Terms & Conditions

Trevase Leisure LLP
Lovedee Barn
Pencoyd, St Owens Cross
Herefordshire
HR2 8JX

Telephone: 01989 730996

www.trevasecottages.co.uk

Please note – When you submit a booking via our online reservation system you will receive an automatically generated booking summary by email to the email address you provide in the booking form. This does not form a contract between us. A contract shall only arise when your deposit is accepted by us and the booking is subsequently confirmed by email.

Booking Terms and Conditions for Trevase Leisure LLP: Trevase Granary and Penblaith Barn.

By paying Trevase Leisure LLP you are agreeing that you have read these Terms and Conditions and agree to be bound by them.

Contract

The contract for a short-term holiday rental will be between the Trevase Leisure LLP Owners (referred to as “us” or “we”) and the person making the booking and all members of the holiday party (referred to as “you” or “your”) in the following booking conditions. UK law will govern the Contract. The person making the booking (‘the booker”) certifies that all members of the holiday party are aware of the terms and conditions of this contract and agree to be bound by them. All members of the party are jointly and severally liable under it. They agree that all communication with them can be through the booker. Your submission of a booking form constitutes an irrevocable offer to enter into a contract. This contract of hire is not effective until we have processed the deposit and confirmed receipt via email. The contract will be subject to these booking conditions, and must be complied with. The party leader must be at least 18 years of age at the time of booking and at least two weeks prior to arrival we must be provided with a list containing the names and ages of all guests. We must be kept informed of changes to the party leader’s contact details, addresses, telephone numbers and email addresses.

Prices

Our prices are in Pounds GB inclusive of VAT at the current rate. They are fully inclusive of electricity, heating, bed linen, hand and bath towels, see website for more details.

Payment

We are usually happy to hold provisional bookings for up to 2 days.

Deposit

A deposit of 30% of the rental is payable when booking. Deposits must be paid through our payment processor (Opayo) at the time of booking online. We will review your booking – bookings are only confirmed, and this contract entered, when payment has been accepted and an email of confirmation has been sent, until this point no booking is treated as complete. The same card details that were entered will then be used to pre-authorise the good housekeeping bond on the day of your arrival.

Balance

A reminder email will be sent twelve weeks before your arrival. The balance is payable ten weeks before the arrival date. We reserve the right to cancel a holiday where payment has not been received ten weeks before the commencement date. If a booking is made within ten weeks of the arrival date, the full cost of the rental must be paid immediately. Our preferred method of payment is via BACS (sort code 402411, account number 32030802). The main booker can also log on to their booking and pay via Opayo (instructions given online after booking).

Damage Deposit / Bond

On the day of arrival the card that was used to pay for your deposit will be used to pre-authorise £250 as a good housekeeping / damage deposit. If your card details are out of date or you would prefer to use a different card please notify us. This payment will not be processed if the property is left in a good condition. The £250 will be released within 7 days of the rental end date subject to satisfactory inspection of the property by the Owner or nominated representative (we do not charge for minimal accidental breakages). Please be aware that it can take up to 7 working (you may want to check somehow in case it needs to be longer)days, depending on your bank, for the funds to be released back to you so you should ensure that you have enough funds for at least two weeks after your departure. Guests usually leave the house in a superb condition and leave money for small breakages. You are legally bound to reimburse us for replacements, repair or extra cleaning resulting from careless or negligent use of the property. We will contact you before processing any payment that needs to be taken from the bond.

Cancellation

Cancellations must be immediately notified to us by phone and confirmed in writing by email. Once received in writing we will confirm the cancellation request.

