Terms & Conditions -

TERMS AND CONDITIONS – ACCOMMODATION ONLY

PLEASE READ CAREFULLY. YOUR BOOKING IS SUBJECT TO THESE TERMS AND CONDITIONS WHICH APPLY TO ALL BOOKINGS MADE AND ARE DEEMED TO APPLY AND BE ACCEPTED BY YOU.

1. DEFINITIONS

1.1 “Additional Fees” means, any fees payable by the Client other than the Price, including without limitation, Booking fees (if applicable), insurance costs, heating supplements, additional services, refundable or specific deposits, arranged for the Client.
1.2 “Booking” means the booking of the Property by the Client, as a Holiday Rental, by telephone, email or directly on our online reservation system.
1.3 “ Booking Confirmation’” means the confirmation of the Booking, in accordance with these Terms, issued by WH or its designated representative to the Client (by email and/or post) once the Deposit (or full balance for Bookings made eight (8) weeks before arrival) has been received in cleared funds.
1.4 “Client” means the individual(s) making the Booking (the party leader must be at least eighteen (18) years old at the time of Booking) and all members of the holiday party.
1.5 “Deposit” means:
(a) forty (40)% of the Holiday Rental or as otherwise agreed in writing between WH and Client; or
(b) if the Holiday Rental is due to commence within eight weeks of the date of a Booking, one hundred (100)% of the Price.
1.6 “Holiday Period” means the period the Property is booked for from the holiday start date (date of arrival) to the holiday end date (date of departure).
1.7  “Holiday Rental” means a short term holiday rental for the Holiday Period.
1.8  “Price” means the total Holiday Rental fee.
1.9 “Property” means the accommodation for which a Booking is made.
1.10 “Terms” means these terms and conditions and as amended from time to time.
1.11 “Woodbank House or WH” means the rental business comprising of the Property or any assignee of that business.

2. BOOKING & PAYMENT PROCEDURE

2.1 Following a Booking made online, by telephone or email, the Booking will be entered into our online reservation system, automatically generating a Booking summary by email to the party leader’s email address provided.
A legally binding contract for a Holiday Rental shall only come into force and the Booking shall only be confirmed between the Client and WH for the Holiday Period set out in the Booking, once:-
i) the Deposit (or in the case of Bookings made within eight (8) weeks of arrival, full payment) has been received by WH in cleared funds; and
ii) a Booking Confirmation has been subsequently confirmed by WH in writing and sent to Client by email or post (the “Contract”).
The Booking will remain a provisional one until confirmed, which WH aims to confirm within twenty four (24) hours of receiving the Booking.
2.2 The Contract shall be subject to these Terms and any other special conditions made known to the Client at the time of the Booking.
2.3 When making a Booking the Client should check the details and notify WH of any mistakes/errors made by WH as soon as possible and in any event within seven (7) days; no changes can be made to the Booking after this time. WH reserves the right to charge a Booking amendment fee to administer/correct any error by the Client.
2.4 The balance of the Price (if any) must be paid by the Client to WH no later than eight (8) weeks prior to the commencement of the Holiday Period.
2.5 Where WH has not received the balance by the due date, an overdue reminder letter or email may be issued to the Client. If the balance is not received within two (2) days of the due date, WH reserves the right to treat the Booking as cancelled by the Client and clause 3 shall apply and the Client shall have no claim against WH for compensation or reimbursement whatsoever.
2.6 The price(s) stated on WH’s website or in writing to the Client are cash prices in UK pounds sterling.
2.7 WH reserves the right to correct any error in advertised and/or confirmed prices.
2.8 Please note WH may request a refundable protection bond to be paid by the Client to cover any damage or misuse of the Property at the time of the making of, or after a Booking has been confirmed. WH shall liaise directly with the Client to collect and (if appropriate) return this bond.
2.9 WH may accept payment by certain credit and debit cards and by bank transfer. If the Client pays the Deposit using a credit or debit card, WH will use the same card to take the balance or any subsequent payments unless the Client notifies WH otherwise in writing.

3. CANCELLATION POLICY

3.1 General
Any cancellations must be immediately notified to and received by WH in writing (preferably by email) and WH requests the Client gives as much notice as possible.

