Booking procedure and Booking conditions
Booking procedure
General
For the purposes of these conditions, ‘the Agent’ ‘we’, ‘us’ and ‘our’ means Brecon Beacons Holiday Cottages Limited (Company Registration Number 04175154 whose registered office is at 7A Nevil Street, Abergavenny, Monmouthshire, NP7 5AA). Postal address – Brynoyre, Talybont-on-Usk, Brecon, Powys LD3 7YS.
Any reference to ‘the Client’, ‘you’ or ‘your’ means the person making the booking (unless stated otherwise). Any reference to ‘the Owner’ means the owner of the Property. Any reference to ‘the Property’ means the holiday accommodation let to the Client. Any reference to ‘Working Day’ means any day except a Sunday or a public or bank holiday in England or Wales.
Payment information
On-line payments can be made by Debit or Credit card (all payments go through the Agent’s secure server). Please note we are currently unable to accept American Express. We will only debit your Debit or Credit card with a 25% deposit (which includes the £15 booking fee and £10 Cancellation Protection Scheme) at the time of booking, unless the holiday falls within 8 weeks, in which case the full amount will be debited.
PDF booking form and payment information
On-line bookings can be made at all times but please note that all bookings are subject to the Owner’s confirmation. If you would prefer to make a telephone reservation instead of an on-line booking, you can telephone us on 01874 676446. You can then download the PDF booking form or use the booking form supplied in the Brecon Beacons Holiday Cottages Brochure (‘the Brochure’). Once completed this can be posted to the above postal address with a cheque, card details or confirmation of a bank transfer. Cheques are made payable to ‘Brecon Beacons Holiday Cottages Ltd’. On the back of the cheque you should write the name the booking was made in and the name of the Property. Our bank details are:
Brecon Beacons Holiday Cottages Ltd,
Barclays Bank, Brecon, Powys
Sort Code: 20-00-85
Account Number: 10201162
IBAN: GB44 BARC 2000 8510 2011 62
SWIFTBIC: BARCGB22
The Property name and dates booked must be stated on all bank transfers and bank charges are to be paid for by the client.
Bonds
Returnable bonds are required by a few of the larger properties against unfair wear and tear, extra cleaning etc, especially if there will be a group in the Property. This is usually stated in the Brochure when required. The bond is lodged directly with the Owner unless otherwise stated and may be retained if the Property is not in the same state of repair as at the commencement of the holiday or requires extra cleaning.
What happens next
Please note that all bookings are subject to confirmation from the Owner. When we have received the on-line booking or booking form, we will acknowledge your deposit or full payment (as appropriate) and confirm your booking as soon as possible, but in any event within six (6) Working Days of receipt. When the full payment is received, we will also send a copy of a map showing the exact location of the Property, written directions and the telephone number of the Owner/caretaker for you to ring prior to your holiday to discuss an approximate time of arrival, collection of the key and any special requirements.
Provisional bookings
These can be made by telephone only and must be followed up by a completed booking form with deposit or full payment (as appropriate) sent to arrive at our offices at Brynoyre, Talybont-on-Usk, Brecon, Powys, Wales, LD3 7YS within seven (7) days of the provisional booking or ten (10) days if the booking is made from overseas. We reserve the right to cancel the provisional booking if a completed booking form with deposit or full payment is not received within the stipulated time period above. Bookings will only be accepted with the booking form or through our website (www.breconcottages.com). Bookings are not confirmed until we issue a booking confirmation and post it to you.
Christmas and the New Year
Christmas and New Year bookings usually run from 20th or 21st - 27th or 28th December and 28th or 29th December - 3rd or 4th January, however these dates can be varied at our discretion. You may want to book some of the larger properties early to avoid disappointment.
Short breaks
Short breaks are defined as up to 3/4 nights, or a 4 night stay, and may commence on any day of the week or weekend. They are not normally offered during peak periods, namely school holidays, bank holidays, Christmas and New Year, unless there is very late availability or where otherwise stated. The availability of properties for short breaks and the prices of short breaks may change from time to time at our discretion. We will notify you of any change at the time of booking.
Arrival and departure times
Arrival and departure times are from 3.30pm and by 10.30am, but may vary slightly with Owners especially for short breaks, so we ask you to always speak to the Owner to discuss arrival and departure times.
Maximum Occupancy
The maximum occupancy of the Property shall not be exceeded. If you wish to hold any function which will result in this limit being exceeded you must first obtain the permission of the Owner. If permission is granted, an additional charge may be levied.