The treatment of a cancellation will depend on a) the date the booking was made, and b) when the cancellation is made. Please note that any refund given to you when cancelling your reservation may be subject to deductions, as set out in these terms:

Bookings placed on or after 9th January 2021:
- In the event of a National Lockdown or the lead booker (i.e. only the address on the booking form) being placed into a tier by the Government which has a Do Not Travel restriction placed on it due to COVID-19 covering your booked period of stay, therefore meaning you will need to cancel, a full refund of rental costs paid will be provided. The refund will be provided into the lead bookers account within 7 days of cancellation. We acknowledge that COVID-19 / Coronavirus related local lockdowns are circumstances beyond your control for which travel insurance does not appear to be easily available. We have therefore agreed to share the risk of you not being able to travel for these very specific local lockdown circumstances.
- Except for these two specific reasons if a cancellation is made a refund will only be provided if the dates in question are re-let (minus a 5% admin charge to cover our costs and third-party related costs to the cancellation and rebooking, for example bank fees, accounting fees, admin costs etc). We will endeavour to re-let and if successful will refund the whole (minus 5% of your total booking cost) up to a maximum of the rental we achieve for the re-let, bearing in mind that we may have to discount the rental to achieve a re-let at short notice. If we are unable to re-let you remain responsible for the rental payments that have been made and there will be a nominal amount refunded to the extent of direct costs that were not incurred. A few examples:
  - If you book a stay costing £3,000 and wish to cancel having paid a £900 (30% deposit), and we re-let the property for £3,000 you will be refunded £750 (non-refundable 5% admin fee of total rental cost = £150).
  - If you book a stay costing £3,000 and wish to cancel having paid a £900 deposit, and we re-let the property for £2,500 you will be refunded £250.
  - If you book a stay costing £3,000 and wish to cancel having paid the full cost of your stay, and we re-let the property for £3,000 you will be refunded £2,850.
  - If you book a stay costing £3,000 and wish to cancel having paid the full cost of your stay, and we re-let the property for £2,500 you will be refunded £2,350.
  - If you book a stay costing £3,000 and wish to cancel having paid the full cost of your stay, and we are not able to re-let the cottage, you will be refunded a nominal amount equal to the expected costs of laundry (above minimum charge), welcome pack and utilities (unlikely to be more than £150) to the extent that we have not had to incur such costs in relation to your booking.

Any refund will be made within 14 days of re-let or on the scheduled date of departure from the original booking (in the event we are unable to re-let the property).

We therefore strongly recommend you take out your own travel insurance (see below).

Bookings placed on or between 10th June 2020 and 8th January 2021: have Cancellation Protection up to two days prior to check-in. Cancellations 61 days or more before check-in are covered by Trevase Leisure LLP, cancellations between 60 days and 2 days (i.e. 48 hours) prior to check-in are covered under the Master Cancel policy. This means up to two days before arrival you will receive a full refund of rental costs paid. Refund payments will be released into the cancelling guest account on the scheduled date of check-out from the original booking. Cancellations 2 days prior to check-in are not covered, therefore we strongly recommend you take out your own travel insurance for UK holidays (see below).
Bookings placed on or before 9th June 2020 (including guests with booking vouchers received during 2020 lockdown): If a cancellation is made after settling the balance a part refund will only be given if the dates in question are re-let. We will endeavor to re-let and if successful will refund the whole (minus admin of £50) up to a maximum of the rental we achieve for the re-let, bearing in mind that we may have to discount the rental to achieve a re-let at short notice. If we are unable to re-let you remain responsible for the rental payments to date and there will be no refund. The 25% deposit that was paid is non-refundable. For this reason we strongly recommend you take out your own travel insurance (see below).

Travel Insurance

We strongly advice that you obtain appropriate travel insurance for the UK which covers booking cancellations. Travel Insurance is available at very affordable rates and gives you the peace of mind that you will get your money back if you need to cancel your holiday. There are several suitable options (which also include cover for COVID-related cancellations, e.g. falling ill with Covid (or any other illness), if instructed to self-isolate or quarantine etc):

Trailfinders - https://www.trailfinders.com/insurance#/step1

PJ Hayman - https://www.pjhayman.com/travel-insurance/staycationplan/

Coverwise - https://www.coverwise.co.uk/Travel-Insurance/corona-virus.aspx

Or you can look for suitable cover on comparison sites such as www.gocompare.com .

Trevase Leisure LLP is not selling, promoting, endorsing or recommending any particular product, and does not benefit financially from, or have any formal relationship with any of these providers.

You must carefully read all the information within the insurance policy before purchasing cover as information is continually changing, therefore it is vital you purchase cover that is relevant for your requirements.

If you choose not to purchase travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.