3.2 Cancellations
(i) The cancellation only takes effect when WH has received written confirmation from the Client. If the Booking is cancelled after the balance of the Price becomes payable, such balance shall remain payable notwithstanding cancellation.
(ii) No refunds will be given on the cancellation of a Booking by the Client.
(iii) Non Payment
If Client has not paid any part of the Price, Additional Fees or without limitation, any other fees and costs after the date requested for payment, the Booking will be treated as being cancelled with payments made by Client, if any, retained by WH and WH having the right to claim any amounts due in accordance with these Terms.
WH may charge interest equivalent to the rate of four (4) per cent per annum above the Santander UK base rate, from time to time, on any payment not made on its due date. This interest shall accrue on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. Interest together with any overdue amount, must be paid.
(iv) Other reason
If the Property becomes unavailable for whatever reason, other than in the case of Force Majeure, WH will refund monies paid to it by the Client in respect of the Booking and neither party will have any further claim against each other, without limitation, in respect of the Booking and any other associated costs, fees and expenses.

4. INSURANCE

When the Client makes a Booking an inclusive price for that Booking will be provided. To minimise the financial risk it is recommended that the Client takes out travel insurance for UK holidays which covers booking cancellations to ensure money is refunded if your Booking is cancelled. If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation. WH does not include travel holiday/travel insurance cover in the Price, but may offer insurance coverage as an additional extra for example in respect of accidental damage and will form part of any Additional Fees.

5. PROPERTY

5.1 To the best of WHs’ knowledge the details relating to the Property described are correct.
5.2 Upon becoming aware of any material inaccuracies in any published description of the Property or material changes to the Property, WH shall endeavour to correct them in future descriptions. WH may, in its sole and absolute discretion, offer the Client the option to treat the change as a cancellation event and clause 3 shall apply accordingly.
5.3 WH cannot accept responsibility for any changes or closures to area amenities or attractions.
5.4 WH may assign the Booking to another party or entity including, but without limitation, as a result of a business or corporate re-organisation.

6. RESPONSIBILITIES OF THE CLIENT

6.1 During the Holiday Period, the Client (personally and on behalf of all other people visiting and all members of the holiday party at the Property) undertakes and agrees (for the benefit of WH) as follows:
(i) that the number of people occupying the Property will not exceed the number stated in the Booking details/information summary;
(ii) The party leader must be at least 18 years of age at the time of booking and prior to arrival WH will be provided with a full list containing the names and ages and contact details of all guests (which will be held subject to Clause 9 below).
(iii) that the Property will be used solely for the purpose of a holiday by the Client and his party and for no other purpose (please note that stag and hen parties are not allowed unless expressly approved by WH in writing);
(iv) to show due consideration for other parties, and without limitation, a) refrain from abusing or damaging the Property; and/or b) undertaking dangerous, offensive or rude behaviour to WH, its representative(s) or any third parties such as neighbours; and/or c) not to cause a nuisance, including without limitation, playing loud music and in any event not to play music inside or outside the Property, including the whole perimeter, terraces and grounds, after 10pm at night);
(v) to allow WH or its designated representative(s) access to the Property at any reasonable time during the Holiday Period;
(vi) not to move any of the furniture and contents at the Property and to keep the Property and all furniture, utensils, equipment, fixtures and fittings in or on the Property in the same state of repair and condition as at the commencement of the holiday and to ensure that at the end of the Holiday Period the Property is left in the same state of order and cleanliness in which it was found. WH reserves the right to levy an additional charge for any extra cleaning required after the Client’s occupancy and for any consequential loss;
(vii) to report as soon as possible to WH or its designated representative, any breakages or damage caused by the Client during the Holiday Period and to reimburse WH with the cost of replacement promptly. WH reserves the right to make a claim against the Client for repair or loss as a result of damage caused during the Client’s stay at the Property whether or not reported to WH;
(viii) to arrive after 5 p.m. on the arrival day and to vacate the Property by 0930 a.m. on the day of departure unless prior arrangement has been agreed with WH and/or the Booking confirmation details state otherwise;
(ix) not to sub-let the Property and not (without the express written permission of WH) to allow any person other than guests booked and staying in the Property for the Holiday Period to use the facilities and amenities of the Property;
(x) not to use drones, fireworks or night lanterns, especially the latter which are a fire hazard and can cause death or injury to local livestock;
(xi) to use the free wi-fi and broadband provided at the Property (which may be subject to separate terms and conditions) reasonably and lawfully. WH will not be liable for slow connections or for any interruptions to or the failure of this service;
(xii) to notify all other members of the Client’s party of these undertakings; and
(xiii) in the event of a breach of any of the undertakings set out in clause 6.1 WH, or its designated representative, can refuse to allow the Client to take possession of the Property or make the Client leave the Property before the end of the Booking. In either case the Client shall be deemed to have cancelled the Booking and the Client shall have no claim for compensation or reimbursement whatsoever.