Linen and towels
Pillows and bedding in the form of duvets, blankets or eiderdowns are provided in all properties unless otherwise stated. Towels are only provided in the Property where stated in the Property details. If linen and towels are not provided in the Property, these are available from the Owner at an extra charge and this will be specified in the Property details - you should advise the Owner beforehand and pay the Owner/caretaker on arrival.
Pets
Pets are welcome in properties where specified in the Property details or where agreed in advance by the Owner (for example in the case of registered guide dogs). They are charged at £10.00 per pet per short break or £15.00 per pet per week. The payment should be made to us at the time of booking. Pets are only accepted under the strict understanding:-
• that they are never left alone in the Property
• that they are kept under control at all times
• that you bring bedding and food bowls for your pets
• that they are not permitted in bedrooms or on furniture
• all pets are up to date with flea and worming treatments
• that you accept total responsibility for your pet and its actions (e.g.cleaning up mess etc). Failure to comply will lead to your liability for dealing with ensuing problems and costs.
We also remind you that this is ‘sheep country’ and dogs must be kept well away from all livestock. We cannot guarantee that any garden is completely dog-proof.
Cots and highchairs
One travel cot and one highchair are available upon request with most properties. No linen is supplied for cots. Please discuss with the Owner beforehand.
Satellite Navigation systems
We advise guests not to rely on these in this area- a single postcode can often cover several properties in an area, sometimes a few miles apart.
TV, mobile phone reception and Wi-fi
TV, mobile phone reception and wi-fi can vary considerably from area to area and we cannot guarantee good reception/connections at all times. Please contact the office if you need this to be checked with Owners prior to your booking.
Old properties
Some of the old Welsh stone properties and farmhouses have an occasional problem with dampness at certain times of the year, especially spring and winter. The Owners make every possible effort
to alleviate this problem but in some cases it cannot be completely resolved.
Access statements
Access statements are available for each Property. Please ask us if you require a copy of the access statement relating to the property.
Safety Certificates
Copies of gas, and electrical appliance and wiring tests, as well as Public Liability details for each Property are kept on file.
Keys
The keys to the Property will be your responsibility during your stay and any costs incurred through loss, damage, loss of access to the Property as a result of lost keys or keys not being returned to their original collection point, will be charged to you in full.
Smoking
A non- smoking policy applies to all properties unless otherwise stated.
Water pressure
This can vary from area to area depending on many factors (e.g. age of Property, position on mains, whether it is spring or bore-hole fed). Many old properties still have comparatively small storage tanks.
Maintenance
Occasionally it may be necessary for general maintenance works or gardening to be carried out whilst you are in the Property.
Country life
Occasionally Clients from more urban areas, who are unaccustomed to country life, are surprised to find spiders, flies, woodlice, ants, wasps, bats and the occasional mouse in some properties. There could be badgers or foxes in the garden, and even an occasional bat flying around on summer evenings. All the Owners endeavour to make sure these are kept away, but in old rural properties the Agent cannot guarantee that these insects or wildlife won’t turn up, even though the Property will have been thoroughly cleaned. Please contact the caretaker if any major problems arise.
Booking conditions
The Owner has appointed Brecon Beacons Holiday Cottages Limited (‘the Agent’) to act on its behalf and to arrange and make bookings and reservations relating to the Property for the Client. Each contract is therefore between the Owner and the Client and is made at the point at which the Agent issues a booking confirmation. The person signing the booking form certifies that he/she is authorised to agree the booking conditions on behalf of all persons included in the party. The signatory must be a member of the party and must be over 18 years of age. All the individuals over the age of 18 who are named in the Booking Form are jointly and severally liable under these Booking Conditions with the person signing the Booking Form (or who otherwise makes the booking) as if they were together the Client.
Deposit and final payment
A deposit of 25% is required for each week of a proposed booking, or if the booking is for less than a week, 25% of the cost of renting the Property. Until this deposit is received by the Agent, any reservation is deemed provisional and may be varied or cancelled without prior notice. The balance is due 8 weeks before the first day of the planned holiday. No reminder will be issued and in the event that the balance payment does not reach the Agent by the due date, the Agent reserves the right to cancel and relet the Property concerned. Failure to pay the balance in full by the due date will be deemed to be a cancellation of the booking.
If the Client makes the booking less than 8 weeks before the start of the planned holiday, the full payment must be made and until it is made no booking confirmation will be issued. The receipt and banking of any deposit does not constitute an acceptance of any booking.
