As the person booking this holiday, you are responsible for ensuring your party complies with these Terms and Conditions of booking. Please take the time to read them.
ON-LINE BOOKINGS
We are a small business using both our own website and other holiday accommodation reservation websites. Please note – 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. The Contract of hire is not effective until we have processed the deposit and subsequently accepted and confirmed the booking by email.
The Contract for a short-term holiday rental will be between the owners of Dean Forest Retreats (referred to as “us” or “we”) and the person making the booking (referred to as “the customer, or Your or You”) in the following booking conditions. UK Law will govern the Contract. The contract will be subject to these booking conditions and must be complied with. The party leader must be at least 18 years of age at the time of booking. You are responsible for ensuring that all members of your booking party comply with the Terms of Use (as set out below), however, the Contract for the provision of accommodation is between us and you (as the person making the booking(s).
PAYMENTS
Bookings are confirmed in writing following the payment of a deposit of 30% of the holiday cost. The balance of the rental will be due for payment 30 days before the start of your holiday. We will send you a reminder when the balance is due. The balance should be paid within 3 days of receipt of the reminder. We reserve the right to cancel a holiday where payment has not been received within a week of notification of the balance being due. If the booking is made within 30 days of the holiday start, then payment will be due in full.
CANCELLATION
Cancellation by You
Cancellations must be immediately notified to us and confirmed in writing (email) requesting confirmed receipt. The effective date of cancellation is when written notification is received by Dean Forest Retreats.
Refunds
Refunds for cancellations will be made within 3 working days of receipt of written instruction of the cancelled booking:-
Cancellation by you Refund
30 days + prior to check-in 100% of total cost
14-29 days prior to check-in 75% of total cost
8-13 days prior to check-in 30% of total cost (deposit only refunded)
0 – 7 days prior to check in 0% of total cost
Part Cancellations – If any person(s) in your party needs to cancel, this will not affect the total cost of your booking. In addition, no refunds are payable in the event that you cut short your stay.
National Lockdown – In the event of a national lockdown which coincides with your holiday, where you are unable to travel, and we are prevented from opening, you will receive a full refund.
Regional/Local Lockdown – In the event that the address given on the booking is put into Local/Regional Lockdown, rendering you unable to travel, and the period of restriction covers the period of your booking, you will receive a full refund. Please note that this applies only to the address given on the booking by the lead booker, and does not apply if an unidentified party member at a different address is unable to travel due to local lockdown.
Your inability (or the inability of any, some or all of your intended occupants) or disinclination to travel to and stay at your hired Cottage for any reason. This includes – but is not limited to – illness (including Covid), a requirement or recommendation to self-isolate or quarantine, a call to jury duty, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport. These remain at your risk and do not give rise to a right to cancel or to receive a refund unless we re-let the property, other than according to the sliding scale below. You are strongly recommended to take out UK travel insurance to cover these eventualities.
Travel Insurance
It is the responsibility of the Lead Guest to acquire suitable travel insurance to cover their holiday, including Cancellation and Curtailment Protection Insurance. We strongly recommend that you take out suitable insurance which will cover you for possible cancellation of your UK holiday. Currently, there are several suitable options which currently include cover for COVID-related cancellation, however, these may change from time to time, or you can look for suitable cover on comparison sites.
Cancellation by Us
If we (Dean Forest Retreats) have to cancel your booking for any reason, including a Force Majeure event, our liability is limited to giving a full refund (including the deposit).
Changing your Reservation Dates
Provided your check in date is more than 30 days away, you are welcome to check our availability and change the dates of your stay. There is no fee for changing dates however this may involve an additional fee due to an increase in the price of accommodation (usually as a result of a change in season). We will advise you if there is any additional cost when you enquire about changing dates. Any changes made between 14 days and 30 days prior to check in can be made, but will attract a one-off £50 fee. Unfortunately changes to your reservation dates cannot be made where check-in is less than 14 days away.
Terms of Use
ARRIVAL & DEPARTURE
You may access the property from 16.00 on the day of arrival. Please note that departure is by 10.00 on your final day. We need this time to ensure that the properties are ready for your arrival after the previous guests and that all the additional COVID Security Measures have been carried out, in addition to the emptying, sanitising, refilling and reheating of the hot tub. On departure, you are requested to leave the accommodation in a clean and tidy condition. This includes washing up, ensuring ovens and barbecue are clean and free from grease and placing rubbish in outside bins and placing recycling items into the recycling boxes in the parking area.
