Terms and Conditions of Booking
Your booking
Your booking
All offers and bookings are subject to availability. The party leader must be at least 18 years of age at the time of booking. Your booking is made as a consumer and you agree that no liability can be accepted by the owner or their agent for any expenses, costs, losses, claims or other sums of any description which relate to any business, however, suffered or incurred by you. The agent or the owner has the right to refuse any booking prior to the issue of your written confirmation by e mail.
Paying for your property
When you book your property you should pay the amount due by bank transfer or Credit card via the Holidayrentpayment tab on the booking form. If a booking is made eight weeks or more before the holiday is due to start a deposit of one third of the rental is payable. Providing the booking can be confirmed the agent or owner will send your written confirmation by email to you as soon as reasonably possible confirming your booking details and the balance of your total holiday cost which must be received by the agent or owner no later than eight weeks before your arrival date at the property. However, if you book less than eight weeks before your arrival date, payment of your holiday costs is due straightaway. Please note it is your responsibility to pay the remaining funds by the due date.
Overseas guest may pay by International electronic transfer. Any charges for payments from overseas will be passed on to the guests. Overseas cheques are not accepted.
Cancellations or changes to your booking by the owner or the agent
Neither the owner nor the agent expects to have to make any changes to your booking, but occasionally problems occur or situations change and bookings have to be changed or cancelled. If this does happen, the party leader will be notified as soon as is reasonably practicable. Explain what has happened and inform you of the cancellation or change.
If you do not wish to accept any significant change to your booking or indeed the booking is cancelled you will receive a full refund of all monies paid. In the unlikely event that the party leader fails to acknowledge they wish to accept the changes the owner and agent are entitled to assume you wish to cancel your booking and receive a full refund of all monies paid to the agent or owner. Please note that no compensation is payable for changes.
Circumstances beyond the control of the owner and agent (Force majeure)
The owner and the agent shall not be liable jointly or individually for any changes, cancellations, effects on your holiday, loss or damage suffered by you or for any failure by the owner or agent to perform or properly perform any of their respective obligations to you which is due to any event(s) or circumstance(s) beyond the reasonable control of either the owner or agent (referred to as Force majeure) in these conditions. By way of example only - force majeure includes fire, flood, exceptional weather conditions, epidemics, pandemics, destruction or damage of the property, internet or other communications failures, blocked roads by any cause and all similar situations, or works carried out in the village either public or by other residents. Where your booking has to be cancelled as a result, the agent or owner will refund to you all monies paid by you for your booking or part thereof if the booking has commenced. No compensation expenses, costs, or other sums of any description including the cost of securing alternative property or accommodation will be payable in such circumstances.
Cottage details
The owner aims to ensure that the information provided is accurately conveyed in the brochure and any promotional literature or material produced or circulated. However, the information and prices may have changed by the time you book. Whilst every effort is made to ensure the accuracy of the brochure / other material and prices at the time of publication, changes and errors occasionally occur. You must therefore ensure you check all details of your chosen property and arrangements including the price with the owners / agents at the time of booking. There may also be small differences between the actual property and its description, as both the owner and the agent are always seeking to improve services and facilities. Occasionally, problems mean that some facilities or services become unavailable or subject to restriction. If these are significant then the owner or agent will tell the party leader as soon as reasonably possible after they become aware of the situation. Although every effort is made to check the property between lettings, if faults or damage is not reported by the previous tenant it can sometime be hard to pick up immediately, (such as the washing machine not working properly). All reasonable efforts will be made to fix the issue during the stay but if this is not possible the agent /owner is not liable.
Liability
The owner and agent shall have no liability for any death or personal injury. You must take all necessary steps to safeguard your personal property. No liability is accepted by the owner or the agent in respect of damage to or loss of, such personal property.
If you change or cancel you’re booking
changes
If you want to change your booking once your confirmation has been issued an administration fee of £50 will be payable to the owner or agent once any change has been made. However, it is important to realise that a change of dates may have to be treated as a cancellation. The owner/agent will advise the party leader if this is the case when the change is requested.
cancellation
If you have to or wish to cancel your booking, the party must email their intent to cancel to chris@ecochiccottages.com as soon as possible.
