PLEASE READ THESE CONDITIONS CAREFULLY, WHEN YOU MAKE A RESERVATION YOU ARE ENTERING INTO A LEGALLY BINDING CONTRACT THE TERMS OF WHICH ARE SET OUT IN THESE CONDITIONS
1. These terms
1.1. These are the terms which apply to the contract in relation to your booking of holiday accommodation at Cefnfaes Hall, Rhayader, Powys, LD6 5LT. For the purpose of these terms, you (the person making the booking) are referred to as the ‘Guest’ (or ‘Guests’), ‘you’ and/or ‘your’.
1.2. Who are we? Our relationship with you: Clare Evans is the property owner (the ‘Owner’) of Cefnfaes Hall(‘we’, ‘us’ or ‘our’). Each booking is a direct contract between you and Clare Evans, the Owner.
1.3 Processing of Personal Data under the GDPR: By using our communication channels you may have personal data collected by us. You agree to such processing and that all data you provide is accurate.
2. Booking procedure
2.1. Securing a booking: To secure each booking, Guests must pay a non-refundable deposit of 33% of the total rental charge (excluding any security deposit). By paying the deposit, you are confirming that you have read, understood and agree that you and any accompanying guests staying at the holiday accommodation will be bound by these terms.
The balance is due 12 weeks before the arrival date, to be paid to us in cleared funds by way of BACS transfer.
2.2. For bookings made less than 12 weeks from the arrival date, the total rental charge must be paid to us in full in cleared funds by way of BACS transfer.
2.3. Guest details: We require details of all persons in your party who will be occupying the property during the letting period, including names, ages (if under 18) and household address(es). Only persons named within the booking are authorised to stay at the property.
3. Payments
3.1. UK – Payments should be made via a BACS payment to the nominated account.
3.2. We are not VAT rated and so do not charge VAT.
3.3. Where a deposit has been paid, the final balance of the accommodation costs, together with any additional costs must be paid by the Guest no less than 12 weeks before the start date of the letting period.
3.5. If the balancing payment and /or security deposit is not paid by the relevant due date(s) we reserve the right to cancel your booking and retain all sums paid by you. You will also be liable to pay the full outstanding balance. Should we be able to re-book the Guest’s booking with replacement guests we will refund you minus an administration fee of £100.
4. Property Use
4.1 Guests occupy the property for the letting period for holiday and social purposes only – no business purposes are permitted unless agreed with the Owner.
5. Security deposits
5.1. Every property booking requires a refundable, security deposit to be paid by the Guest as a deposit towards any damage, loss or loss of rental suffered by the Owner as a result of the conduct of a Guest or any member of the Guest’s party or other person authorised to enter the property by the Guest or a member of the Guest’s party.
5.2. The security deposit for Cefnfaes Hall is £500 and must be paid by BACS transfer no later than one week in advance of the arrival date.
Guest liability for property loss, damage and condition of property on departure
5.4. Whilst ordinary and fair wear and tear is expected and allowance made for such, all Guests are liable for loss and damage caused to the rented property and/or its contents (and for any loss of rental income suffered by the Owner as a result of any such damage) to the full value of the Owner’s loss, which shall be deducted from the security deposit at the Owner’s discretion.
5.5. Guests must also leave the rented property in a clean and tidy condition and will be liable for the costs associated with any additional cleaning required at the property if this requirement is not met.
5.6. Guests must be aware that the security deposit does not limit your liability to the Owner against loss and/or damage suffered by the Owner. Guest liability for losses applies even if the value of the loss exceeds the security deposit amount (in which case Guests will be liable to pay for the full amount in excess of the security* deposit).
5.7. Insurance: We strongly recommend that Guests take out holiday insurance that, in addition to protecting against cancellation costs and unforeseen circumstances etc., protects Guests in the event of liability incurred against (and in addition to) the security deposit.
Security deposit refunds
5.8. Each property is inspected after the Guest’s departure. The Owner aims to refund the security deposit within 7 days of Guest departure from the property, provided no loss, damage or unreasonable cleanliness has been caused to the property, its contents, fixtures/fittings etc.
5.9. If any loss, damage or unreasonable cleanliness is identified, you will be notified of the value of such loss/damage and this will be deducted from the security deposit. Any undisputed security deposit balance will be refunded to you within11 days of your departure from the property.
5.10. Insurance: If Guests wish to claim any amount from their own insurance, the Owner will provide you with the documentation required. However, Guests will remain personally liable to the Owner for making payment in full within the 7 day term in relation to any loss/damage claim which exceeds the security deposit paid.
6. Booking cancellations/amendments
6.1. Insurance: The Owner strongly recommends that Guests take out suitable holiday insurance, to cover the total cost of your holiday in the event of cancellation.
6.2. On cancellation of a confirmed booking, the Owner will retain your non-refundable booking deposit and, if paid, the balance (see 2 and 3 above). Where only the booking deposit has been paid at the time of cancellation, you will remain responsible for payment to the Owner of the total cost of your booking. Your liability on cancellation to pay the total cost of the holiday may be subject to deductions should the Owner be able to fill your cancelled booking with replacement guests.