7. PETS/SMOKING

7.1 Pets are not allowed at the Property. If the Client takes a pet to the Property WH can refuse to allow the Client to take possession of the Property or make the Client leave the Property before the end of the Holiday Period. If this happens the Client shall be deemed to have cancelled the Booking and the Client shall have no claim for compensation or reimbursement whatsoever.
7.2 Smoking is not allowed inside the Property. Smoking outside the property should be undertaken responsibly. WH reserves the right to charge a cleaning fee for any smoking material or rubbish found and collected at the Property.

8. LIABILITY

8.1 The Client’s (and all other members of the Client’s party’s) personal belongings and vehicles (together with their contents) are left at the Property entirely at their own risk.
8.2 WH shall accept no liability to the Client for any loss, damage or injury howsoever caused to the Client or to the Client’s personal property (or to persons in the Client’s party or their personal property) during their stay at the Property except to the extent such loss, damage or injury is caused by the negligence or wilful default of WH.
8.3 No representative, agent or sales person (whether employed by WH or not):
(i) has authority to vary, amend or waive any of the Booking or Terms and no amendment or addition to any of the Booking shall be deemed to have been accepted unless accepted in writing by WH; and/or
(ii) has authority to make any verbal representations or provide additional information over and above information contained in WH’s sales details and website. WH cannot accept responsibility and gives no warranty in respect of information or representations not contained in these Terms, and/or WH’s website.
8.4 WH will use reasonable endeavours to return any property left at the Property, and reserves the right to charge the Client in advance for any reasonable postal or courier costs for its return or to dispose of any unclaimed property after one (1) month.

9. COMMUNICATION AND INFORMATION

9.1 For the purpose of the Data Protection Act 1998 and as amended from time to time, all personal and other information and details collected by WH in the course of its business, belong to WH and will not be disclosed to any third party except to WH and/or its representative(s), in connection with a Booking.
9.2 Provided the Client has not told WH otherwise, WH may use the Client’s personal information for marketing WH’s services.
9.3 If the Client or other individual wishes to be removed from WH’s or its agent’s marketing lists, they should contact WH using the details provided by WH.
9.4 CCTV: The Property has external CCTV cameras in operation for the security of the Client, holiday party members and the Property. If WH has reason to believe the number of people staying or visiting the Property may have exceeded those contracted as part of the Booking, these cameras may be used to verify guest numbers.
9.5 To view our full privacy policy click on www.woodbankwales.com/privacy-policy.

10. COMPLAINTS

10.1 In the unlikely event the Client may have cause for dissatisfaction, the Client should contact WH (or its representative) as soon as possible and in any event during the stay at the Property. WH takes complaints from Clients seriously and endeavours to resolve them if at all possible.
10.2 This clause 10 is without prejudice to any cause of action the Client may have against WH.

11. FORCE MAJEURE

No liability can be accepted and no compensation will be paid by WH, where the Client or his personal property (and/or any person in the Client’s party and/or their personal property) suffer any loss, damage, injury, disappointment, inconvenience or otherwise, or where the performance or prompt performance of any obligations by WH are prevented or affected, by any event which WH could not have reasonably foreseen or avoided including, without limitation, war, threat of war, riot, civil strife, industrial action, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, closure of international borders, disease, non availability of transport services, interruption to services/utilities and all similar events outside the control of WH.

12. LAW AND JURISDICTION

All contractual obligations arising out of these conditions shall be construed and governed by the laws of England and Wales and subject to the non- exclusive jurisdiction of the courts of England and Wales.