StayCotswold: Terms and Conditions

Property Booking Terms and Conditions

Reservations of all accommodation whether made by telephone, fax, in person, in writing or from the Internet are accepted by StayCotswold hereinafter referred to as SC on the following conditions:

1. Contract of hire

The hiring contract will be between you, the Hirer and us, the Owner and/or Manager of the property, under the brand of SC. 

The booking contract is made and shall be deemed to be made subject to these Conditions of Hire and governed by English Law. The contract is for the hire of the property for holiday purposes and short-term breaks only. The Contract of Hire is not effective until SC dispatches to the Hirer written confirmation of the booking and SC receives back a completed booking confirmation. We do not accept bookings from Hirers less than 18 years of age.

2. Payment Information

Bookings will be confirmed by SC upon receipt of the required reservation booking payment (30% of the rental fee) plus a booking/administration fee. If the booking is made within EIGHT weeks of the holiday commencement date, the full accommodation rental, plus the booking/administration fee will be required at time of booking. 

The Balance Payment will be due for payment EIGHT weeks before the holiday commencement date. SC reserves the right to cancel a holiday where full payment has NOT been received EIGHT WEEKS before the holiday commencement date. The damages deposit or credit card authorization is taken ONE WEEK prior to your arrival date. This is required before we can release key codes to the properties.

Please note that the administration fee is the amount as advertised on the SC website and may be subject to change. 

3.  Payment Types

Payments for holiday bookings must be made by bank transfer and should INCLUDE any handling charges or any bank charges which should be borne by the customer. Any shortfall relating to handling charges or bank charges will be deducted at the end of your booking from the damage deposit. 

4. Value Added Tax

Where VAT applies to the property rental, it is included in the quoted price at the rate of the time of booking, i.e. 20%. All VAT inclusive rentals are subject to change if the rate changes.

5. Confirmation of booking

Once SC has issued a ‘Confirmation of Booking’, via DocuSign, the Hirer is responsible for the total published price of the property and any extras as shown on the confirmation. Any amendments to bookings, where applicable, may be subject to an administration fee.

6. Booking Cancellation

Customers are strongly advised to make their own alternative arrangements to ensure cover for any cancellation including adverse weather conditions. If you are forced to cancel your holiday, you must inform SC immediately. In all cases of cancellation, the reservation booking payment (30%) and the balance paid is forfeited unless we are able to re-let the period booked. Please note that if we are unable to achieve the same rental amount as per your booking form, we will deduct the shortfall from your payment and then forward back the remaining balance to you. 

7. Amenities

The use of accommodation and amenities, where offered, such as swimming pools, tennis courts or fishing lakes etc. is entirely at the user’s risk, and no responsibility can be accepted for injury, or loss or damage to user’s or visitor’s belongings.

8. Party Make Up & Numbers

The maximum number of persons permitted to to stay in a property is stated in the brochure/website or on the booking form, and this must not be exceeded. In some situations, with the express prior agreement of SC, additional guests may be permitted at the cost of £75 per person. Single sex parties must be advised to SC at the time of booking. Failure to do so may end in loss of your reservation booking payment, booking/administration fee, balance and damages deposit. SC reserves the right to refuse admittance or eject customers if these conditions are not observed. In addition, SC and the owners reserve the right to refuse or revoke any bookings from parties that may in their opinion (and at their sole discretion) be unsuitable for the property concerned. No properties or rooms within properties can, under any circumstances be sublet to a third party or be supplied/used by guests not named at the point of booking. In all instances, SC reserve the right to refuse bookings if, in their opinion, this condition is violated.

9. Hirer’s Responsibilities

The Hirer is responsible for the property and is expected to take all reasonable care of it. All equipment, utensils, crockery etc. must be washed and put away in their original location, and the property must be left clean and tidy at the end of the hire period. Please note that it is the hirer’s responsibility to respect the privacy of neighbouring properties and the general tranquility associated with the local environment; drive with due care and attention; refrain from making excessive or anti-social levels of noise after 11pm. In all instances, SC reserves the right to refuse or end a booking if, in their opinion, any of these conditions are violated.

