Terms & Conditions

UPDATED 2PM 27TH JANUARY 2021.

Here are our booking conditions, together with some useful information about your stay. Please contact us if you have a question or would like any help to make a booking.

Terms and conditions apply to Guests and all members of their party (including any day visitors, who must be pre-approved with Owners). It is the Guests’ responsibility to ensure that each member of their party is aware of and accepts the Terms and Conditions and the obligations contained therein.

 

The Owners reserve the right to cancel a booking without compensation or refund should Guests not comply with any of the Terms and Conditions outlined below.

 

You are strongly recommended to take out travel insurance to cover your break – it is your responsibility to ensure that you have cover. Policies are now available that cover for Covid-19 related issues.

 

Deposit and Payment

A deposit of 25% (minimum deposit £150.00 per week/part week) of the rental fee is payable immediately upon making the booking where the booking is made more than 7 weeks before the start of the rental. The booking will not be confirmed until the deposit is received. The balance shall be payable in full 7 weeks before the commencement of the rental. For bookings made less than 7 weeks before the commencement of the rental the total fee is payable.

If you paid the Deposit by credit or debit card, you authorise us to use the details of the same credit or debit card to settle the balance of the rental. We will only act on this authority if you have not contacted us prior to the Balance Due Date to arrange alternative payment of the balance.

If for any reason we are unable to take payment of the balance by the due date and you are unable to promptly rearrange payment (or we cannot get hold of you to arrange for payment to be made) we will be entitled to treat that as your intention to cancel the Booking.  If we are forced to cancel your booking due to non-payment the deposit paid will be non-refundable.

If your Booking is made less than forty nine (49) days prior to the Holiday Commencement Date then your Booking will only be confirmed and our Contract will only come into force once we have received payment in full for the Booking in cleared funds.

We reserve the right to cancel your booking and re-let the property if payment is not received by the due date.

No entry to our properties will be allowed without payment, in full, being cleared beforehand.

We accept payment by most major credit or debit cards and by bank transfer
When you submit an online booking, you will receive an automatically generated booking summary by e-mail to the e-mail address you provide on the booking form. This does not form a contract between us. A contract only arises when your booking is subsequently confirmed in writing via a letter of confirmation sent to you by post or e-mail.

Our preferred method of payment is by BACS bank transfer. We also accept credit/debit card payments.

 

You may not under any circumstances transfer your booking to anyone else without prior consent.

The total price you pay for your holiday includes a booking fee of £30, this is not itemised separately but included in the total price. This booking fee covers the administration and bought in costs associated with managing your booking. The booking fee is included in the initial deposit you pay for your holiday and in the event of cancellation is non-refundable.

Eg Total cost of holiday £600 includes £30 booking fee.

Deposit paid £150 – £120 accommodation costs, £30 non-refundable booking fee

 

 

Cancellations

 

Bookings made from 11pm 8th January 2021.

 

You are strongly recommended to take out travel insurance to cover your break – it is your responsibility to ensure that you have cover. Policies are now available that cover for Covid-19 related issues.

 

Our cancellation terms have varied over time – you can check the date your booking was placed by referring to your booking confirmation. The original booking date is detailed on the right just above the booking summary

 

Any cancellation made by the Guest must be in writing and sent by email to oakerfarm@gmail.com from the email address on record. Please ensure you get an acknowledgement and get in touch if you do not hear from us within 24hrs to ensure that the cancellation has been processed.

Refunds will be processed on the departure date of the cancelled booking. Card refund payments will be processed on to the card used for the payment, those who paid by bank transfer will be refunded by bank transfer.

Any refunds agreed will be paid on the date of original planned check out.

 

Covid-19 lockdowns – In the event of a lockdown/tier restriction that requires us to close, or the address of the person who has made the booking is in a tier travel restricted area – we will either re-arrange your dates or refund.

 

Our cancellation policy depends upon the amount of notice you give for cancellation – please review the time bands below

 

1 Cancelling 4 months plus before planned arrival date

You can rearrange your dates, if the rearranged dates cost less the difference will be deducted from your booking total, if they cost more it will be added to your booking total. The full value of the deposit paid will be applied to the new booking dates.

