Terms and Conditions of Monnington House, Garden Cottage and The Cider Mill, Monnington-on-Wye, Herefordshire HR4 7NL. The contract for lettings agreed after 3rd May 2021 for short terms holiday rentals.
Please note that these Conditions should be read in conjunction with the Booking Confirmation Form.
Hugh and Anna Pearson Gregory, the Owners of Monnington House, Garden Cottage and the Cider Mill, Monnington-on-Wye, Herefordshire HR4 7NL will arrange short term holiday let of the said property. The Contract is between the Owners of the Property and the person making the booking (the Booker), who shall assume responsibility for all party members and visitors. Any issues arising under the Contract should be addressed to the Owners. The Booker must be aged at least 18 and must provide a list of all guests and contain details of names, ages, contact details and postcodes.
The Contract will be entered into when the Owners issue the confirmation form after payment of the balance of the rent due and will be subject to all the Booking Conditions. The Booker should check the confirmation form carefully.
(a) DEPOSIT: A deposit of 25% of the total rent, service charge and booking fee is payable to reserve specified dates to stay at the Property.
(b) BALANCE: The remaining 75% of the total rent, service charge and booking fee is payable 90 days before the start of the let (unless otherwise specified on the Booking Confirmation). Should a booking be made within 3 months of the start of the holiday let, the full deposit and balance must be paid together. Failure to pay the balance on or by the due date shall be construed as a cancellation by the Booker.
3. TRAVEL INSURANCE: Covid is now a known risk and it is possible to insure against loss. The Owners strongly recommend you obtain travel insurance to cover the Booker and guests in the event of a cancellation outside our refund policy. The Owners are unable to advise but understand insurance is available through Trailfinders www.trailfinders.com/insurance/step: PJHayman www.pjhayman.com/travel-insurance/staycationplan; Coverwise www.coverwise.co.uk/travelinsurance/coronavirus.
If you choose not to purchase travel insurance then you accept responsibility for any lot that you may incur due to your cancellation.
4. CANCELLATION AND REFUND POLICY – For bookings made after 9th January 2021
A The Owners will make refunds in the following circumstances
(1) If your booking has to be cancelled due to Covid 19 and Monnington House, Garden Cottage and the Cider Mill are placed under UK Government restrictions and must be closed for the period of the booking. You will be refunded in full.
(2) If due to Covid 19 the Bookers residences are placed under local or regional lockdown you will be refunded in full
(3) Force Majeur If Monnington House, Garden Cottage or the Cider Mill have to close due to circumstances beyond our control at the site, we will offer a full refund. Examples include flood, fire, pestilence or infection. We will also make a refund If the booking is terminated early based on the circumstance and usage of the property. This refund will be the only liability of the Owners and no additional costs, compensation or expenses will be payable.
B The Owners will NOT make full refunds in the following circumstances
(1) The Bookers inability (or the inability of any of the intended party) or disinclination to travel to and stay at Monnington House, Garden Cottage or the Cider Mill for any reason
This includes but is not limited to illness (including COVID 19) a requirement or recommendation to self isolate or quarantine, shielding, a call to jury, military service, incarcerate, change in personal or work circumstance, family emergency, travel delay, vehicle breakdown and delays with public transport.
These remain the Bookers risk and do not give a right to cancel or to receive a refund unless we are able to relet the property.
You are strongly advised to take out travel insurance to cover these circumstances. If you choose not to take out travel insurance the Booker is accepting responsibility for any loss that may have incurred due to cancellation.
C CALCULATIONS OF REFUNDS
Cancellations should be immediately notified to the Owner who will confirm the cancellation request.
Refunds will make on the following basis
95% of the booking cost should cancellation be made more than 90 days from occupation
25% of the booking cost should cancellation be made between 1 – 89 days from occupation
Upon receipt of the cancellation the Owners will use their reasonable endeavours to obtain and replacement booking. In the event of getting a successful booking the Owners will refund to the Bookers an amount equivalent to the Bookers loss if a sufficient sum is raised.
5. CAUTIONARY/DAMAGE DEPOSIT: In addition, a refundable cautionary/damage deposit of £1250.00 is payable when booking the combined properties of Monnington House , Garden Cottage and the Cider Mill and £1000 is payable when booking Monnington House and Garden Cottage, £400 is payable when booking the Cider Mill and £300 is payable when booking Garden Cottage at the time specified on the Booking Confirmation.
PAYMENT METHOD: All payments must be made to the Owner. Payment should be made by electronic transfer where possible.