Deposits will not normally be refundable unless the booking is not confirmed by the Agent for any reason. The price of renting each Property is listed in the front of the Brochure and on our website (www.breconcottages.com).
Cancellation Protection Scheme
The holiday charges payable by the Client include a sum of £10 to protect the Client in circumstances where the Client has made a confirmed booking of a Property but cannot take up letting due to:
(a) Death, illness, quarantine or bodily injury (i) of the Client or any member of the Client’s party and/or (ii) of the wife, husband, partner, parent, parent-in-law, child, sister, brother or fiancé(e) of the Client or any member of the Client’s party (excluding pets).
(b) Any of the individuals specified in (a) above being summoned for Jury Service or witness attendance in a court in the United Kingdom.
(c) Police requiring the Client or any member of the Client’s party to return home following theft at their home or place of business or damage rendering their home or place of business uninhabitable.
(d) Occupational posting of a military nature or cancellation of leave by H.M.S or an unexpected overseas posting of the Client or any member of the Client’s party.
It is a Condition Precedent, and the Client will only be able to rely on the Cancellation Protection Scheme, if the Client and all members of their party deemed to be covered are in good health physically and mentally at the time of booking. The Scheme does not cover claims directly or indirectly resulting from or consequent upon:
(a) winter sports, mountaineering (normally involving ropes and/or guides) motor competitions;
(b) any recurring, chronic or continuing illness, disability or condition of any of the persons covered, for which medical treatment or consultation has taken place during the 12 months immediately preceding the date of booking the holiday;
(c) war and kindred risks;
(d) disinclination to travel;
(e) failure of public or private transport services;
(f) suicide, attempted suicide, insanity, the influence of intoxicating liquor or the effect of drugs not taken in accordance with treatment prescribed and directed by a qualified medical practitioner or booking a holiday which would be against the advice of a registered medical practitioner;
(g) pregnancy unless occurring after the inception of the insurance;
(h) redundancy
(i) any loss which is otherwise insured
(j) inability to travel or to access the Property due to adverse weather conditions
The decision of the Agent on all claims will be final.
In no circumstances will the Client be able to recover more under the Cancellation Protection Scheme than he or she has previously paid to the Agent in respect of the relevant booking. Moreover, no claim may be made under the Cancellation Protection Scheme where either the booking charges deposit and/or the balance (as the case may be) has not been paid on or before the relevant due date(s). The Cancellation Protection Scheme does not provide any cover or protection for any loss other than the booking charges for the relevant property; if the Client wants additional protection or cover then he or she is strongly advised to take out separate insurance cover. No claim may be made under the Cancellation Protection Scheme once the holiday has begun (and the holiday is deemed to begin for these purposes upon any member of the Client’s party taking possession of the key(s) to the Property).
In the event that the Client is unable to take the holiday due to circumstances falling outside the Cancellation Protection Scheme then the Client will remain liable to pay the full letting charges for the relevant Property (to the extent not already paid) on the due date for such payment.
Claims procedure
Claims under the Cancellation Protection Scheme must be made in writing (using the Agent’s cancellation form available from the Agent) and sent to the Agent within seven (7) days of the Client first becoming aware of the circumstances which give rise to the claim (and in any event before the start date of the relevant holiday booking). An administration charge of £30 (plus VAT where applicable) will be made; the Agent’s booking fee and £10 cancellation charge are non-refundable and are not covered under the Cancellation Protection Scheme. Any claim must be supported by such supporting evidence as is appropriate in the circumstances (such as a Doctor’s certificate).
Only one claim may be made per household per annum.
Cancellation by the Agent
If the Agent has to cancel a booking of a specified Property at any time after confirming a booking (e.g. because of flood or fire at the Property or any other damage to the Property) or should the Property be unavailable on the day that the holiday starts for reasons outside the Agent’s control (eg. failure of equipment or services serving the Property) then the Agent will offer the Client the choice of:
- another alternative Property (subject to availability); or
- a full refund of the amount paid by the Client to the Agent.
In such circumstances the Client shall have no further claim against the Owner or the Agent.
If the Agent has to terminate a holiday letting at any stage after the letting period has commenced due to reasons outside of the control of the Agent or the Owner (including, but not limited to, flood or other damage to the Property or failure of equipment of services serving the Property) then the Agent will offer the Client the choice of
- another alternative Property for the remainder of the original letting period (subject to availability); or
- a refund of part of the amount paid by the Client to the Agent in relation to the relevant Property (which shall be calculated on a pro rata basis proportionate to the number of days in respect of which the holiday letting is terminated).
In such circumstances the Client shall have no further claim against the Owner or the Agent.