OR

We will refund your accommodation costs i.e. what you have paid less the £30 non-refundable booking fee.

Eg Total cost of holiday £600 includes £30 booking fee.

Deposit paid £150 – £120 accommodation costs, £30 non-refundable booking fee

Refund £120

 

2 Cancelling between 7 weeks – 4 months before planned arrival date

Up to 7 weeks/49 days before planned arrival you can rearrange your dates, if the rearranged dates cost less the difference will be deducted from your booking total, if they cost more it will be added to your booking total. The full value of the deposit paid will be applied to the new booking dates.

OR

If you need to cancel, we will try to re-book the dates for you, if we are able to re-book, we will refund you all or part of the sum you have paid, depending on the value of the replacement booking(s) and less the non-refundable £30 booking fee. This may be less than you paid eg if the final letting price was discounted or only some of the days/cottages are re-let.

 

3 Cancelling between 0 – 7 weeks before planned arrival date

At this stage you will have paid in full.

If you need to cancel, we will try to re-book the dates for you, if we are able to re-book, we will refund you all or part of the sum you have paid, depending on the value of the replacement booking(s) and less the non-refundable £30 booking fee. This may be less than you paid eg if the final letting price was discounted or only some of the days/cottages are re-let. We will not refund you more than you have paid less the £30 non-refundable booking fee. In the event that we are unable to re-let your booking all monies paid will be forfeited.

 

You are strongly recommended to take out travel insurance to cover your break – it is your responsibility to ensure that you have cover. Policies are now available that cover for Covid-19 related issues.

 

 

Cancellations by us for reasons beyond our control (“Force Majeure”) We won’t be deemed to be in breach of this Contract, or otherwise liable to you, by reason of any delay in performance or non-performance of any of our obligations in this Contract to the extent that such delay or non-performance is caused by circumstances beyond our reasonable control (for example if access to and use of our property is prevented by fire, flood, exceptional weather conditions, epidemics, pandemics, destruction/damage, internet or other communications failure, blocked roads, war/terrorism, nuclear/radioactive disaster affecting us or our property) (these are sometimes referred to as “Force Majeure Events”)

If for any reason beyond our control we are forced to cancel your Booking (or bring it to an end early) due to a Force Majeure Event affecting us or our property we will refund you the full amount of your remaining rental costs based on the time of your booking remaining. This will be the full extent of our liability and no additional compensation, expenses or costs (such as travel or replacement lodging costs) will be payable.

General

 

The hirer must be at least 18 years old.

 

 

Your accommodation is available from 4.00pm on day of arrival. You undertake to take care of the property that you are renting and will pay for any articles damaged or lost. You undertake to leave the property in a clean and tidy condition as found; if additional cottage preparation over and above normal is necessary we reserve the right to make an additional cleaning charge to cover the cost of obtaining “emergency” cleaning help to ensure the cottage is ready for the next occupants. You will vacate the property and return the keys to the owners by 10:00am on the day of departure and will settle any outstanding accounts prior to your departure.

We do not accept pets.

Electric car charging – Unfortunately none of the properties have suitable charging sockets that have been certified as safe to use to charge a vehicle.

The Owners do not accept responsibility for breakdown in public or local supplies, including water or electricity, nor any claims against inconvenience caused by such incidences, or by building works that may be deemed as necessary. In the case of any breakdown Guests are asked to notify the Owners immediately. We will try our best, in conjunction with the service company concerned, to correct the fault as soon as possible.

Oaker Farm Cottages and shepherd’s hut may only be occupied by those guests listed on the booking form and must not exceed the maximum number stated for each accommodation. You are responsible for ensuring that your group complies with all government restrictions and requirements, for example in relation to new covid-19 ‘Rule of 6’ laws limiting the size of social gatherings inside the cottages and outside in the grounds.  In the event of non-compliance, we reserve the right to terminate your booking immediately, in which case our responsibility to you ceases immediately and there will be no refunds, no payment of compensation and no reimbursement of any cost or expenses you may incur as a result.