Circumstances on site beyond the control of the owner

If for any reason we have to cancel your booking in advance due to circumstances beyond our control at our site – for example fire, flood, exceptional weather conditions or destruction/damage to the property – then we will offer you alternative dates, or we will refund the full amount of the booking. If we have to terminate your holiday early for the above reasons you will be credited/refunded part of the booking fee value based on the time remaining of the booking. This will be the full extent of the liability of the Owners. No additional compensation, expenses or costs will be payable.

Force Majeure

For all bookings this is any unforeseeable event that is beyond the control of Trevase Leisure LLP. This means we do NOT cover you for your holiday being unavailable due to flood, drought, earthquake or natural disasters, terror attacks, acts of war, hijacking, riots, incidents of civil unrest, nuclear radiation or radiative contamination, terrorism, pandemics, epidemics, general restrictions on movement imposed by local or national Government, interruption or failure of utility service, non-performance by suppliers or any act of god, which may prevent you from taking your holiday. We therefore strongly advise that guests take out a travel insurance policy which covers booking cancellations (see above). If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.

Terms of use

You must not use the property except for the purpose of a holiday during the holiday period, and not for any other purpose or longer period. The agreement to stay in the property for the holiday period does not create the relationship of Landlord and Tenant between the parties. You shall not be entitled to a new tenancy, or to any assured short hold or assured tenancy or any statutory protection under the Housing Act 1988 or other statutory security of tenure now or at the end of the Holiday Period. On departure, you are requested to leave the accommodation in a clean and tidy condition. This includes washing up, placing rubbish in bin liners and putting in outside bins, ensuring ovens and barbeque are clean and free from grease.

Exclusivity

For the period of rental the Barns will be for the exclusive overnight use of those named to us by the lead booker prior to arrival for insurance purposes. Any persons other than members of your party must not use the facilities at Trevase Granary or Penblaith Barn. Under no circumstances may more than the maximum number of persons stated on the Trevase Cottages website occupy the property unless otherwise agreed with us prior to your arrival date. We reserve the right to refuse admittance if this condition is not observed.

Arrivals and Departure

You may access the property from 16.00 on the day of arrival (earlier arrivals are strictly by arrangement only). The time of departure is strictly 10.00 a.m. and by 9am the games room at Trevase Granary must be vacated. This is strictly enforced to ensure we are ready for our next guests.

Party Numbers

Excluding infants under the age of two years, the total number of persons in your party must not exceed 18 in Penblaith and 18 in Trevase Granary. We reserve the right to refuse admittance if this condition is not observed. The Barn can accommodate up to four extra day guests and the additional day guests pay £10 per person for the booking. Any additional guests must be discussed with Trevase Leisure before the booked date. Details of guests must be supplied to us at least two weeks before your arrival. Those guests so detailed are those who may stay in the property.

Care of the property

You are responsible for the property and are expected to take all reasonable care of its contents as well as the facilities and grounds. Breakages and damage must be reported as soon as possible. You must leave them in the same state of repair and in the same clean and tidy condition at the end of the rental period as at the beginning, failure to do so will result in additional charges. You must not use the properties for any dangerous, offensive, noxious, noisy, immoral activities or carry on there any act that may be a nuisance or annoyance to the owner or other neighbouring properties. Smoking is not allowed in any of the properties.

Noise restrictions

There should be no music playing outside after 10.00pm at either Penblaith or Trevase. There should not be an unreasonable amount of noise coming from the barns or games rooms at any point during the day or night. At Penblaith Barn there should be no noise outside the back door, by the external bins, at any time during the day or night.

Third party activity / service supplier (including chefs)

We do not accept any liability for events or activities booked with a third-party supplier. This includes services which are recommended on our website or by ourselves and services which you find independently that are carried out on site (or off-site) by an external third party – we do not accept any responsibility. Trevase Leisure LLP shall not be held responsible in any manner whatsoever for the loss or damage to any property belonging to the customer, for any offence caused to any person or for any injury in the provision of the services and the customer is held to understand the full nature of the services provided and exercise their full discretion in booking the services of a third party company.

