMENT
The Barns are set in one of the loveliest parts of the country, so naturally, we are interested in anything we can do to help preserve the environment.
You can help too, by respecting the area you visit and remembering the following points:
Do recycle whenever possible
Guard against fire
Respect the rights of land and property owners
Protect local wildlife
Follow the Countryside Code
15 - YOUR RIGHTS
Your statutory rights are not affected by anything contained within these conditions.