We live in a quiet, rural farming community and expect that our guests respect and maintain the tranquillity of our setting.  It is your responsibility to ensure that all members of your party do not behave in a way which causes offence or danger or annoyance to others or which risks damage to property belonging to others. In such circumstances we reserve the right to terminate your booking immediately, in which case our responsibility to you ceases immediately and there will be no refunds, no payment of compensation and no reimbursement of any cost or expenses you may incur as a result. Furthermore, you will be liable to reimburse us for any expenses incurred as a result of you and your party’s behaviour.  No fireworks or Chinese lanterns are permitted at any time.

Oaker Farm does not accept bookings of single sex groups for hen or stag celebrations or similar occasions.

Please let us know if you require a highchair or a cot, which will be provided at no extra cost (Losehill and Winhill Cottages only).

For safety reasons and the comfort of other guests, we have adopted a no smoking policy.

Visitors are welcome by arrangement but are not permitted to stay overnight. They must adhere to the terms and conditions of the property. We cannot accept responsibility whatsoever for their safety, well-being or possessions. Guests shall be held responsible for their visitors’ actions. We request that visitors leave no later than 10.00 pm.

Oaker Farm Cottages will be fully cleaned prior to arrival. Beds will be made up and clean towels will be available for guests. Please leave the property in a similar condition at the end of your stay. Additional charges may be made for extra cleaning should the property require it.

Please take care of our property. You are responsible and liable for any breakages or damages that you cause to the accommodation or its contents. Please report these as soon as they occur. We do not normally charge for minor breakages, but we reserve the right to charge you for repair or making good if the damage or breakage is significant.

Please let us know about any problem with any appliance or fixture or fitting as soon as possible and we will ensure that, within a reasonable time, this is repaired, or alternative arrangements are made.

Visitors are asked to take care at all times while on our property.  Parents in particular are asked to ensure that children are safe, accompanied by a responsible adult and not left unattended.  We do not accept responsibility or liability for injury or damage to and loss of guest’s property, cars and contents and you agree to indemnify and hold us harmless from and against all actions, claims, costs and proceedings (including reasonable legal fees incurred in defending the same) arising from your acts or omissions (and those in your party) while on our property. In the event of guest misbehaviour or other necessary cause, we reserve the right to terminate the let without any refund of letting monies.

We (or our representative) reserve the right to enter any property at a reasonable time for the purpose of emergency maintenance or repair or any other need.

Free Wi-Fi internet is provided for your reasonable use and may be subject to separate terms and conditions. You agree to reasonable and lawful usage of this service.  We will not be liable for slow connections or for any interruptions to or the failure of this service.

We reserve the right to make changes to the property, including any relevant enhancements to décor, furniture, fixtures and fittings, etc. We endeavour to ensure that all changes are in keeping with the style of the property. We shall not be liable for any such alterations to the property.

‘Owners’ refers to the proprietors of Oaker Farm Cottages. ‘Guests’ refers to all persons listed on the booking form. ‘Visitors’ refers to any persons visiting guests at Oaker Farm.

If Guests or any member of their party, has, or has just had an infectious or contagious medical condition the Owners have the right to refuse the booking, cancel the holiday or ask the Guest to leave Oaker Farm immediately should it be considered necessary, to protect the health of other guests and/or staff. The Owners should be informed immediately should any condition develop within four weeks of arrival date, or during the holiday at Oaker Farm.

Privacy statement

When you book with us, we collect your personal data via our booking form as we have a legitimate interest in these details under Article 6(b) of the GDPR 2018 in order to complete bookings and organise your holiday. We use your data in order that we can contact you in respect of your holiday and ensure that the cottage is set up for the appropriate number of guests and pets. We will hold your booking information within the SuperControl booking system, which has its own privacy policy and statements. We will not share your data with any other third parties and we will not send you marketing emails without your consent which you may retract at any point by emailing oakerfarm@gmail.com  For the purposes of demonstrating to the UK tax authorities the legitimacy of our bookings and income, we will store your data for 7 years.

Covid-19  If you develop symptoms of COVID-19 during your stay you must inform us immediately and return home and self-isolate, you cannot isolate at Oaker Farm.