Terms & Conditions
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.
2. Booking Process
Clients can make a booking either by telephone or online at www.breconcottages.com. All bookings are subject to confirmation from the Owner. When we have received the booking, 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 directions to the Property 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.
a. Booking Condition
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 client making a telephone or website booking with relevant payment will be deemed to be in acceptance of these conditions.
· For bookings made via telephone, the client is deemed to have accepted the booking conditions when payment is made through the online secure server
· For bookings made on the website, the client accepts these booking conditions by explicitly clicking the ‘I agree’ button before confirming the booking with relevant payment.
· The contract is not effective until full payment has been received and written confirmation of the booking is dispatched to the client, either by email or hard-copy confirmation
· The client making the booking certifies that he/she is authorised to agree the booking conditions on behalf of all persons included in the party. A full list of all party members, with age, must be supplied at the time of booking via our booking form. The client 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 are jointly and severally liable under these Booking Conditions.
b. Provisional Bookings
These can only be made by telephone. The deposit or full payment must be paid within three (3) days of the provisional booking being made. We reserve the right to cancel the provisional booking if the deposit or full payment is not received within the three days. Bookings are not confirmed until we issue a booking confirmation.
c. Deposit and Final Payment
A deposit of 25% of the cost of renting the Property is required and, until this 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. In the event that the balance payment does not reach the Agent by the due date, the Agent reserves the right to cancel and re-let the Property concerned. Failure to pay the balance in full by the due date will be deemed to be a cancellation of the booking. Deposits will not be refundable unless the booking is not confirmed by the Agent for any reason. The price of renting each Property is listed in the Brochure and on our website (www.breconcottages.com). If the Client makes the booking less than 8 weeks before the start of the planned holiday, full payment must be made and until this time, no booking confirmation will be issued.
d. Payment Information
The Client can pay for their booking in the following ways –
Brecon Beacons Holiday Cottages Ltd, Barclays Bank, Brecon, Powys
Sort Code: 20-00-85
Account Number: 10201162
IBAN: GB44 BARC 2000 8510 2011 62
Address: Brecon Beacons Holiday Cottages, Brynoyre, Talybont-on-Usk, Brecon, Powys, Wales LD3 7YS
· The price of the holiday includes a £35 booking fee (2019 Bookings).
· All payments go through the Agent’s secure server. In accordance with Data Protection legislation, card details are not stored on the Agents secure server
· We are currently unable to accept American Express.
· We will only debit your debit or credit card with a 25% (of the cost of your holiday) deposit at the time of booking, unless the start of the holiday is less than 8 weeks away, in which case the full amount will be debited.
e. Security Deposits
Refundable security deposits are required by some Owners for properties against unfair wear and tear, extra cleaning, loss of or damage to any items or fixtures and fittings at the Property. Security deposits are clearly stated on the property descriptions on the website and in the Brochure.
i. The security deposit is taken from the Client by credit or debit card only at the time of booking by the Agent (on behalf of the Owner). Payment is required when the balance payment is made.
ii. Provided the client leaves the property and is contents in an ‘acceptable condition’ on departure, the security deposit will be refunded to the client within 14 days of departure.
iii. If the property is deemed to be left in an ‘unacceptable condition’, the security deposit will be utilized for any repairs and replacements. Any remaining balance will be reimbursed to the client after repair, replacement or otherwise are completed. Should the costs of repair/replacements exceed the value of the security deposit we will invoice the Client the difference.
iv. The meaning of ‘acceptable and unacceptable’ is defined by the Agent.
v. In the case of disagreement between the Owner and the Client, the Agent will determine the dispute and its decision will be final and binding on both the Owner and the Client.
vi. The Agency will not accept any involvement in any private action bought by Owners against clients or Clients against Owners.
3. Cancellation and Curtailment by the Client
If, after you have booked and paid for your holiday you find that you cannot take it for the reasons that are set out below:
* Spouse, partner, child, parent, parent in law, brother, sister or fiancé(e) ** Co-Director or Business Partner
But not including:
• Any recurring, chronic, or continuing illness or condition and pre-existing medical conditions or injuries.
• Pregnancy or giving birth when the expected date of birth is within two months of the start of your holiday.
• Epidemic or pandemic as declared by the World Health Organisation, Department of Health or DEFRA.
• Suicide or attempted suicide.
• Drug addiction or alcoholism.