The treatment of a cancellation will depend on a) the date the booking was made, and b) when the cancellation is made:
The following costs will be charged.
More than 56 days notice of cancellation Full deposit refund, (excluding Christmas and New Year bookings, where no refund of the deposit is given after the booking is taken) less a £50 admin fee.
43-56 days notice 50% of full cost or the full deposit (including any balance of deposit due) whichever is the greater (excluding Christmas and New Year bookings where 75% is retained) less a £50 admin fee.
29-42 days 75% of the cost less a £50 admin fee.
14-28 days 90% of cost less a £50 admin fee.
Less than 14 days before arrival date, total cost.
If any payment due in relation to your booking is not paid by the appropriate date the owner or agent is entitled to assume that you wish to cancel your booking.
All refunds are subject to an administration fee of £50.
Covid Refund Guarantee cancellation Terms and Conditions
This refund is only valid in the circumstances of a National lockdown, and or the address on the Booking Form being placed into a tier by Government which had a do not travel restriction placed on it. The refund does not cover guests for falling ill with Covid or any other illness, for a requirement to self isolate or quarantine, or for track and trace alert preventing them from travelling. Those situations can be covered by taking out suitable travel insurance and we strongly urge all guests to take out personal travel insurance when booking a holiday stay with eco Chic Cottages.
There are several suitable options which include cover for Covid-related cancellation such as https://www.pjhayman.com/travel-insurance/staycationplan/
The property
Linen – bed linen and towels are provided in addition to dish cloths and T- towels.
Extra sleeping – a double sofa bed in the library room of The Chestnuts and the lounge of Culls Cottage, provides additional sleeping options for a downstairs bedroom and bed linen can be provided at an additional charge on request at the time of booking. However, these sofa beds are not for the use of additional guests to the property that remain at 8 for The Chestnuts and 6 for Culls Cottage.
Pets – this is a no pet property
Smoking – the properties are no smoking, no e-cigarettes or vaping. PLEASE NOTE – a £500 cleaning fee will be charged if you smoke in the house. We would also appreciate it if you did not smoke in the garden or the car port area.
Candles – No candle or tea light is to be used by a guest. In the event of a power cut wind up torches are present in the bedside cabinets – please read the Fire Risk section of the TouchStay App.
No Deep Fat frying - This is deemed a fire risk and should not be carried out at the cottages
Electric Vehicle Charging - At The Chestnuts there is a PodPoint (this universal charger requires you to bring your own charging connector cable) and Tesla charger with cable. Charging your car is inclusive in the price of your stay. On no account should a car be plugged into any of the main house electric plugs. At Culls Cottage there is a universal Rolec charger and you must bring your own charging connector.
EBikes and EScooters - may not be brought into or charged at the property
Drones – The use of drones is not allowed at either property.
Night Lanterns, Fireworks and Sparklers - may not be used either inside the house or in the garden
Guest details – Details of all guests staying at the property must be declared on the booking form and under no circumstances may more or different guests than those specified on the original booking stay in the cottage, without the express and in advance permission of the owner..
Garden – The garden is for the use of the guests only and no additional guests may be invited into the garden. No tents or other structures should be erected in the garden. Guests may not hold parties in the house or garden, which includes the playing of loud music. Our gardens are wildlife friendly and are also no smoking places.
Maintenance of The Garden is ongoing and we try to schedule these times when guests are not resident, however this is not always possible.
Change over day / time – Change over day is typically on a Friday or Monday unless by prior arrangement. You can arrive at the property after 4pm on the start date of your holiday rental and must leave by 10am on the last day. The guest will be liable for any cost of whatever nature incurred because of an unauthorised exclusion.
Fuel – The cottages are fitted with oil fired central heating and electricity. There is no gas in either village. Use of fuel is free of charge and in autumn and winter a starter basket of logs and kindling is supplied and provided free of charge, for the woodburner. Additional logs can be purchased locally.