USE OF PROPERTY
Under no circumstances may more than the maximum number of persons stated in the brochure and on the web site occupy the property, unless by prior arrangement with the owners. We reserve the right to refuse admittance if this condition is not observed.
You must not use the Cottage or the site for any illegal, 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. Dean Forest Retreats is a peaceful location and we ask that you respect that and our 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.
Smoking is not allowed in either property nor is it permitted in the hot tubs. If you wish to smoke outside, please let us know, and we will provide you with a suitable container. Please do not discard cigarette butts in the garden or grounds.
LIABILITY
Dean Forest Retreats, its employees and representatives shall not be liable to you or your party for loss or damage to property howsoever arising unless demonstrably caused by our negligence or wilful misconduct or that of those for whom we are legally responsible. You must take all necessary steps to safeguard yourselves and your property.
CARE OF THE PROPERTY
You are responsible for the property and are expected to take all reasonable care of its furniture, pictures, fittings, and effects, in or on the property. You must leave them in the same state of repair and in the same clean and tidy condition at the end of the rental period as at the beginning.
DAMAGES & BREAKAGES
Please report any damage or breakages to us as soon as you can and allow us access e.g. for cleaning a carpet before a spill stains. We reserve the right to charge you where there is significant damage or where we feel reasonable care has not been taken.
RIGHT OF ENTRY
We shall be allowed reasonable right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.
WI-FI
Wi-Fi is provided for the guests’s reasonable use. The guest agrees to reasonable and lawful usage of this service.
COMPLAINTS
Every effort is made to ensure that you have an enjoyable stay. However, if you have any problem or cause for complaint, it is essential that you contact us immediately to give us the chance to resolve it. We value your custom and want you to return. We are on site and will do our best to resolve any problem.
PETS
Unfortunately pets are currently not permitted at Dean Forest Retreats
HOT TUB USE
The safety of our guests is paramount. The hot tubs are there for your enjoyment, but we require you to observe the Hot Tub Rules which can be found in the Hot Tub guidance provided inside the Guest Information folders inside the properties. 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.
TERMINATION
The owner reserves the right to terminate a contract without prejudice to any rights and remedies accrued by the owner or which shall remain following termination and ask you and your guests to leave the property immediately if it is deemed necessary by the owner as a result of your behaviour or that of any of your guests or any other material breach of these booking conditions. In the event that your contract is terminated in accordance of this condition, the owner reserves the right not to refund to you any part of the rental fees in respect of the shortened rental period.
PRIVACY POLICY
We are committed to ensuring the best standards of practice in all our activities. Visitors to our web site can be assured that the protection of privacy and confidentiality are given the highest priority. All personal information is collected, held and used in strict compliance with the Data Protection Act 1998.
INFORMATION COLLECTED
We do not collect any personal information from visitors to our website other than information that is knowingly and voluntarily given. Anonymous information is collected, such as the number of visitors to the website in a given period or details of properties and dates selected for online bookings, but it is purely statistical and cannot be used to identify an individual user. Cookies are not used to collect any other information from visitors to the website.
USE OF INFORMATION
The information collected may be used to contact you with further details of our current activities or to send details of future initiatives or events. It may also be used for research purposes. You can inform us at any time if you no longer require such information to be sent. We treat any data collected during the course of making bookings or dealing with enquiries in strict confidence. Your data will never be sold. By accepting these terms and conditions you are indicating your consent to receiving these communications from us unless you let us know otherwise. If at any time you would like your details removed from this list all you need do is to click the unsubscribe link on any of the emails or contact us on info@deanforestretreats.co.uk and we will arrange for you to be removed from the database.
By accepting our Terms and Conditions, you consent to any review you have completed, whether it be online or in one of our Guest Books located in our properties, being published (or part-published) on Dean Forest Retreats’ website or Facebook page using first names of guests and general location only. If your review appears online and you wish for your review to be removed, please advise by contacting us on info@deanforestretreats.co.uk
THIRD PARTY DISCLOSURE
We will NEVER pass any personal information on to any third party without your consent.
DATA SECURITY
We take appropriate measures to safeguard the information we hold from unauthorised access or improper use. Our database is stored in a secure, password protected location. Only users authorised by us have access to this data.
INTEGRITY OF DATA
We take all reasonable measures to ensure that the information we hold is accurate. In particular we use reliable collection methods and destroy or convert to an anonymous form, any out-of-date data. Individuals may request details of all personal information held by us so as to contest inaccurate or incomplete data, verify the information and have it corrected as appropriate.
ENFORCEMENT
Any queries relating to our collection or use of personal information should be addressed to info@deanforestretreats.co.uk