THE GREEN CUMBRIA

General Terms and Conditions of Booking FROM 1 APRIL 2021

Your attention is drawn to clauses 5 & 6 in relation to Cancellations / COVID-19 and clause 11 in relation to Insurance.

Bookings are subject to the Terms & Conditions outlined in this document. Please ensure you read and fully understand them. If anything is unclear, please contact us so we can explain in further detail to avoid any misunderstandings. Please note that we reserve the right to make reasonable amendments or additions to these terms and conditions without notice.

1. Contract for Holiday Let:

  • a. The Contract for a short-term holiday rental will be between the Owner of The Green (referred to as “the Owner”, “us”, “we” or “our”) and the person making the booking (referred to as “the Guest, “you” or “your”).

  • b. As our properties are located in England the laws of England will govern our contract with you (the “Contract”).

  • c. When you submit a booking via our online reservation system (or otherwise) you are beginning the process of entering into a Contract with us. After you have submitted a booking you will receive an automatically generated booking summary by email to the email address provided in the booking form but the Contract is not yet formed with us at this point. A contract shall only arise when your booking is subsequently confirmed by us to you in writing (usually via email). All bookings are provisional until confirmed by us.

  • d. The Contract will be subject to these booking terms and conditions. The contract binds the Guest & all the members of their party and it is the responsibility of the person making the booking to ensure that all members of the party accept the terms of the contract set out.

  • e. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract & loss of the booking.

  • f. For the duration of the let the Guest is at all times responsible for the actions of all members of the Guest’s party.

  • g. The Guest must have a permanent residence. The contract does not grant any of the rights of occupancy associated with a short-term tenancy agreement.  The Guest may not sub-let the accommodation.

  • h. The Owner reserves the right to refuse a booking without giving any reason.

  • i. The party leader must be at least 18 years of age at the time of booking.

  • j. If any individual term or clause stated in these terms and conditions held to be invalid, impermissible or unenforceable permissible by law, the remaining terms shall be unaffected and shall remain valid.

2. BOOKING AND DEPOSIT:

  • a. Your booking may be placed over the phone, by email or directly via our online booking system.  Where your Booking is communicated to us by telephone or by email, we will enter it onto our online system, which will automatically generate a summary by email to the email address you provide to us.

  • b. A deposit of 25% must be paid within three (3) days of the Booking being placed. Your booking will not be confirmed by us until the deposit payment has been received.

  • c. The Deposit is non-refundable.

  • d. The full rental amount is due at the time of booking if your booking it being made within eight weeks of the start date. Your booking will not be confirmed by us until the full payment has been received.

 

3. FINAL PAYMENT:

  • a. The balance of the rental is payable no less than eight weeks before the start of the rental period. If payment is not received by the due date, the Owners in the first instance will make reasonable attempts to contact you in but in the event of payment not being received they reserve the right to give notice that the Booking is treated as Cancelled by you. See Clause 6.

4. MAXIMUM NUMBERS:

  • a. The maximum number of persons using the accommodation at any time must not exceed those stated below for each property and only those listed on the booking form can occupy the property. This is because the regulations under which we operate as a responsible owner don’t permit over occupancy and our insurance would be invalidated too. We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition.

          The Byre – maximum occupancy 4 persons

          The Haystore – maximum occupancy 4 persons

          The Carthouse – maximum occupancy 6 persons

  • b. Requests made for additional guests who are not named on the booking form to stay overnight during your holiday will automatically be declined if it means the maximum occupancy for each property is exceeded. Some permissions may be granted on a case by case basis if the property is not already at maximum occupancy but this is at the discretion of the owners and must be agreed beforehand.

  • c. Placing camp beds or “Z beds” etc within the properties to allow for extra guests is not permitted however travel cots for young children are allowed

  • d. Day visitors must be notified to and permitted by the Owners.

  • e. Day visitors are not permitted to stay overnight unless agreed beforehand (see “b” above)

  • f. Camping outside the properties or staying in motorhomes on the driveway etc is not permitted.

5. Cancellation by You (General):

  • a. All cancellations must be notified in writing (email is preferred).

  • b. If you cancel your holiday more than 8 weeks before it is due to start, then your deposit will be forfeited (will not be refunded) but no final payment will be due. If you cancel less than 8 weeks before your holiday is due to start, then the full final payment balance remains due and if it has already paid is not refundable unless the Owners are able to re-let the Property using reasonable endeavours. This is completely at the owner’s discretion any expenses, administrative costs or losses incurred (for example if we are not able to sell the dates at the full rate which you initially paid) will be deducted from the refundable amount.

6. Specific Terms, including Cancellation, in relation to COVID-19:

  • a. If any restrictions imposed by the Government or the Local Authority as a result of COVID-19 result in us not being able to provide your accommodation on the dates booked because we have to close, the accommodation will be classed as unavailable. Examples of this include a national lockdown or local/regional lockdown covering our postcode which is CA17 4NW.