• Failing to follow proper medical advice.
• Certain hazardous sports or pastimes (definition available on request).
• Travelling against medical advice.
• Divorce, separation or personal relationship breakdown.
• Inability to travel or to access the property due to adverse weather conditions.
We will normally, but at our absolute discretion, refund up to the cottage holiday rental you are liable to pay, less the £35 booking fee and a handling charge of £60 or in the event of curtailment, the proportion of your holiday lost, less the £35 booking fee and a handling charge of £60. The decision of Brecon Beacons Holiday Cottages will be final in all cases. If you do need to cancel your holiday, please telephone Brecon Beacons Holiday Cottages immediately and follow up by writing, within 5 days, to Brecon Beacons Holiday Cottages, Brynoyre,Talybont On Usk, Brecon, LD3 7YS
In all other cases, we would endeavour to re-let the booking and if successful would normally consider a goodwill refund of the cost of the holiday less the £35 booking fee, a handling charge of £90 and any other reasonable costs incurred in remarketing the holiday. If we are not successful in re-letting the booking, the holiday cost remains payable in full.
4. 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 (e.g. 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 or 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 let at a higher price 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 holiday 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 he/she is unable to access the Property in such circumstances.
5. Client’s responsibilities and obligations
The Client (here meaning all of the persons over the age of 18 listed on the booking form) agrees:
a. (where applicable) to pay for all gas, electricity, fuel and telephone charges incurred during their stay
b. to pay for any losses or damage to the Property or contents (including the soiling of beds, bedding, carpets and soft furnishings) however caused (reasonable wear and tear excluded).
c. to take good care of the Property and leave it in a clean and tidy condition on departure
d. to permit the Owner and the Agent reasonable access to the Property at all times
e. 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
f. 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 may request full written details of such parties. In some cases a refundable ‘security/damages’ bond may be required.
g. 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’s 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 send an invoice for the amount to the Client’s address. In the event of a disagreement between the Owner and the Client as to the value of the damage, the Agent will determine the dispute and the Owner and the Client both agree that the Agent’s decision shall be final and binding on each of them.
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 at the time of booking and this must be followed up with written confirmation of the condition.
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 Client will not be entitled to a refund.
Whilst every care is taken to ensure complete satisfaction with your holiday accommodation, in the unhappy event of you having cause for any complaint, we cannot stress too strongly the following points:
a. Complaints should first be taken up immediately with the owner or caretaker wherever possible. 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. This will result in a much speedier correction of any shortcomings.
b. If after the above step has been taken and satisfaction is still not obtained the matter shall then be reported to the Agency whilst still occupying the property. Such assistance as may then be possible will willingly be given. In matters of equipment going wrong, it should be realised that although frequently checked, items not reported by departing occupants may possibly escape immediate attention and in this instance cannot be repaired/replaced until brought to the owner's notice.
c. Complaints not reported at the time cannot be entertained subsequently and it is regretted that no correspondence can be entered into in the case of complaints made after you return home when it will be appreciated that it is impossible for them to be effectively investigated.
Reports of appreciative comments or constructive suggestions for improvement will always be gladly received and passed on to Owners.
7. Liability and Property descriptions
The Agent believes that the website and Brochure descriptions are accurate at the time of publication and are prepared in good faith and with reasonable care.
Where any information in the Brochure or on the website refers to matters extraneous to the Property (e.g. local facilities), the Agent does not guarantee their continued existence or the accuracy of any of the relevant details.
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 terms and 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.
Pets are welcome in properties where specified in the brochure or website or where agreed in advance by the Owner (for example in the case of registered guide dogs).
They are charged at £20.00 per pet per booking.
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 with any of these points will lead to any additional costs incurred being charged to the customer. 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.
9. Wi-Fi Acceptable Use Policy
By using Wi-Fi at a property, you agree to be bound by this acceptable use policy. If you do not agree to these terms, then you are not permitted to use the Wi-Fi.
• Do not act in any way that could be unlawful or encourage others to act unlawfully. In particular, do not infringe intellectual property rights, do not reveal confidential or sensitive information and do not engage in any criminal offence or encourage others to do so.
• You must not undertake actions that are harassing, defamatory, threatening, obscene, abusive, racist, sexist, offensive or otherwise objectionable or inappropriate. The client is not permitted to view, download or share illegal material. For example websites linked to terrorism, pornographic content etc. Do not upload or download very large files and make sure your device is protected by up-to-date anti-virus software. Any illegal content downloaded can be viewed by the Internet Service Provider and may be used in any criminal conviction.
