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.
As soon as your confirmation is received, you must check the details carefully. If anything is not correct you should tell us (the Owner) immediately. If you have any special request you must advise us (the Owners) at the time of booking and clearly note it on your Booking Form or otherwise confirm it in writing. No guarantees can be given that any request will be met. Confirmation that a special request has been noted or the inclusion of the special request on your written confirmation or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed all special requests are subject to availability. Failure to meet any special request will not be a breach of your contract. Conditional bookings cannot be accepted i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as standard bookings subject to the above provision on special requests.
2 - PAYING FOR YOUR HOLIDAY
Cheque payable to: Chris and Lydia Underwood, Southole Barns, Southole, Hartland, Bideford, Devon EX39 6HW
On-line bank payments:
Bank: Nat West
Account name: Chris & Lydia Underwood
A booking deposit of 25% is payable to secure your holiday dates in your chosen barn.
The balance is due 56 days (8 weeks) before your holiday start date (unless stated otherwise) and a reminder will be sent out for this
However, if you book less than 8 weeks before the arrival date, payment of your total holiday cost is due straightaway.
Short breaks are available for 3 and 4 nights, except in the high season.
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 you have to, or wish to cancel your booking, the party leader must telephone us (the Owner) on the number shown on your confirmation documentation as soon as possible. The party leader MUST also immediately confirm your cancellation in writing or by email to us (the Owners) at the address shown in your confirmation Document.
The day we (the Owner) receive your telephone notification of cancellation is the date on which your booking is cancelled.
If you cancel, a cancellation charge will be payable, based on the number of days before the arrival date at the property that we (the Owners) receive notification of your cancellation, as shown in the following table. This means that if you have paid the balance of your total holiday cost and then have to, or wish to, cancel you may receive a refund of part of such cost. However,if you have not paid your total holiday cost by the time of your cancellation, you may be required to make a further payment. For the purpose of this table, cost means the total cost of your holiday, including any extra items.
If any payment due in relation to your booking is not paid by the due date, we (the Owners) are entitled to treat your booking as cancelled by you. Cancellation charges as set out below (which can be as high as your total cost) will then be payable.
When you make your booking you take on the responsibility of paying for the entire duration of occupation of the property in full. So to protect you against unforeseen circumstances causing you to cancel it is recommended that you take out Personal Travel Insurance.
More than 57 days before start date..............booking deposit only
31 - 57 days before start date.............................50% of total cost
30 days or less before start date.......................100% of total cost
If we are subsequently able to re-sell the week at short notice you will, of course, be refunded everything bar the booking deposit.
For the purpose of this table, total cost means the total cost of your holiday.
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 8 weeks before departure where we (the Owner) are forced to do so as a result of circumstances outside our control.
If we (the Owners) have to make a significant change or cancel eight weeks or less before departure to your confirmed holiday arrangements, we (the Owner) will refund you in full and provide you with a free holiday on an alternate date.
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 Clovelly at a discounted rate. This special offer only applies when a couple (or a couple + infant) are sharing the Master Bedroom. Should the Twin 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 - 20.00 hours on the start date of your holiday rental
Departure from the Barns: 08.00 hours to 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.
Included in the cost of your holiday are: all bed linen, tea towels, hand towels, bath towels bath mat, electricity, 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/VCR’s/ DVD players, stereo equipment or other appliances.
NO REFUNDS OR RENT REDUCTIONS WILL BE MADE DUE TO MECHANICAL FAILURES OR MALFUNCTIONS, INTERRUPTIONS OF UTILITIES OR MAINTENANCE PROBLEMS.
The inventory of your property has been checked prior to your arrival, a copy of which is available on the dining room table. It is your responsibility to check the full inventory on arrival, any discrepancies must be reported to us no later than 20.00 hours on your arrival day.
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 cupboardsof ALL perishable food..
All domestic rubbish must be disposed of in the green wheelie bins in the car park.
Please place all recycling articles in the green containers found in the bin storage cupboard.
Please dispose of any unwanted personal items.
Please place al bed linen including blankets (but excluding mattress and pillow protectors) at the foot of the bed TOGETHER WITH TOWELS & BATHMAT.
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 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 you use the fire guard provided and that
the 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).
Please keep young children off the mezzanine railings.
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.