Use of the woodburner - due to the fireregulations that came into force October 1st 2023, we ask you to restrict the use of the woodburning fire and ensure that the fire is out before going to bed. The front doors of the woodburner must be in closed at all times (except when putting on wood etc) and the fire guard must also be used.
Internet – a free wireless internet service is provided.
If for any reason the wifi internet service is slow or unavailable during the stay, then the owner/agent is not liable for any consequent loss or inconvenience caused.
You agree to reasonable and lawful usage of this service.
Septic Tank - Southrop village and Culls Cottage do not have mains drainage and have the use of a Septic tank. No substances must be put down the drain that would harm the delicate ecosystem of the septic tank, such as oils, fats, caustic substances etc. No substances must be put into the toilet other than toilet tissue. Nappy wipes and Cleansing wipes must not be put down the toilets as they can block the tank and or get tangled in the motor. If this damage occurs it will have to be changed for.
Care of the property - You and all members of your holiday rental party are expected to take reasonable care of its furniture, pictures, fittings and effects in or on the property and agree both to keep the property clean and tidy and to leave the property in a similar condition to that in which you found it upon your arrival. A cleaning service (unless previously arranged) is not provided during the holiday. You must not use the property for any dangerous, offensive, noxious, noisy, illegal or immoral activities or carry on there any act that may be a nuisance or annoyance to the owner or other neighboring properties.
You must ensure the property is securely locked when not occupied by you.
Damages and Breakages - You are responsible to the owner for the actual costs of any breakages or damage in or to the property – along with any costs that may result – which is caused by you and/or members of your holiday rental party, and the owner can require payment from you to cover any such costs.
Right of Entry - You must allow the owner and any representatives of the owner access to the property at any reasonable time during your occupation of the property (except in case of emergency or where a problem needs remedying quickly and you cannot be contacted in time – in these situations the owner or agent is entitled to enter the property at any time without giving you prior notice).
Our cottages are in small rural villages and as such it would be very much appreciated if respect is paid to all neighbours of and their properties. The adjoining paddocks and gardens are not to be entered under any circumstances. Please be careful when playing ball games in the gardens that the ball does not go into neighbouring properties.
Care of your property - Your vehicles and their accessories and contents and any property and valuables you bring with you are left entirely at your own risk. If you leave any property behind we will use reasonable endeavors to return it to you. Due to the large number of items now regualrly left by guests we have had to implement a minimum £15 charge for the postage and packaging and return of small items such as chargers. Heavy or unusual items will be weighed and priced individually and payment for the return of all items must be received before the items are posted. We may dispose of any unclaimed property after six months.
Third party services at The Cottages, such as massage therapist or private chef - Third party services or activities cannot be arranged on the premises or within the grounds of our cottages without express permission of the owner.
Whilst Eco Chic Cottages may give contact details of third party services, based on personal experience or that of previous guests, the booking and payment of such a person or company must be between the guest and the service provider. Eco Chic Cottages do not book services on behalf of the guest nor do they receive any commissions from people / companies recommended. All guests must notify Eco Chic Cottages in advance if they intend to hire someone like a chef and they must ensure that the service provider can provide to Eco Chic Cottages adequate insurance for public and products liability, if they have employees who will be present on site such as a waitress then the provider must have Employers Liability cover.
No liability is accepted by Eco Chic Cottages for services provided by a third party supplier.
Complaints
Every effort has been made to make your stay an enjoyable and memorable one. If however, you have any cause for complaint the owner and agent is anxious that remedial action is taken as soon as possible. All electrical and plumbing items are always best dealt with immediately and early notification will ensure that any problems are fixed as soon as is possible.
WE STRONGLY RECOMMEND THAT ALL PARTIES TAKE OUT HOLIDAY INSURANCE and Details of our Insurance broker are below:
UK Holiday Protection
We have teamed up with Pavey Group and travel insurance specialists, P J Hayman & Company, to bring you a travel insurance policy specially designed for UK holidays – Cancellation plan Insurance.
You can get an instant quote and immediate cover online with a 15% saving:
https://premiercottages.cancellationplan.co.uk/quote/?cid=26427
Alternatively, call 02392 419 042 quoting ECO2009