Terms and Conditions
GENERAL PROVISIONS (Booking terms and conditions)
Your reservation and the accommodation agreement made with Oakdean Cottages (herein referred to as ‘Oakdean’ or Owner) will be subject to these Booking Terms and Conditions and the Privacy Policy set out below.
When you make your reservation, whether online or by telephone, you will be deemed to have read, understood and accepted these Booking Terms and Conditions and the Privacy Policy.
If you make your reservation via a third party, such as AirBnB, Booking.com or VRBO then you may also have a separate legal relationship with that party and Oakdean Cottages has no liability for any acts or omissions of such party including their observance of your data protection rights.
When you make your reservation, you will be also deemed to have read, understood and accepted the terms and conditions for using the Oakdean Cottages website (which shall mean www.oakdeancottages.com) and any relevant terms and conditions shall be deemed to be incorporated into your reservation and the accommodation agreement with the Owner(s).
All information regarding décor, facilities, products and services offered at the cottages contained on the website or otherwise available through a booking facility has been provided as accurate to date. However, Oakdean does not make any representation or warranty, express or implied, of any kind with respect thereto. Such information may be inaccurate as a result of renovation or repair at the cottage/s or due to a change of furnishings as displayed on our website at the time of booking.
As there will be no contractual agreement between you and Oakdean regarding any Upcoming Local Events, places of interest or restaurants (‘Advertisements’) as may be displayed on our website and as Oakdean does not control or verify the information that the Advertisements display, submit to or through our website, Oakdean shall not be liable to you for:
For the avoidance of any doubt, guests may be provided access to Oakdean’s gated parking facilities on site. Guests must take all reasonable care and effort when using the parking facilities so as to ensure no damage is caused to the facilities, nearby vehicles and other monumental or decorative fixtures or items. Any guest vehicles parked at Oakdean parking facilities are at the vehicle owner’s risk.
BOOKING PROCEDURE AND POLICIES
The website enables you to check the accommodation offerings and availability of Oakdean cottages as indicated and then submit an online reservation request of your choice. On completion of the booking process, our automated booking facility will transmit an online or email confirmation of your booking. A booking is only valid when it is made by the lead guest who must be over the age of 18 years of age, has authorisation to complete the booking and to accept the terms of the booking by all persons named on the booking form; and the following have been completed:
2.1 The prices indicated on Oakdean’s website are subject to availability and can be amended with no liability and at the sole discretion of the Owners/Oakdean.
2.2 Any increased price in accommodation after the booking has been confirmed will be applicable at the daily increased rate for any additional and subsequent days that the guest may require.
2.3 Oakdean takes no responsibility for any increased or varied pricing applied by AirBnB or VRBO.
2.4 Pursuant to clause 2.1 above, Oakdean may revise its pricing structure as and when it sees fit and with command of the Owners. This does not affect your confirmed booking prior to an increase being applicable, unless clause 2.2 above applies.
It will be necessary for you to reserve your booking with payment of 50% of the advertised cost via debit or credit card to secure a booking. The outstanding 50% cost must be payable 30 days before arrival and shall automatically be deducted from your stored card by Lodgify. Bookings received and confirmed 30 days or less before the booking arrival date must be paid in full.
The credit card may also be used by Oakdean as a guarantee for a future payment, in the case of a damage security deposit for accidental or malicious damage to the property, guest items which require removal by the Owner at the end of the stay, loss or theft of items or change to the reservation as per the booking conditions.
You should make any cancellations or amendments to your booking using the same channel through which you booked, either online or by telephone. The cancellations and amendments policy that applies to your reservation will depend on the respective bookings channel and cancellation policy as advised at the time of booking.
Full customer cancellations
5.1. This clause does not apply to any cancellations due to government public health measures for Covid-19, which is covered by clause 6 (Cancellations due to government public health measures for Covid-19).
5.2. If you have to, or want to, cancel your booking after it has been confirmed, you must phone us on the number shown on your booking confirmation as soon as possible. The day we receive your notice by phone or via your online account (where available) to cancel is the date on which we will cancel your booking with the Owner. 5.3. You will have to pay a cancellation charge based on the number of days before the arrival date at the accommodation that we receive notice, as shown in the tables below. This means that if you have already paid the full balance of your total booking cost and then have to, or want to, cancel, you may receive a refund of part of the cost. However, if you have not yet paid your total booking cost by the time of your cancellation, you may have to make a further payment to cover the cancellation charge.