Safety

Trevase Granary and Penblaith Barn carries Public Liability insurance. It has a fire alarm system and carbon monoxide alarm. Low level emergency lighting is provided on the stairwells and passages, and will stay on in the case of a mains power failure. A fire blanket is available in the kitchen; a fire extinguisher is situated on every floor. We have a policy of inspecting all electrical appliances on a regular basis and replacing defective items, plugs, leads etc. Non- slip mats are provided in all the bathrooms.

Candles, indoor smoking and similar fire hazards are not allowed. Familiarise yourself with the Fire Safety Emergency Plan within the properties.

Safety of Children

Children must be actively supervised at all times. Particularly on the second floor as the attic Velux windows are fire exits, and they do not have a lock. There are also windows which children may be able to climb up to. The outside area of Trevase Granary and Penblaith Barn can be shut effectively for small children while playing outside, however, the patio area at Penblaith is raised so appropriate consideration needs to be made by relevant parties.

There is strictly no access to the farm buildings, adjacent farm land and the pond area at Penblaith which is fenced off. Trevase Farm is a working farm, and there is NO ENTRY to any of the farmyard or farm buildings by our Guests. The walled garden gates at Trevase Granary must be kept shut at all times, and there is no access to the fields from the walled garden. Children must be strictly supervised between Trevase Granary courtyard gate and the walled garden gate.

Jacuzzi and Games Room

The facilities are for exclusive use of our guests in Trevase Granary and Penblaith Barn. NO children under the age of 8 years are allowed in the Jacuzzi. The games room and garden must be supervised by an adult at all times when children are playing. The Jacuzzi’s top cover must be in place when the spa is not in use. Further instructions and rules are provided near the jacuzzi’s at the barns and in the online guest book which is available for all guests to view.

Drones, Fireworks and Chinese lanterns

Chinese lanterns are strictly prohibited at both properties due to the fire hazard caused. At Penblaith Barn drones should not be used and fireworks should not be set off due to the surrounding farm animals and neighbours. At Trevase Granary both drones and fireworks are only allowed with our express written permission in advance due to surrounding livestock, permission would not be unreasonably withheld.

Wifi

Wi-Fi is provided for the guest’s reasonable use. The guest agrees to reasonable and lawful usage of this service. Trevase Granary and Penblaith Barn are in a rural locations therefore the broadband speed may be slower than you are used to.

Electric Vehicle (EV) Charging

There is an EV charging point at both Trevase Granary and Penblaith Barn which is solely for the use of its guests.

Right of Entry

Your privacy and enjoyment is highly regarded and we will make every effort not to enter the property during your stay. However, we must reserve the right to enter the property at all reasonable times for the purposes of inspection or necessary repairs and maintenance. Also, for example, during the growing season the gardener may attend, but will not have access to the interior of the Barn.

Complaints

Should there be cause for complaint then please telephone on 01989 730996 or 07946 460662. If you feel that your complaint has not been resolved, or is of a serious nature then the complaint must be made in writing. This must be within three days of the call to Trevase Leisure, and sent to Lovedee Barn, Pencoyd, St Owens Cross, Hereford, HR2 8JX. No complaint will be considered more than three days after the rental period has ended.

Liability

Trevase Granary and Penblaith Barn should not be under any liabilities to the client or third parties for any loss or damage arising from breach of contract, negligence misrepresentation or otherwise. Should circumstances beyond our control prevent the property being available, we shall be liable only for the return of payments made directly to Trevase Leisure. We reserve the right to alter or withdraw amenities or facilities, which have either been advertised or previously available, without prior notice; where reasonably necessary due to repairs, maintenance, weather conditions and circumstances beyond our control.

Trevase Leisure LLP, its employees and representatives shall not be liable to you or your party for loss damage or injury to you or any of your party or your/their property or vehicles howsoever arising. You must take all necessary steps to safeguard yourselves and your property.

Information / Accuracy of details

The information in the brochure, our advertisements, and our web site has been compiled as carefully as possible but cannot be warranted, nor do the descriptions form any contract. The owners of Trevase Granary and Penblaith Barn will amend any details that are factually incorrect, within a reasonable time after it is brought to their attention. We reserve the right to make alterations or improve any of the subjects without notice.

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