  • b. If the accommodation is unavailable at the time of a payment being due to us (either a balance due 8 weeks before the start of your holiday or the full amount if a booking is made within 8 weeks of the start date) the payment will not have to be made at that time.

  • c. Payments will be due once the restrictions are removed and the accommodation is no longer unavailable.

  • d. If at the date of your arrival your accommodation is unavailable all money paid including deposits, balances or full payments will be refunded in full.

  • e. In the event that the accommodation is available but your given address used at the time of booking is put into local/regional lockdown, rendering you or some of your group unable to travel, and the period of restriction covers your booking, all money paid including deposits, balances or full payments will be refunded in full. 

  • f. In the event of your inability or disinclination to travel (or the inability / disinclination of any, some or all of your party) due to Covid related matters – including but not limited to catching Covid, self-isolation, being in quarantine or shielding there is no entitlement to a refund unless the Owners are able to re-let the Property using reasonable endeavours. This is completely at the owner’s discretion and any expenses, administrative costs or losses incurred (for example if we are not able to sell the dates at the full rate which you initially paid) will be deducted from the refundable amount. You are strongly recommended to take out UK travel insurance to cover these eventualities.  If you choose not to take out UK travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation

7. Cancellation by The Owner (General):

 

  • a. We won’t be deemed to be in breach of this Contract if we have to cancel your booking due to circumstances beyond our reasonable control (for example if access to and use of our property is prevented by fire, flood, exceptional weather conditions, epidemics, pandemics, destruction/damage, internet or other communications failure, blocked roads, war/terrorism, nuclear/radioactive disaster affecting us or our property) (these are sometimes referred to as “Force Majeure Events”)

  • b. If for any reason beyond our control we are forced to cancel your Booking (or bring it to an end early) due to a Force Majeure Event affecting us or our property we will refund you the full amount of your remaining rental costs based on the time of your Booking remaining. This will be the full extent of our liability and no additional compensation, expenses or costs (such as travel or replacement lodging costs) will be payable.

8. Movement or transfer of bookings:

  • a. Requests to move or transfer a booking will in the first instance be treated as Cancellation by you, the Guest. See clause 5.

  • b. On some occasion’s transfers may be possible but this will depend on various factors, most notably how close to the original arrival date the request is made, how far in the future the new requested dates are and if the Owners are able to re-let the Property on the original dates using reasonable endeavours. Re-letting is completely at the owner’s discretion any expenses, administrative costs or losses incurred (for example if we are not able to sell the dates at the full rate which you initially paid) will be deducted from the refundable amount.

9. Other Alterations to Bookings:

  • a. The Guest shall notify the Owner in advance of arrival of any changes to the names of people staying in the Property

  • b. The Guest shall also notify the Owner in advance of arrival of any other changes in relation to other parts of the booking that are different to the details provided at the time of booking.

10. Cutting short your holiday (Curtailment):

  • a. If the Guest has to curtail/cut short their holiday for personal reasons or because it suits them for reasons the Owner shall not be expected to provide any refund or partial refund.

11. INSURANCE:

  • a. It is strongly suggested that the Guest arrange travel insurance which includes cancellation cover, cover for your personal belongings, damage to the property/contents and public liability since these are not covered by the Owners' insurance.

  • b. Such insurance will also normally cover “Guest Risk” circumstances that arise that prevent you from travelling or making use of your holiday accommodation such as illness or accident, missed flights or trains, bad weather, car breakdowns; jury service or work commitments.

  • c. The Owners are not allowed to sell insurance or make recommendations but there are lots of reasonably priced policies available and they can suggest that the guests seeking insurance use sites such as the one below to choose their insurance or try entering “UK self catering cancellation cover” into an internet search.

          https://www.which.co.uk/money/insurance/travel-insurance

 

  • d. If you choose not to take out insurance, then you accept responsibility for any loss that you may incur due to your cancellation for whatever reason.

  • e. If required we will help with your insurance claim by supplying documentary evidence of your booking.

12. Arrival and Departure Times:

  • a. The rental period shall commence at 4.30pm on the first day and finish at 9.30am on the last day. The Owners shall not be obliged to offer the accommodation before the time stated and the Guest shall not be entitled to remain in occupation after the time stated.

13. Arrival Instructions:

  • a. The Owners will forward full instructions to the Guest on receipt of the final payment, including directions to the property, arrangements for entry, and local contact point in the event of problems.

14. DAMAGE:

  • a. In making a booking you accept responsibility for any theft, breakage or damage caused by you, pets or any member of your party.

  • b. Please treat the facilities & accommodation with due care so that other guests may continue to enjoy them. If you notice something is missing or damaged in your accommodation, please let us know immediately so that we can take the appropriate action. If there has been any damage or breakages during your stay, we would be grateful if you could report them promptly, especially before check-out.

15. PETS:

  • a. We only allow dogs. No other type of pets are allowed

  • b. Dogs are allowed with prior agreement, and a surcharge of £20 per dog will be charged.

