All bookings are made and accepted subject to these conditions and are provisional until the booking form has been completed.
General Notes
Beds are made on arrival; towels and tea-towels are supplied. For guests with small children, a travel cot and highchair can be requested before arrival. They are used at your own risk. We do not provide a stair-gate.
Whilst every care is taken to provide a true and accurate description of the property, over time, alterations are made and some things do change. The holidaymaker accepts that no refunds are available for such discrepancies.
Arrival and departure times
To give our housekeeper time to prepare the lodge for your visit, we ask that you do not arrive before 2.00pm and leave no later than 11.00am on the day of departure. Your cooperation is appreciated.
Confirmation of booking
A reservation deposit of 10% of your total cost must be paid within 3 days of our receipt of your booking. If you book within 6 weeks of your holiday, payment must be made in full at the time of booking. Bookings are provisional until the deposit has been paid and the booking form is completed. All bookings are subject to availability. The party leader must be at least 18 years of age at the time of booking. Your booking is made as a consumer and you agree that no liability can be accepted by us for any expenses, costs, losses, claims or other sums of any description which relate to any business, howsoever suffered or incurred by you. When we issue a confirmation to you, this signifies that we have entered into a contract with you, which is subject to these conditions. We reserve the right to refuse any booking before booking confirmation is issued and if we do this, we will inform you and promptly refund any money you have paid us. As soon as you receive the confirmation, you should check it carefully and any errors should be reported to us immediately.
Payment of letting fee
Once a booking is accepted, you are responsible for payment of the full letting fee. This must be paid 6 weeks before your arrival date, or immediately on booking if you book within 6 weeks of your arrival date.
Payment methods
Payments should be made by bank transfer to our account. Please label your transaction with your SURNAME.
Non-payment of balance
Where the balance outstanding is more than 1 week in arrears we reserve the right to re-let the lodge. However, if we are unable to re-let the lodge you will remain liable for the outstanding balance.
Refundable damage deposit (RDD)
A refundable damage deposit is applicable to all bookings and is held in case of unreported breakages, loss or damage to items, any excess cleaning or refuse disposal required at the end of occupancy. This will be refunded to the card used to make the balance payment, or via BACS payment, within 7 working days of departure.
Cancellations
If you have to or wish to cancel your booking, the party leader must telephone us as soon as possible. The party leader must also immediately confirm your cancellation in writing or by email. If the booking is cancelled after the balance of the rental charge becomes payable, such balance shall remain payable notwithstanding cancellation. Cancellation or early departure does not warrant any refund of the letting fee.
In the event of cancellation the following charges apply:
6 weeks or more: Deposit (10%)
Between 4 and 6 weeks: 50% of the total holiday cost
4 weeks or less: 100% of the total holiday cost
Keys
Directions to the lodge and details of how to obtain the keys will be sent approximately two weeks before the start of your holiday. This information will not be released until the reservation/security deposit and the letting fee have been paid in full within the time schedule and the booking form completed.
N.B. Lost keys will be charged at £20/set.
Smoking policy
The cottage is strictly no smoking properties, this includes the use of e-cigarettes.
Occupancy
The maximum occupancy of the lodge is 4. Please do not exceed this number.
You must not allow more people than the website states to stay overnight in the accommodation. You cannot arrange for visitors to the accommodation without the advance consent of the Owner.
You must not hold events (such as parties, celebrations or meetings) at the accommodation without the advance consent of the Owner. If you do any of these things, the Owner can refuse to hand over the accommodation to you, or can repossess it. If the Owner does this, we will treat this as you cancelling the booking.
In these situations you will not receive a refund of any money you have paid for your booking. And we or the Owner will not be legally responsible to you as a result of this situation (for example, for any costs or expenses you have to pay due to not being able to stay in the accommodation, such as the cost of finding alternative accommodation). We are under any obligation to find any alternative accommodation for you.
Community rules
The cottage is part of a family home. Whilst you are staying you are responsible for ensuring that all in your party show due consideration for other parties (to include, but not be limited to, refraining from abuses of the property and/or dangerous, offensive or rude behaviour to us, our representatives or any third parties).
Dogs
Dogs are welcome, provided that no sign of the dog is evident in the house or garden at the time of departure. We will inform you of any damages made by the dog and any additional charges within 7 days of your return from holiday.
If you are here with your dog we ask that you abide by the following rules:
- if your dog is used to sharing the sofa with you, please bring throws to cover the sofas and ensure that they are free from hairs and marks when you leave;
- dogs are allowed upstairs in the bedrooms but are not allowed on the beds at any time, for any reason;
- if accidents do occur inside the cottage, please clean up thoroughly and notify us so that additional cleaning can be undertaken if necessary.
Parking
Please park considerately. There is parking available directly in front of the lodge and along the side of the lodge.