6.3. All cancellations must be notified to the Owner, in writing (email is accepted) prior to the commencement date of the holiday letting period.
6.4. Grace cancellation period: The Owner offers a complimentary 24 hour grace period from the time your booking is accepted, as a ‘cooling off’ period. Should you wish to cancel your booking within this time, a full refund (of the deposit and balance) will be provided.
6.5. Changing dates: if you wish to amend your booking dates to alternative available dates, an administration charge of £30.00 will apply.
6.6. Property unavailability: If for any reason:
a) the property you have booked becomes unavailable, for example because of flood, fire damage or other similar circumstances; or
b) the Owner is prevented from making their property available to you due to government restrictions or public health measures restricting (1) domestic travel, or (2) use of holiday accommodation / rentals (including measures which are introduced in response to a pandemic or epidemic, such as COVID-19), the Owner will notify you as soon as possible, your booking will be cancelled and all monies paid will be refunded.
For the avoidance of doubt, 6.6 (b) includes where there is a public travel restriction in place that prevents you travelling (within the United Kingdom) to the property you have booked but excludes where you (or any guest under your booking) are prevented from travelling to your booked property due to personal health matters or travel restrictions only applicable to limited categories of persons.
6.7 The Owner will not be liable for any form of damages, compensation or expenses claimed by the guest in respect of the non-availability of the booked property, except as provided for by a refund as set out above.
7 Joining Instructions
7.1 Arrival and departure: The property will normally be available to you from 4.00pm on the arrival date. All Guests must vacate the property and associated land by 10.00 am on the departure date. If any Guest vacates late the Owner reserves the right to deduct an amount from the security deposit to cover the extra period of occupation and any extended or delayed cleaning arrangements caused by the delay.
7.2. Security: All doors of the property must be checked and securely locked on departure and whenever the property is vacant during the Guest’s letting period. Keys must be returned to the agreed location. In the event that keys are not returned, a charge will be deducted from the security deposit to cover locksmith costs for changing locks and replacing keys.
7.3. Cleanliness: Guests must leave the property in a clean and tidy condition. All waste must be removed, correctly bagged and placed in bins provided. Failure to do so may incur a further charge, to be deducted from the security deposit.
7.4. Maximum number of Guests: Guests shall not permit the property to be occupied by more than the stated number of persons on the booking form/confirmation form.
7.5. Amenities: All prices quoted include electricity and water and use of property equipment and amenities, subject to fair usage.
7.6. Telephone and internet: The Owner cannot be held liable for any form of damages, compensation or expenses claimed by Guests in respect of any internet services (Wi-Fi) or telephone services not being available or failing during any stay. If internet access is essential to you during a stay, we recommend that you have back up provisions such as mobile dongles. We do understand the importance of internet and will ensure that our property partners work to resolve any issues within their control.
7.9. Guests must agree:-
– to allow reasonable access to the property by anyone authorised by the Owner and any service providers.
7.11. Pyrotechnics: The use of fireworks or any pyrotechnics, or Chinese lanterns etc, are strictly prohibited at the property and gardens/grounds.
7.12. Unacceptable behaviour: If in the opinion of the Owner, guests are not deemed suitable to continue occupation of the property due to guest behaviour, damage to the property, nuisance to other parties, then your booking contract may be terminated without notice and the Owner will be entitled to repossess the property immediately without any compensation to you.
8. Older and heritage properties
8.1. Cefnfaes Hall is a period heritage property and as such may have idiosyncrasies associated with its age and style. You should be aware that it is impossible to eliminate these factors entirely from an older property. The Owner will not be held responsible in respect of any particular sensitivity Guests may have to such characteristics.
9. Dogs
9.1. No pets are to be brought to the property (please ask with regard to service dogs).
10. Smoking policy
10.1. Cefnfaes Hall has a strict no-smoking policy. Any damage caused to the property or its contents by smoke or burns will be deducted from your security deposit.
Smoking is only permitted outside on condition that all cigarette/cigar butts and ashes are cleared up and disposed of by Guests before departure. If there is a smell of smoke inside the property Guests will be charged for any additional cleaning time required to rectify this (again, such costs will be deducted from the security deposit).
12. Guest information folder
13.1. Guests are responsible for familiarising themselves with the health and safety information relevant to Cefnfaes Hall. Guests will find all the necessary information within the guest information folder at the property.
14. Other important terms
14.1. Laws applying to booking contracts: These terms (which apply to the booking contract between you and the Owner) are governed by English and Welsh law and the parties can bring legal proceedings in respect of the contract in the English and Welsh courts.
14.2. Booking transfers: Guests must seek the Owner’s’ prior written consent if they wish to transfer their rights (i.e. your booking) to someone else.
14.3. If a court finds part of your booking contract (including these terms) illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
14.4. Third party rights: Nobody other than the Guest and the Owner has any rights under the booking contract as that contract is between the Guest and the Owner.
14.5 Amendment of these terms: The Owner reserves the right to amend the booking terms and conditions at any time prior to confirming your booking.
