Booking Conditions
These conditions set out the basis of the holidaymaker’s contract (the client) with Hare Farm Hideaways (HFH). The contract is effective once the required payment has been received from the client.
Bookings
Requested bookings are all subject to availability. When you submit a booking request via our website, by post or by phone, you will receive an automatically generated summary e-mail to the e-mail address you provide in the booking form. This does not form a contract. A contract shall only arise when your booking is subsequently confirmed in writing via a letter of confirmation sent by post or e-mail and when payment is received. We have the right to refuse any booking, for whatever reason prior to issuing you with written confirmation. The party leader must be at least 21 years of age at the time of booking. No students accepted unless by prior arrangement. Please check all booking details carefully and inform us of any incorrect information immediately.
The client books the holiday as the consumer and therefore agrees that no liability can be accepted by Hare Farm Hideaways for any expenses, costs, losses, claims or other sums of any description which relate to any business suffered or loss incurred.
Payment
If a booking is made more than eight weeks before the holiday is due to start, a deposit of 30% of the rental cost must be paid. The full balance of the total holiday cost is payable to HFH not later than eight weeks before the arrival date. If the balance is not paid, HFH reserves the right to cancel the holiday booking, in which case the deposit will be forfeit. NB. No reminders will be sent out beyond the booking confirmation which advises you of the balance due date.
Payment may be made payable to Hare Farm Hideaways by sterling cheque or by bank transfer to Sort Code 60 18 09 Account No. 16069056. At the point of receiving the first payment, a confirmation letter will be sent and the booking will be confirmed. Any charges raised against Hare Farm Hideaways by the client’s bank for handling dishonoured cheques, bank transfers or any other payments will be passed on to the client who will be liable to reimburse Hare Farm Hideaways in respect of such charges within seven days. Any charges incurred in handling payments from overseas will be passed on to the client.
Refundable security deposits are paid with the final payment against any breakages or damage to the property. These will be refunded without interest within 14 days of the client’s departure from the property, less any deductions for damage. Any charges incurred in refunding deposits to overseas accounts will be passed on to the client.
Numbers in Party and Unsuitability
The number of persons occupying the property must not exceed the maximum number stated in the property description. Only those listed on the Booking Form may stay at the property unless by prior arrangement. HFH reserves the right to refuse any booking which, in its opinion, is unsuitable for the property. Should the customer wish to invite additional guests to the property as visitors, HFH should be informed and reserves the right to deny the request.
Arrival / Departure Times
Occupancy shall be from 4 p.m. on the day of arrival to 10 a.m. on the day of departure, unless otherwise agreed by HFH.
Cancellation
If the client has to cancel your holiday HFH needs to be notified by telephone immediately and also in writing. This can only be accepted from the party leader.
If notice is received more than 8 weeks from the start of the holiday, the deposit amound (30%) will be forfeit. If the client cancels less than 8 weeks from the start of the holiday, the client is liable to pay for 100% of the holiday cost. HFH will do its best to re-let the property booked and, if successful, the client’s liability for the balance of rental beyond the 30% deposit will cease. If the HFH has not been successful in re-letting the property the client remains liable for the full cost of the holiday.
If the client does not pay the amount due in relation to the booking by the due date (NB no reminder will be sent) Hare Farm Hideaways will assume that the client wishes to cancel the booking, in which case HFH will be entitled to keep all of the deposit already paid.
Booking Alterations
Any alterations to a booking by the client may be subject to an administration charge of £25. Any change in holiday dates will also be treated as a cancellation unless otherwise agreed to with HFH.
If, for unforeseeable reasons, HFH has to cancel the holiday booking, all rent and charges paid in advance by the client will be refunded in full, and the client shall have no further claim against Hare Farm Hideaways.
Complaints
All complaints must be notified to Hare Farm Hideaways immediately so that on-the-spot investigation can be made if necessary and remedial action taken if required. In no circumstances will compensation be made for complaints raised after the holiday period has ended, or when the client has denied HFH the opportunity to investigate the complaint and endeavour to put matters right during the holiday period.
If the client is dissatisfied with the way the problem has been handled, the client must put the complaint in writing to HFH within 30 days of the end of the holiday.
Advertised Details
Hare Farm Hideaways makes every effort to ensure that the information provided is presented accurately on its website, promotional material and information book in the property. However, details and prices may be subject to change and errors do occasionally occur, so the client must check all the details and arrangements with Hare Farm Hideaways at the time of booking and unfortunately HFH cannot accept responsibility for any inaccurate or misleading information given. Sometimes changes to services or facilities at Hare Farm may occur after the booking has been made and in this instance the client will be let known as soon as possible. Additionally HFH cannot be held responsible for discrepancies resulting from events, which are beyond its control e.g. closure of the village post office/shop or public house or if the client disputes any of the recommendations suggested.
Prices
Prices quoted on the website and in marketing materials include VAT. HFH reserves the right to charge the client any increases in VAT.
Personal Details
In order to process the booking, HFH will need certain information from the client about the party. It may be used for administration purposes within HFH and for sending the client future promotional or marketing literature. Any information will remain confidential and is protected under the Data Protection Act 1988.
Act of God
The client and Hare Farm Hideaways will not be liable for their respective obligations under this agreement in circumstances amounting to Acts of God. An Act of God means any unusual and unforeseeable events beyond reasonable control, including but not restricted to war, threat of war, civil strife, natural or nuclear disaster, fire, epidemics, terrorist activity or governmental action.
The client and Hare Farm Hideaways shall only be able to rely on Acts of God after taking all practical steps to remedy the cause of Acts of God.
Damage or Loss
The client is responsible for leaving the accommodation in good order and in a clean condition. The client further undertakes to pay for any damage or losses incurred during occupation or any extra cleaning costs incurred. HFH reserves the right to repossess the property if excessive damage has been caused by the client or a member of the party.
Liability
Hare Farm Hideaways shall have no liability for any death or personal injury unless this results from the negligence of Hare Farm Hideaways. In addition, Hare Farm Hideaways accepts no responsibility for the safety of, or the loss or damage to the client’s possessions whilst on the owner’s property or land. Exception to this is if damage or loss is caused by negligence by Hare Farm Hideaways or its employees.
Law
The contract between the client and Hare Farm Hideaways is governed by English Law. Any dispute the client has with HFH shall be dealt with in an English or Welsh Court of Law. The client’s statutory rights are not affected by anything contained within these booking conditions.