10. Pets

SC allows pets at SOME properties (please enquire) on the following basis:

It has been agreed in writing (in the email confirmation correspondence and booking confirmation) with the Hirer to allow the pet(s) to stay at an additional cost of £40 per pet. All pets must be fully house- trained and be up to date on all recommended vaccinations. All pets must be under control at all times (leads are preferable) as all our properties are situated in a rural environment where you will come across farm animals, horses, other pets, walkers and young children. The Hirer or Pet Owner is responsible for cleaning up after the pet and is mindful to encourage the pet to do “their business” away from the property. Pets are not allowed upstairs, in the bedrooms, the bathrooms or on any furniture. Any evidence of this will require additional cleaning and will be deducted from your damages deposit. Any damage caused by your pet will also be deducted from your damages deposit. Excessive noise (such as barking) that disturbs the neighbours should be prevented at all times. Finally, pets should under no circumstances be left unattended either indoors or outdoors at the property. SC reserves the right to repossess the Holiday Home at any time or ask that the pet(s) is/are removed if any of the above conditions are breached.

11. Damage

All damages, breakages and moving of furniture are the legal responsibility of the Hirer and the Hirer’s party. They must be notified to the owner or key holder before the end of the holiday. Their cost(s) shall be refundable on demand. However, minor damage or breakages will not normally be charged but we do reserve the right to charge bad tenants for extra cleaning, breakage or damage and may refuse future bookings.  SC reserves the right to repossess the Holiday Home at any time, where the Hirer or any member of the Hirer’s party has caused damage. SC shall not be liable to make a refund of any remaining portion of the hire terms paid. Any damages deposit charged by SC will be reimbursed after the holiday (less any penalties which may be incurred).

12. Literature

SC takes every care to ensure the accuracy of the property descriptions. All information in our websites is given in good faith and is believed to be correct at the time of going to press, but SC cannot be held responsible for misunderstandings or changes beyond its control, which may become known after publication of its marketing. SC reserves the right to change prices after publication. The statements and prices on our website and elsewhere are made in good faith but the agent has no liability for inaccuracies. Further, SC cannot accept liability or responsibility for happenings outside its reasonable control, such as breakdown of domestic appliances, plumbing, wiring, and temporary invasion of pests, damage resulting from exceptional weather conditions or the owner’s negligence resulting in loss, injury or accident. Please be aware that if a property is advertised as having an enclosed garden, this does not necessarily mean a secure garden. It may be enclosed by hedging or open style fencing.

13. Legal

In the event of any dispute between parties it shall be referred to the jurisdiction of the English courts only and any actions shall be heard in the court for the area in which the property is located. Any disputes arising between you and SC, if not mutually resolved, can be referred to a single arbitrator agreed, or in the default of such agreement, to the President for the time being of the Law Society or Institute of Arbitrators. In either case, such arbitration would be subject to the provisions of the Arbitration Act of 1996 or any statutory modification thereof for the time being in force. All parties will contribute equally to the cost of Arbitration.

14. Force Majeure

Except where otherwise expressly stated in these Booking Conditions, we regret that neither SC nor the Property Owner cannot accept liability or pay any compensation as a result of ‘force majeure’. The definition of ‘force majeure’ within these Booking Conditions means an event beyond the reasonable control of the Property Owner or SC that even with all the due care, foresee or avoidance, is out of our control. Examples of acts of ‘force majeure’ include, but not limited to – strike, lock-out, labour dispute, act of God, acts of terrorism, war, riot, civil commotion, malicious damage, compliance with a law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, insolvency or bankruptcy of an Owner, fire, flood, snow and storm, difficulty or increased cost in obtaining workers, goods or transport and other circumstances affection the supply of goods or services.

15. Availability

This Holiday Let Agreement is made on the understanding that the property and its facilities will be available for the dates stated. Without prejudice to the foregoing, in the event that a property is not available or is unusable due to events arising outside the control of SC, then SC may be forced to cancel the booking or offer suitable alternative accommodation. The Hirer will be advised as early as possible. The Hirer will not have any further claims against SC. No compensation, costs or expenses or other sums (including, without limitation, the cost of securing alternative accommodation) will be payable in any other such circumstances by SC.