Hen Cloud Cottages LLP – Booking Terms & Conditions
1. Introduction
These Terms & Conditions form the basis of the contract between Hen Cloud Cottages LLP (“Hen Cloud Cottages”, “we”, “our” or “us”) and the person making the booking (“the Guest”, “you” or “your”).
By making a booking, you confirm that you have read, understood and agree to these Terms & Conditions and that you are authorised to accept them on behalf of all members of your party.
The lead booker must be at least 25 years of age at the time of booking and must occupy the accommodation throughout the stay.
2. Booking and Payment
A booking is confirmed upon receipt of the required deposit and written confirmation from Hen Cloud Cottages LLP.
A non-refundable deposit equal to 20% of the total booking value is payable at the time of booking.
The remaining balance is due no later than 14 days prior to arrival.
Where payment is not received by the due date, we reserve the right to cancel the booking and retain any monies already paid.
We recommend that all guests obtain suitable travel insurance covering cancellation, curtailment, illness, accident and loss.
3. Cancellation by the Guest
All cancellations must be notified in writing by email and will take effect from the date written notification is received.
If you cancel your booking:
- More than 14 days before arrival: a full refund of all monies paid will be made.
- Between 7 and 14 days before arrival: 50% of the total booking value will remain payable.
- Less than 7 days before arrival: 100% of the total booking value will remain payable.
Where cancellation charges exceed the amount already paid, Hen Cloud Cottages LLP reserves the right to recover the outstanding balance using the payment method provided at the time of booking.
Where availability permits, we may offer alternative dates at our discretion. Any date change remains subject to availability and any difference in rental rates.
We strongly recommend that guests obtain suitable travel insurance to cover cancellation, illness, injury, travel disruption and other unforeseen circumstances.
4. Cancellation by Hen Cloud Cottages LLP
In the unlikely event that we are unable to provide the accommodation due to circumstances beyond our reasonable control, including but not limited to fire, flood, storm damage, utility failure, public health restrictions or other unforeseen events, we will offer either:
Alternative dates; or
A full refund of monies paid.
Our liability shall be limited to the amount paid for the booking.
5. Security Deposit
A pre-authorised security deposit of £200 will be taken against the payment card provided.
The security deposit may be used to cover, without limitation:
Damage to the accommodation, furnishings or equipment;
Missing items;
Breakages;
Excessive cleaning requirements;
Smoking within accommodation;
Hot tub contamination or misuse;
Late departure charges;
Key replacement costs;
Breach of these Terms & Conditions.
The security deposit will normally be released within seven days of departure, subject to inspection.
Where costs exceed the security deposit amount, you authorise Hen Cloud Cottages LLP to recover the balance using the payment method provided at booking.
You may also be charged a reasonable administration fee in addition to the actual cost incurred.
6. Occupancy
Maximum occupancy must not be exceeded.
The maximum occupancy for each accommodation is:
Willow: 3 guests
Pine: 4 guests
Laburnum: 2 guests
Lavender: 2 guests
Bluebell: 2 guests
Ramshaw: 4 guests
Unauthorised additional guests are not permitted.
Exceeding occupancy limits may result in immediate termination of the booking without refund.
7. Visitors
Due to limited parking and site capacity, only registered guests are permitted on site.
Day visitors and overnight visitors are not permitted without prior written approval.
8. Parties and Conduct
Hen Cloud Cottages is intended for quiet enjoyment.
The following are strictly prohibited:
Stag parties;
Hen parties;
Large gatherings;
Events or functions;
Excessive noise;
Anti-social behaviour;
Illegal activity.
Guests causing disturbance to neighbours or other guests may be required to leave immediately without refund.
9. Pets
Pets are permitted only in Willow and Pine and only where declared at booking.
Pets must:
Be house trained;
Remain under control at all times;
Be kept on a lead whilst on site;
Not be left unattended within accommodation;
Not be allowed on beds or furniture;
Not enter hot tubs.
Guests are responsible for cleaning up after pets.
Additional cleaning or damage costs may be charged.
No pets are permitted in Laburnum, Lavender, Bluebell or Ramshaw.
10. Smoking
All accommodation, hot tubs and indoor areas are strictly non-smoking.
Smoking includes cigarettes, cigars, pipes, vaping products and e-cigarettes.
Evidence of smoking may result in additional cleaning charges and/or termination of the booking.
11. Arrival and Departure
Check-in is from 4:00pm.
Guests should aim to arrive by 7:00pm.
Guests arriving later must contact us in advance to ensure access arrangements have been received.
Check-out is by 10:00am on the day of departure.
Late departures may incur additional charges.
Guests are expected to leave accommodation in a reasonable state of cleanliness.
Any breakages or damage should be reported as soon as reasonably possible.
12. Hot Tub Use
Hot tubs are provided for guest enjoyment and are used entirely at guests’ own risk.
Hot tubs may only be used between 10:00am and 10:00pm.
Children under 10 years of age must not use hot tubs.
Children must be supervised at all times.
No glass is permitted in or around hot tubs.
Plastic glasses are provided and must be used.
The following are strictly prohibited:
Fake tan;
Oils;
Bubble bath;
Bath products;
Chemicals or additives of any kind;
Pets.
Guests are liable for the costs of draining, refilling, cleaning, rebalancing or repairing hot tubs where contamination or misuse occurs.
Where a hot tub becomes unavailable due to guest actions, no refund will be payable.
In the event of equipment failure beyond our control, any compensation offered shall be entirely at management discretion.
13. Vehicles and Charging
No caravans, campervans, motorhomes or tents may be brought onto the site without prior written permission.
Electric vehicles must not be charged from accommodation sockets, extension leads or any electrical supply intended for guest use.
Any resulting damage or electricity costs may be recovered from the guest.
14. Rural Location and Safety
Hen Cloud Cottages is situated in a rural location.
Guests acknowledge that natural hazards may exist including:
Uneven ground;
Steps and slopes;
Woodland areas;
Livestock and wildlife;
Ponds, streams and watercourses;
Ice, snow and adverse weather conditions.
Guests are responsible for their own safety and for supervising children at all times.
15. Internet and Mobile Coverage
Wi-Fi is provided as a complimentary service where available.
Due to our rural location, internet access and mobile signal cannot be guaranteed.
No compensation will be payable for interruptions to these services.
16. CCTV
CCTV operates in external public areas of the site for safety and security purposes.
CCTV does not monitor accommodation interiors or hot tub areas.
By entering the site, guests acknowledge the operation of CCTV systems.
17. Right of Access
Hen Cloud Cottages LLP reserves the right to enter accommodation at reasonable times for inspection, maintenance, emergency repairs, safety concerns or any situation requiring urgent attention.
18. Liability
Nothing within these Terms & Conditions excludes liability for death or personal injury caused by negligence, fraud or any liability which cannot be excluded by law.
Subject to the above, Hen Cloud Cottages LLP shall not be liable for:
Loss of enjoyment;
Travel costs;
Consequential losses;
Loss or damage to personal belongings;
Circumstances beyond our reasonable control.
Guests are responsible for securing their own possessions and vehicles.
19. Governing Law
These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.