6.REFUND OF THE CAUTIONARY/DAMAGE DEPOSIT
The cautionary/damage deposit will be refunded within 14 days of your departure from the property less any costs incurred. Where you have paid the cautionary/ damage deposit by bank transfer we will refund the deposit back into your account, but only upon receipt of your bank details. We will not be held accountable if the cautionary deposit is not refunded within the 14 day time scale where we have not been provided with this information. A charge will apply where we are requested to credit an International bank account.
The Customer is legally bound to reimburse the property Owner for replacement, repair or extra cleaning costs on demand. Cautionary deposits are to cover any damage to the property and any contents, extra cleaning costs if the property is left in an unreasonable state, neglect, loss or non return of keys, excessive or long distance telephone charges. If we are not able to contact you to advise of any damages that may have occurred during your stay that require a deduction from your deposit, we cannot guarantee the balance of these funds will be refunded within the 14 day time period.
The Owners will not be held accountable for any bank charges etc you may incur resulting from the late return of the deposit. In the event of damages caused by you, the Booker and your party during your stay costing in excess of the cautionary deposit payment you will be notified in writing of the amount owing. If we have not received the funds within 30 days of your departure, we reserve the right to debit any credit/debit card details that we hold on file for you for the outstanding amount. Please note if it is necessary to obtain a quote from the Owners for repair/ replacement of items, an extension of this 14 days timescale may be necessary. Please ensure you supply all relevant contact details to enable the Owners to contact you when refunding your deposit.
Cancellations must be immediately notified to us and confirmed in writing. The treatment of a cancellation will depend on a) the date the booking was made and b) when the cancellation is made:
A Bookings placed prior to 15th June 2020. These are not cancellation protected.
Any cancellation made by the Booker for whatever reason shall be in writing addressed to the Owners. All monies paid by the Booker shall be forfeited to the Owners, until, and only if, the Owners has secured a let for the said dates. The Owners strongly recommends the Booker takes out cancellation insurance. The refundable cautionary/deposit will be returned.
The Owners shall not be under any liability to the Booker or third parties for any accident, damage, loss, injury, expense or inconvenience, which may be suffered, incurred or arise out of or in any way connected to the let. No term of the Contract is enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not party to the Contract. If the Property which the Booker has booked becomes unavailable or unusable for an unforeseen or foreseen reason prior to the date of booking, then the Owner reserves the right to cancel the booking and will reimburse the Booker any monies paid.
B Bookings placed after 15th June 2020 and up to 8th January 2021
These bookings have cancellation protection cover under the Master Cancel policy if you cancel between 60 days and 2 days prior to arrival.
If you cancel from 60 days up to and including 2 days before check in date you will receive a full refund of the rental you have paid. Refund payment for cancelled booking will be released back to the cancelling Booker on the scheduled date of check out of the original booking. Cancellations made 1 day prior to or on the day of the check in will not be eligible for the refund. Example: for a check in on Saturday you could cancel the prior Thursday before 16.00 and be reimbursed in full but not on Friday (1 day prior) or Saturday (day of check in). For this reason we strongly recommend you take out your own travel insurance for UK holidays which cover booking cancellations. If you choose not to then you accept responsibility for any loss you may incur due to your cancellation.
If you cancel 61 or more days before check in date, we will endeavor to relet the property for those dates. If we are able to relet the dates, we will refund you the deposit amount (which may be less that you paid – eg the final letting price was discounted or only some of the days are relet) less an administration fee of 10%. If we are unable to relet you remain responsible for the deposit and there will be no refund under any circumstances. For this reason we strongly recommend you take out your own travel insurance for UK holidays which covers booking cancellations. If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.
The Owners shall not be under any liability to the Booker or third parties for any accident, damage, loss, injury, expense or inconvenience, which may be suffered, incurred or arise out of or in any way connected to the let. No term of the Contract is enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not party to the Contract. If the Property which the Booker has booked becomes unavailable or unusable for an unforeseen or foreseen reason prior to the date of booking, then the Owner reserves the right the booking and will reimburse the Booker any monies paid.
8. CANCELLATION INSURANCE For bookings made between 15th June 2020 and 9th January 2021
Our cancellation protection policy does not cover cancellations for the following reasons
Losses, damages, costs or expenses resulting from Acts of War and Terrorism and excluded. This means the Owners will not reimburse for cancellations arising indirectly or directly from:
war, civil war, invasion of foreign enemies, war-like activities (whether or not there is an actual declaration of war), rebellion, insurrection, civil commotion arising to the level of uprising, military or usurped power
acts of terrorism committed for political, religious, ideological or similar purposes
actions intended to prevent any of the above
Losses arising from nuclear reaction, radioactivity and radioactive contamination and likewise excluded from the program; the Owners will not reimburse for such cancellations arising indirectly or directly from such occurrences.