The Client should note that the option of an alternative Property (if one is available) may be subject to an additional payment by the Client (where the alternative Property is larger or has a superior banding than the original Property); moreover the Client must accept that any alternative Property will be different from the original Property and may not have the same facilities (or location) as the original.
In no circumstances will the Owner or Agent have any liability to the Client if the client is unable to obtain access to the Property (whether at the start of or at any time during the booking period) due to travel or transport difficulties (including, but not necessarily limited to, adverse weather conditions). Clients should be aware that some properties are in remote locations which can make them difficult to reach (particularly in adverse winter conditions). The Client will have no right to cancel the Booking (and will have no claim against either the Owner or Agent) if it is unable to access the Property in such circumstances.
Client’s responsibilities and obligations
The Client (here meaning all of the persons over the age of 18 listed on the booking form) agrees:
- (where applicable) to pay for all gas, electricity, fuel and telephone charges incurred during their stay
- to pay for any losses or damage to the Property or contents (including the soiling of carpets and soft furnishings) however caused (reasonable wear and tear excluded)
- to take good care of the Property and leave it in a clean and tidy condition on departure
- to permit the Owner and the Agent reasonable access to the Property
- not to part with possession of the Property or share it except with the other members of the party listed on the booking form, unless by prior arrangement with the Owner or the Agent
- under no account can the prescribed number of persons per Property be exceeded. The Agent reserves the right to decline bookings of large single sex groups (i.e. hen/stag parties) where deemed appropriate and requests full details of such parties in writing. In some cases a refundable bond may be required by the Owner.
- to report any damage or breakages to the Owner or the Agent as soon as they can (so that the Owner can make arrangements for their early replacement or repair)
The Client shall be responsible for any damage caused to the Property or its contents by any act, default or neglect of the Client or member of the Client party and shall pay to the Agent on demand the amount required to make good or remedy any such damage. The Agent reserves the right to make a charge to the Client’s credit / debit card, or send an invoice for the amount to the Client’s address.
The Client must let the Agent know of any special requirements at time of booking. If the Client or any member of the client’s party has any medical problem or disability that may affect the Client’s holiday, the Agent must be notified before confirming the holiday and follow up with written details. If the Agent feels unable to properly accommodate the particular needs of the person concerned the Agent reserves the right not to accept the booking. If Client advises the Agent of any special requirements after the booking is made and the Agent is unable to accommodate the particular needs of the person concerned, the Agent does not guarantee a refund of the amount paid by the Client to the Agent.
Duration and times of letting
The Property is available from 3.30pm on the first day of the letting and the Client must vacate by 10.30am on their departure day, unless otherwise agreed with the Owner/caretaker. The times of arrival and departure should be arranged directly with the Owner/caretaker, as sometimes it is not possible to have the larger properties ready by 3.30pm. The weekend arrival times may vary at the discretion of the Owner.
Complaints
Any complaints should be directed in the first instance to the Owner/ caretaker. If this is not possible, the Client should contact the Agent and between them the Owner and the Agent will endeavour to put matters right straight away. Failing this the Client should complete the Complaints Form/Questionnaire, which is sent with the final booking confirmation, and the form should be returned to the Agent within seven (7) days of the end of the holiday.
Liability and Property descriptions
The Brochure description is accurate at the time of going to press and is done in good faith. Where any information in the Brochure or on the website refers to matters beyond the Property (e.g. local facilities), the Agent does not guarantee their continued existence or the accuracy of any of the details about them contained in the Brochure or the website. The Agent does not accept responsibility for any act, neglect or default on the part of the Owner or any other person not within the Agent’s employ or otherwise under the Agent’s control, nor for any accident, damage, loss, injury, expenses or inconvenience whether to person or property which the Client or any other person may suffer or incur arising out of or in any way connected with the rental unless the Agent is directly responsible. Nothing in these conditions excludes or limits the liability of the Agent or the Owner:-
(a) for death or personal injury caused by the Agent’s or the Owner’s negligence;
(b) for any matters in respect of which it is illegal for the Agent or the Owner to exclude or attempt to exclude their liability.
Breach of contract
If there shall be a breach of any of these conditions on the part of the Client or any member of the Client’s party, the Owner and the Agent reserve the right to re-enter the Property and to forthwith terminate the holiday letting without prejudice to the other rights and remedies of the Owner or Agent. The validity construction and performance of this contract shall be governed by English and Welsh law and the Client hereby submits to the exclusive jurisdiction of the English and Welsh courts.