Electric Vehicle Charging
Guests are not permitted to charge their electric vehicles using the electricity supply at the lodge. In addition to the potential health and safety and security issues of having open windows with trailing leads, none of the sockets at the lodge have been certified as safe to use to charge a vehicle, even with the use of a ‘Granny charger’. This practice carries significant risk of fire and/or damage to our property or your vehicle. Our insurance policy excludes cover relating to this practice and you would be strictly liable for any damage caused. Guests are responsible for finding electric car charging points for general public use nearby.
Wi-fi
Wi-fi is available throughout the lodge via the lodge network. You will need a password for access, which we will supply. If it fails we will do everything possible to get it reconnected but we do not guarantee availability. Please use the internet responsibly and ensure that illegal material is not viewed or downloaded using our wi-fi. Should our internet service provider alert us to any illegal activity, we are legally obliged to provide details of the guests who were staying at the time that the infringement occurred to the relevant organisation(s).
Breaking the terms and conditions
In the case of infringements relating to the booking terms and conditions, in particular for any member of your party failing to show due consideration for other parties, you may be asked to leave before the end of the holiday. If this happens we will treat your holiday as having been cancelled by you and you will not be entitled to a refund of your holiday cost or compensation.
Cleaning
We would like to think that the holidaymaker and party would treat the property as they would their own home and at the end of the holiday the property is left in a clean and tidy condition. The property owner retains the right to make an additional charge for cleaning should the property not be left in a similar condition to the way it was found at the start of the holiday.
Breakages
The holidaymaker should make every effort to keep the property, fixtures and fittings and all contents in the same state of repair and condition as at the start of the holiday. Any accidental damage or breakages should be reported to the property owner prior to departure. The property owner retains the right to make an additional charge for damage and breakages although it should be noted that minor breakages and reasonable wear and tear (in the opinion of the property owner) will not be charged for.
Complaints
Any difficulties you have must be reported to us straight away, as they cannot be rectified after your holiday. If you return home before telling anyone of your difficulties and your claim doesn’t involve personal injury/death then we cannot accept any liability.
Access by the owner
It may be that we or our representatives need access to the property. Where this occurs we will do all that we can to minimise the impact on your holiday but you must to allow us or our representatives access to the cottage at any reasonable time.
Personal injury and liability
We cannot accept responsibility or liability for any death or personal injury sustained, or damage or loss of property brought to the premises. This also includes any vehicles parked in the area. You must take all necessary steps to safeguard your personal property. No liability is accepted by us in respect of damage to, or loss of, such personal property
Accommodation becoming unavailable
We do not expect to have to make any changes to your booking, but occasionally problems occur and bookings have to be changed or cancelled. If this does happen, we will contact the party leader (by telephone where reasonably possible in the case of a significant change or cancellation, minor changes will be notified by e-mail or post) as soon as is reasonably practical, explain what has happened and inform you of the cancellation or change. If a significant change has to be made (and the change is not acceptable to you) or your booking has to be cancelled, you will receive a full refund of all monies paid to us.
Events beyond our control
We will do our best to ensure that all advertised services are available during your stay, but cannot be held liable for any interruption or breakdown in services due to ‘force majeure’ or other events beyond our reasonable control. Compensation payments will not apply where we cannot fulfil our obligations due to circumstances beyond our control. This would mean any event we cannot foresee with all due care, including but not limited to industrial dispute, adverse weather conditions, fire or natural disaster.
Insurance
We strongly advise guests to take out their own fully comprehensive holiday insurance to cover cancellation of booking and all eventualities, as once confirmed no refunds are repaid. Guests are legally responsible for payment in full.
Privacy Policy
We are committed to safeguarding the privacy of our guests and here we explain how we will handle your personal data. We explain why we collect it, what we will do with it and how long we will keep it.
- Why we collect your data: when you book with us we collect the following personal data via our booking form: name, address, contact telephone number, names of all guests and number of pets, arrival time and any other information that you think may be relevant. We collect this as we have a legitimate interest in these details under Article 6(b) of the GDPR 2018 in order to effectively administrate for your holiday.
- What we will do with your data: We use your data in order that we can contact you in respect of your holiday and ensure that they cottage is set up for the appropriate number of guests and pets. Your data is password protected and we are the only people who have access to it. We will not share your data with any third parties and we will not send you marketing emailed without your express consent which you may retract at any point by emailing hannah@yorkshiregatelodge.co.uk
- How long we will keep your data: For the purposes of demonstrating to the UK tax authorities the legitimacy of our bookings and rental income, we will store your data for seven years and it will be deleted at the beginning of the eighth tax year after your last stay with us.
You are entitled at any time to request to see a copy of all the data held on you. If you wish to see this please email us at hannah@yorkshiregatelodge.co.uk. If you are not satisfied or believe that we are processing your data illegally, you can complain to the Information Commissioner’s Office: www.ico.org.uk