  • c. The maximum number of permitted dogs is as follows unless otherwise agreed beforehand. Please contact us if you wish to bring more dogs. 

          The Byre –  1 dog

          The Haystore – 1 dog

          The Carthouse – 2 dogs

 

  • d. The Guest is expected to provide bedding and food bowls for the dog and to ensure dogs do not get on, nor cause any damage to, furniture or fittings.

  • e. Dogs are allowed on sofas and chairs if the Guest brings suitable throws or coverings and ensures the sofas or chairs are protected.

  • f. Dogs are not allowed in bedrooms.

  • g. On arrival, and at all other times, your dog(s) must be kept on a lead in and around the holiday cottages and owners house. This means keeping them on the lead when you first set out for a walk from the property

  • h. Dogs must never be left unattended in the property.

  • i. Guests are responsible for cleaning up after their dogs

  • j. If you go for a walk in the local area dogs can be off the lead provided they are under your control. They must not chase any livestock or wildlife. You must obey the Countryside Code and keep your dog(s) under close control at all times for their own safety as well as for the benefit of other dog owners and livestock.

  • k. If you go into a field with sheep please keep dogs on a lead

  • l. When taking your dog(s) for a walk, please pick up after them including within our grounds

  • m. When you bring a muddy dog back from a walk, please clean them off using the outside taps

  • n. If you have a puppy please take extra care to ensure they don't chew the furniture or soft furnishings.

  • o. We regret that dogs that bark continuously are not allowed. They will disturb the other guests.

  • p. Please clean dog hairs from furniture before you leave; if properties require additional cleaning or dogs have been in the bedrooms, or an uncovered sofa, we will charge a £50 fee to cover the cost.

16. Vaping & Smoking:

  • a. Vaping or smoking anywhere inside the premises is prohibited and will result in immediate termination of occupancy and forfeiture of all payments. This must be strictly adhered to and any damage or extra cleaning caused by vaping or smoking will be at the expense of you.

  • b. Guests are welcome to smoke or vape outside and sand filled containers for disposal of cigarette butts are provided outside of each property.

  • c. When smoking please be respectful of guests staying in adjacent properties.

17.  Guest’s Responsibilities:

  • a. The Guest agrees to be a considerate occupant of the Property, to take good care of the Property and to leave it in a clean and tidy condition at the end of the rental period. Although a final clean is included in the price, the Owners reserve the right to make a charge to cover additional cleaning costs if the Guest leaves the Property in an unacceptable condition.

  • b. The Guest shall report to the Owner/Manager without delay defects in the Property, breakdown of equipment or appliances in the Property or any other problem concerning their holiday, upon which the Owner will endeavour to put matters right straight as soon as possible. We value your custom and want you to return (and to recommend us to your friends!). We live next door and will do our best to resolve any problem.

  • c. The Owner/Manager has the right to access to the property on any reasonable grounds such as in the event of any emergency, to undertake essential maintenance or for inspection purposes.

  • d. The Guest agrees not to act in any way that would cause disturbance to people in neighbouring properties.

  • e. Guests are responsible for the safety and security of their children at all times. Never leave children without adult supervision.

  • f. Guests should park vehicles responsibly in the designated parking space, ensuring cars do not block access to other properties.

  • g. Please respect the Owners and occupiers of neighbouring properties by keeping noise levels to a minimum, especially between 11 pm and 8 am.

  • h. This Holiday Let property is privately owned and adjacent to the Owners own home. We expect all guests to enjoy the facilities and treat the property with the same respect that they would with their own house.

18.  Charging of Electric Vehicles (EVs):

  • a. We do not have a dedicated EV charging point, nor do we have a power socket, either indoors or outdoors, that is suitably rated, protected and certified as safe for use for charging an EV, or for plugging in a lead that is routed outdoors. We are therefore unable to allow the charging of EVs on the premises, but we’re happy to direct guests to the nearest available public charging points and can provide this information in advance of arrival on request.

19. Hired or Inflatable Hot Tubs:

  • a. We do not allow guests to bring or hire hot tubs. We are not connected to mains drainage and our private system is not suitable for taking the discharge from emptying a hot tub, for reasons of both sudden volume of water and the chemical content.

  • b. The chemicals used in a hot tub to help prevent disease and Legionella means that it is illegal to empty one directly onto the ground, or where it could run straight into a watercourse.

20. Drones, night lanterns and fireworks:

  • a. The use of drones is not allowed without our express written permission. Fireworks are not allowed without our express written permission. Night lanterns are also expressly forbidden as they are a fire hazard and can cause death or injury to local livestock.

21. Care of your property:

  • a. Your vehicles and their accessories and contents, and any property and valuables you bring with you are left entirely at your own risk.

  • b. If you leave any property behind we will use reasonable endeavours to return it to you, although we reserve the right to charge you in advance for any reasonable postal or courier costs.  We may dispose of any unclaimed property after six (6) months.

  • c. Under no circumstances shall the Owners’ liability to the Guest exceed the amount paid to the Owners for the rental period.