Though we the Owners have taken out Master Cancel policy we strongly advise you the Customer take out your own policy in the event of our insurers failing to pay or the claim being made outside the two time limits.
9. BOOKING AMENDMENTS
If you, the Booker, decide to alter any details after your booking has been confirmed by us, providing that we are informed no later than three months prior to arrival, these will be treated as changes and a £40 administration fee will be charged. However, any change requested within 12 weeks will be treated as a cancellation.
By signing these terms and conditions you are agreeing not to sell or transfer the booking to another party without written consent.
10.PERIOD OF HIRE
Rentals commence at 4.00 pm and terminate at 9.30 am for the Monnington House, Garden Cottage and Cider Mill save for the games room and table tennis room which terminates at 9.15 am. These times are specified on the Booking Confirmation.
11. USE OF PROPERTY
The number of persons occupying the Property overnight must not exceed the maximum number stipulated on the Booking Confirmation. The property is let as a holiday home and may not be used as a venue for an event more made available to paying Bookers . We reserve the right to deny access to the entire party, to require the entire party to immediately vacate the property and / or to retain the full Cautionary Deposit if this condition is not observed.
Should there be any cause for complaint during the occupation of the Property, it must be notified immediately to the Owners during the holiday. Complaints will not be entertained subsequently and certainly not after the end of the rental period. The Owner must be given the opportunity to rectify any problem identified by the Booker during their stay. No correspondence will be entered into in respect of complaints made on the day of departure or after the Bookers return home when no opportunity has been provided for the Owner to rectify the problem.
13. CARE OF THE PROPERTY AND DAMAGES AND BREAKAGES
The Booker agrees to take reasonable and proper care of the Property including all of its contents and surrounds and to leave it in the same state of repair, condition and tidiness as at the beginning of the stay. The Booker to be responsible for any breakages and items missing or any other loss or damage occurring at or to the Property, during the Occupancy Period. The Booker will be required to pay for any such loss, damage, breakages or missing items and any cleaning (other than normal cleaning) which is required following departure on demand.
All defects or want of repair that may be noticed in the Property or the furnishings, fittings, contents or decorations thereof must be reported IMMEDIATELY to the Owners and not attempt to repair the same shall be made other than by the Owners or persons authorised by them. The Booker is responsible for the behaviour of all persons who may be resident in (or otherwise in) the Property during the Occupancy Period and for the condition in which the Property is left at the end of the Occupancy Period.
No inflammable or explosive material shall be stored or placed in or close to the Property. No dirt, rags, oil or similar material shall be put in any baths, sinks, lavatory or pipe at the Property. No firearm, shotgun, crossbow or air weapon shall be brought onto the property without written permission first having been obtained and in no circumstances shall any such weapon be kept in the Property.
Sun cream, fake tan, waterproof makeup and hair dye can cause permanent damage to bedding, linen, soft furnishings and towels and we ask all guests take care when using these products. If you plan to use them, we recommend you bring spare linen in order to prevent staining during your stay. If such staining occurs, although every effort will be taken to remove any stains if this is not possible, a charge may be levied to replace these items.
As our property is a private home it has a restriction in place in terms of the type of group accepted. With this in mind you will be asked the occasion for your stay at the point of booking; please note that if it transpires the occasion is not as detailed, we reserve the right to require the property to be vacated immediately and to retain your cautionary deposit which will be used to compensate the Owners accordingly.
The Owners do not warrant and are not responsible for the accuracy of any verbal information given or statements made by its agents.
The Owners (or their representatives) shall be allowed access to the Property at any reasonable time for essential maintenance or required inspections. Wherever possible, this will be by prior arrangement with the Occupier.
Well trained dogs are accepted by prior approval in Monnington House and the Cider Mill and not in Garden Cottage . A maximum of 2 dogs in the house and 1 dog in the Cider Mill. Dogs are permitted on the flagstone areas of the house and not permitted on any carpeted areas nor on any furniture. In the Cider Mill the dog is permitted in the kitchen/sitting room only and not in the bedrooms nor on any furniture. They may not be left unattended. A charge of £10 per dog per day applies. No dogs under one year old nor elderly dogs who are incontinent are permitted. All dog mess to be collected. Dogs must be kept on leads on farmland at all times. No other domestic pets can be accepted.
There is shared parking for 10 cars at Monnington House and Garden Cottage and parking for 5 cars at the Cider Mill
20. SPEED LIMITS
In the interests of safety, all drivers should approach the property at 20MPH at all times.