5.4. The cancellation charges below at clause 5.8 have been calculated as a genuine pre-estimate of the losses incurred in the event you cancelled your booking within the stipulated time period.
5.5. If you have already paid insurance premiums, booking fees, credit-card charges and administration fees, we will not refund these if you cancel, unless you cancel in line with clause 6 (Cancellations due to government public health measures for Covid-19).
5.6. If you have booked through a third party agent, the total accommodation cost may not include any charges made by that agent or anyone else for booking fees or any other amounts not paid to us, and you may be liable to pay such charges in the event of cancellation in accordance with the cancellation policy of the third party agent or other supplier.
5.7.
6.1. If you have to cancel your booking because UK government public health measures imposed as a result of the Covid19 pandemic mean it is unlawful to travel to or to make use of the accommodation you booked, you may choose to:
6.2. You will have to contact us in order to access these options.
7.1. If any person(s) in your party needs to cancel, this will not affect the total cost of your booking .
7.2. No refunds are payable in the event that you cut short your stay.
8.1. Oakdean and the Owner do not expect to have to make any changes to your booking. However, sometimes bookings have to be changed or mistakes have to be corrected. We, and the Owner, have the right to do so.
8.2. If Oakdean or the Owner do need to make changes, we will contact you by phone if reasonably possible in the case of a significant change or by email in the case of a minor change as soon as is reasonably practical. We will explain what has happened and let you know about the change. However, we will have no further liability to you.
9.1 If we or the Owner cancel your booking or are prevented from providing the accommodation you have booked, you may choose to:
9.2. We will contact you to inform you of these options
10.1. Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you compensation, if our contractual obligations to you are affected by “Events Beyond Our Control”. For the purposes of these Booking Conditions, Events Beyond Our Control means any event beyond our or the Owner’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination (including epidemics, pandemics and the ongoing effects of the Covid-19 pandemic) or natural disasters such as floods, earthquakes or weather conditions which prevent you from travelling to the travel destination and/or make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the Owner’s control.
11.1. We recommend that you take out travel insurance to cover you for your total stay.
11.2. You should ensure that you take your policy documentation with you on holiday.
11.3. It is your responsibility to make sure that any insurance cover you purchase is suitable for your needs.
12.1. The Owner has set the following conditions on your stay at the accommodation:
(i) Arrival and departure - You may arrive at your accommodation at any time after 3pm (unless we tell you otherwise) on the start date of your rental period, as per your booking confirmation. You must leave by 11am on the last day (unless we tell you otherwise). Flexibility may be provided for those who may require. Please contact Oakdean for further information as per clause 20.
(ii) Security deposits - We require payment of a security deposit. If this applies to your chosen accommodation, this is an indirect arrangement with us via payment made with Lodgify. The amount and details of how the payment should be made and how and when it will be returned (less any costs for breakages, damages etc. if applicable) will be provided at the time of booking; and pursuant to clause 4 above.
(iii) Behaviour - You and all members of your party agree:
(iv) Maximum occupancy - You must not allow more people than the website states or have been named during the booking 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 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). Neither we nor the Owner are under any obligation to find any alternative accommodation for you.
(v) Children – all children must be supervised by an adult at all times. Oakdean (or the Owners) will not take any responsibility for unsupervised children.
(vi) No Smoking – all cottages and accommodations are non-smoking (including e-cigarettes).
(vii) Pets - Pets are not allowed at the property under any exception and apologise for any inconvenience this may cause.
(viii) Mala fide – non payment of the rental fee or late payment of the rental fee, regardless of the means agreed, will cancel any rights of the guest who must vacate the premises on the immediate instructions of the Owner. This does not affect your statutory rights. In pursuant with clause 6 of this agreement, if you are found to have tested positive with the coronavirus or are showing symptoms of the coronavirus, it is your duty to let the owners of the property know immediately so that necessary action may be taken as per the guidelines of the UK government. We shall take no responsibility or liability for withholding of such information by you or your party; or as may unreasonably be expected. Our priority is the health of all of our guests and the owners and any employees. Any guests found to be in breach of payment whilst showing symptoms of coronavirus or having tested positive for coronavirus must therefore vacate the property upon the Owners request in the safest manner.
13.1. You are responsible for all named guests staying at the accommodation and the things they do (and do not do) even if you do not stay at the accommodation during the booking period.