• The Owner may suspend your access to Wi-Fi at any time if they deem you have infringed the acceptance policy, as stated above.
10. Breach of contract
If there shall be a breach of any of these terms and 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 these terms and conditions shall be governed by English law and the Client hereby submits to the exclusive jurisdiction of the English and Welsh courts.
11. Privacy Statement Security and Privacy
We do not disclose, rent or lease any information submitted to us to 3rd parties for marketing purposes, except as stated in this policy and to successfully book your holiday.
Our Secure server software (SSL) is the industry standard and is among the best software available today for secure commerce transactions. It encrypts all of your personal information, including your credit or debit card number, name and address, which means that your details cannot be read as the information travels over the internet. Only Brecon Cottages can read your personal information.
Equally, as required by the UK Data Protection Acts of 1984 and 1998, we follow strict security procedures in the storage and disclosure of information provided by our customers.
In the extremely unlikely event that your card details are obtained and used fraudulently, most banks and credit card providers will either cover all charges resulting from this unauthorised use of your credit details or will limit your liability to £50. Please check your card agreement to establish your coverage for liability.
We may, sometimes, employ trusted 3rd party companies for marketing purposes. Examples include sending e-mail newsletters, feedback requests and analysing data. The companies involved will not sell or lease your data, and will not market to you themselves.
Visitors may ‘opt-in’ to receive site notifications, newsletters or other information via email. These are sent out via a trusted third party provider called Smart Messenger. Visitors may remove themselves from such services at any time at their discretion. Any email sent will include instructions for how an individual may remove his or herself.
You can disable cookies in your browser to prevent this and will still be able make a booking on the site. You can disable cookies in your browser's settings. If you are unsure how to do this, follow this link: Disable browser cookies.
We use Google Analytics to track visitor numbers and behaviour. This service is to help us continually improve our service and does not track any personally identifiable information. If you wish to opt out of this, you should disable cookies in your browser.
12. Useful Information
Short breaks are defined as 3, 4, 5 or 6 nights, 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
The Property is available from approximately 3.30pm on the first day of the letting and the Client must vacate by 10.30am on the 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.
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.
If you wish to change the members of the party during the stay, you must obtain the permission of the Owner and discuss any linen and towel requirements with them. There may be an additional charge for this.
Christmas and the New Year
Christmas and New Year bookings usually run from 21st - 28th December and 28th December - 4th January, however these dates can be varied at our discretion.
Linen and towels
Towels, pillows and bedding in the form of duvets, blankets or eiderdowns are provided in all properties unless otherwise stated. If linen and towels are not provided in the Property, they may be 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.
Cots/ travel cots and highchairs
One travel cot and one highchair are available upon request with most properties. No linen is supplied for cots so Clients should bring their own. Please discuss with the Owner beforehand.
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.
Satellite Navigation systems
We advise Clients not to rely on these in the mid Wales area - a single postcode can often cover several properties in an area, sometimes a few miles apart; instead we recommend that Clients use the directions that we provide and make sure that all members of the party are given the correct directions. (Please note that you shouldn't use the office's postcode unless you want to come and visit us in the office!)
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 your mobile provider to find out about reception on your network in the area, and contact the office if you would like us to check with the Owner prior to your booking. While property owners do all within their power to ensure Wi-Fi is available at all times, we cannot guarantee a continuous connection. If access to Wi-Fi is crucial during your holiday please check with us before booking. Please also refer to the ‘Wi-Fi Acceptable Use Policy’ in the Terms and Conditions.
Access statements are available for each Property. Please ask us if you require a copy of the access statement relating to your Property.
Copies of gas, and electrical appliance and wiring tests, as well as Public Liability details for each Property are kept on file.
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.
A non- smoking policy applies to all Properties.
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.
Occasionally it may be necessary for general maintenance works or gardening to be carried out whilst you are in the Property.
Occasionally Clients from more urban areas, who are unaccustomed to country life, are surprised to find spiders, flies, woodlice, ants, wasps, bats and even the occasional mouse in some properties. There could be badgers or foxes or other wild life in the garden or the locality. All the Owners try to keep these away, but in old rural properties the Agent cannot guarantee that 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.