21. RESPECT FOR OTHER RESIDENTS
The property shall not be used in such a way to cause annoyance or nuisance to any other person nor to the occupants of any other property or land nor for any illegal or immoral purpose or for any trade or business
The property is rented for use as a private house for the period of the rental and therefore the person/persons renting the house and their guest must treat neighbours and neighbouring properties with due concern and respect: complying with all relevant by laws including those relative to noise disturbance to preserve a quiet and peaceful atmosphere with no noise from musical instruments, radios, television and any other activity to cause disturbing levels of sound to other neighbours.
In particular music systems, television sets, musical instruments and similar equipment may not be used outside at any time and must be used in such a way as to cause no annoyance or disturbance to any person or occupant of neighbouring properties and the volume of all equipment and the voices of occupants should be controlled so as not to be audible outside the property between 10.00 pm and 9 am.
Please note fireworks and Chinese lanterns are prohibited on the property. Please note valuable horses, animals and hay barns are all within close proximity.
In the event of a noise nuisance being caused or by fireworks being used we reserve the right to retain some or all of the Cautionary Deposit, or, in persistent cases, we reserve the right to ask you to vacate the property with immediate effect.
23: ILLEGAL SUBSTANCES
The use of illegal substances or indeed any activity that is against the law of the United Kingdom is prohibited.
Should the Booker or any member of their party arrive at the property for check in in an apparently intoxicated state we reserve the right to deny access to the entire party.
Please be vigilant about leaving any medication behind ie dropped pills/tablets, due to the dangers they pose to very young children.
All nappies should be placed in nappy sacks and then into black bin liners.
Please place all household rubbish in black bin liners in the black bins for collection. Recycling (bottles, cans, cardboard, plastics) should be place loose in the green bins. Bin collection day is Thursday. Bins should be placed at the end of the drive on the road on Wednesday evening for early collection on Thursday morning.
28. TELEPHONE AND WIFI
Please note a landline if provided for your use for local calls and emergencies only. Wifi is provided for your use. We the Owners accept no liability for loss of coverage or quality where technical problems are experienced. Please do not use it for downloading films, games etc as this uses up our limit and a charge may have to be made and taken from your damage/cautionary deposit in the event of misuse.
29. CHECK IN /CHECK OUT
We provide a personal checking in and checking out service. If you plan to leave earlier than your designated departure time please notify the Owners. Please note at least 24 hours notice is required to change times.
Please be vigilant with the wood burning stoves and ensure the doors are properly closed at all times.
Please be sure to lock all doors and windows when leaving the property and upon retiring
Smoking is not permitted on the properties
33: FARM BUILDINGS
Access to the nearby farm buildings is STRICTLY NOT permitted.
We, the Owners, bring to your attention there are a number of blinds within the property. Young children can strangle in the loop of pull chords, chains and tapes and cords that operate the product. To avoid strangulation we request no cots are placed within reach of these cords.
35: DATA PROTECTION
Any personal information or details provided by the Booker to the Owners shall be treated and kept in confidence and will not be provided to anyone. Any person information or details provided by the Owners to the Booker, including details of the Owners of the Property shall be treated and kept in confidence and will not be used except for the purpose of licensing the Property in accordance with this Agreement. The Booker shall advise the Owners as soon as reasonably practicable of any change to the Bookers details as set out above.
Personal information provided by the Booker may be used by the Owners for future promotional mailings in relation to the Property. If the Booker initially agrees to receive such information, but later does not wish to receive such information, the Booker may unsubscribe at any time by notifying the Owners at the address set out.
36: BREACH OF CONTRACT
If any of the above conditions are breached by the Booker or any member of their party, the Owners reserves the right to re-enter the property and request that the part leave the property with immediate effect.
37: RURAL SITUATION
Monnington House, Garden Cottage and the Cider Mill are situated in a rural environment and can be subject to environmental conditions beyond our control such as fly problems at certain periods of the year, high pollen levels from crops, smells from agricultural activities. Occasionally field mice may require trapping if any evidence is found in the property and this activity would be carried out during your stay and would not render the accommodation unserviceable.
38. The playing field is for the use of all guests staying. Please respect noise levels when playing.
39. The table tennis room and the games room are for the use of guests staying at Monnington House and Garden Cottage. Occasionally and by prior arrangement the Cider Mill may have access to the table tennis room and games room.
40: If there is breakdown of any of the utility services at the property (ie heating, electrics, broadband, etc) the Owner will endeavour to get the problem fixed as soon as possible and will take any appropriate steps to provide an alternative source of heat/power if possible. No refunds will be provided for any loss of amenity in this respect.
41: The Owners shall be entitled to vary, amend and or otherwise change these terms and conditions at any time without prior notice.
42. Covid-19 Symptoms
If a guests arrives with or develops COVID-19 symptoms during their stay they must advise the Owners by telephone and return home to self isolate following Government Guidelines. We adhere to Government guidance on reporting and managing a potential infection case.
3rd May 2021