13.2. You are responsible for and agree to reimburse to the Owner/Oakdean all costs incurred by the Owner/us as a result of any breakage or damage in or to the accommodation which is caused by you or any members of your party or any other persons invited into the accommodation by you. The Owner and/or we can ask for an extra payment from you to cover any such costs, in line with clause 4 above.
13.3. Oakdean expects the accommodation to be left in a reasonably clean and tidy state on departure. If, in the Owner’s or the Owner's representative’s opinion, additional cleaning is required, you will be liable to the Owner for the cost of this cleaning.
13.4. You may need to check and sign an inventory of the accommodation and its contents on arrival at the accommodation. If you discover that anything is missing or damaged on arrival please notify the Owner or their representative immediately.
14.1. The Owner or his representative is allowed to enter the accommodation (without letting you know first if this is not practical or possible) if special circumstances or emergencies happen (for example if repairs need to be carried out) or if you break any of these booking conditions, the Owner’s own terms and conditions or any other terms that apply to your booking and/or the accommodation.
14.2. The Owner or his representative is allowed to enter the accommodation to inspect it (including but not limited to where you have complained about the accommodation). If this happens, you will be given reasonable notice first.
14.3. You agree to allow the Owner or their representative (including workmen) access to the accommodation as required by this clause.
15.1. The Owner can refuse to hand over their accommodation if the unreasonable behaviour of anyone in your party is likely to cause offence to other guests, members of staff or neighbours, or if the Owner has reasonable cause to believe you or any member of your party will cause damage or loss to the accommodation, its services or facilities. If this happens, the contract between you and the Owner will end and you will not receive any refund and neither we nor the Owner will have any further responsibility to you.
15.2. The Owner can end a stay after the keys have been handed over, if the unreasonable behaviour of anyone in your party (including anyone invited into the accommodation by you) is likely to spoil the enjoyment, comfort or health of other guests, residents, neighbours or members of staff or where you or any member of your party (or anyone invited into the accommodation by you) has broken or is likely to break any of these booking conditions, the Owner’s terms and conditions or any other terms and conditions applicable to the accommodation which you have been told about. If this happens, you will have to leave the accommodation immediately and no refund will be given. You may also be responsible for any costs the Owner incurs as a result of your behaviour.
You understand that any violation of the Owners conditions may result in cancellation of your reservation and you forfeiting any monies paid for such booking.
16.1. If you have any complaint about our booking services, you must let us know immediately in writing and in any event before you travel. Unfortunately, we cannot accept any legal responsibility if you do not let us know what is wrong and allow us an opportunity to respond to you.
16.2. We cannot be held responsible for noise or disturbance which comes from beyond the boundaries of the accommodation or which is beyond the Owner’s control. If we know about a problem before you arrive, we will contact you to let you know.
16.3. As the contract for the provision of the accommodation is between you and the Owner/Oakdean, you must tell them (or their representative) as soon as possible if you are dissatisfied. This means on arrival if you are immediately dissatisfied or during your stay as soon as you become dissatisfied. You must provide an immediate opportunity for the Owner to put right anything that is wrong before the end of your stay.
16.4. If you cannot contact the Owner or their representative, or if you are unhappy with their response, you must phone us as soon as possible on the number [shown at clause 20] with full details of your complaint and the Owner’s response (if any). You should make every reasonable attempt to contact us and must do so during your stay and especially before any decision to cut short your stay.
17.1. By submitting your personal information to us, you agree to our use of the information in the ways set out in our Privacy Notice, including sharing your personal information with the Owner for the purposes of the provision of the booking.
17.2. Please see our Privacy Notice on our website which explains how we will process your personal information.
17.3. We may, but do not always, record telephone calls between us for monitoring and training purposes. In the event of a dispute between us, we reserve the right to review any recorded calls between us.
We/ the Owner will not be liable for any change or cancellation of any reservation that is caused, in whole or in part, by events, occurrences, or causes beyond the control of Oakdean Cottages. Such events, occurrences, or causes include, without limitation, acts of God, terrorist activities, weather, strikes, lockouts, riots, acts of war, earthquake, volcanic activity, ash clouds, tsunamis, fire and explosions.
These booking Terms and Conditions are governed by the laws of England and the courts of England shall have exclusive jurisdiction in relation to any dispute in relation thereto.
