Terms & Conditions

When you make a booking using our online booking system you will receive an automatically generated booking summary, by email, to the email address you provide on the booking form.  If you do not receive this please check you have given the correct email address and/or check your spam/junk mail.  Those with a Hotmail (and some other) accounts sometimes find our emails get tangled up in their spam filter.  If this happens to you please be sure to amend your junk mail settings to allow future email correspondence from us with regards to your booking.  This forms a contract between us but we reserve the right to cancel or refuse any booking should we choose to do so without explanation.

The Contract: The contract for a short-term holiday rental will be between Brechfa Forest Barns owners (referred to as us or we or the owners) 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 contract of hire is not effective until we have received the deposit. 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 the booking form must list names and ages of your party. The named booker is responsible for all payments and must ensure that accompanying guests receive a copy and abide by our Terms & Conditions. 

Payment: Bookings are confirmed on receipt of the booking form and a deposit of 25% of the accommodation cost.  Cottages will not be reserved without a deposit payment. You will receive an email thanking you for your booking and another thanking your for your deposit/full payment, whichever is applicable.  The balance of the rental (plus any dog fee plus £100 refundable security/damage deposit) will be due for payment 8 weeks prior to the holiday commencement date at the latest.  The balance due date will be shown on your booking summary.  Non-payment of the balance by the due date shall be construed as a cancellation of the contract by you and we reserve the right to cancel a holiday where payment has not been received 8 weeks before the commencement date. If the booking is made within 8 weeks of the holiday start date then the full rental price will be required.  Once you have paid the deposit you are responsible for the full rental cost even if you subsequently cancel.  No entry to properties will be allowed without payment, in full, being cleared beforehand.

Security/Damage Deposit: A refundable security deposit of £100 will be added to your balance.  You are legally bound to reimburse us for replacement, repair or extra cleaning cost on demand.  Your security deposit will be refunded to the card you used for payment within 7 days of departure providing we have not had to deduct from it in respect of a breach of our Terms & Conditions, any damage, breakages or additional cleaning to the cottage(s), premises or its’ facilities.

CANCELLATION & CHANGES BY YOU: All cancellations or requests to make amendments to your booking must be requested by email to bfbarns@gmail.com immediately.  We will respond within 24 hours.  If you do not receive a response within that time please contact us by telephone on 07590 923604 within a further 24 hours to ensure we have received your request.

Bookings placed on or after 17 April 2020 for holidays taken from 1 August 2020 have cancellation protection cover, meaning that if you cancel from 60 days up to and including 2 days before check-in date, you will receive a full refund of the costs you have paid. Only accommodation costs are refunded. Additional extras, including but not limited to dogs, cleaning fees, tax and other ancilliary charges are not refunded. Refund payment for cancelled booking will be released back to the cancelling guest on the scheduled date of check-out of the original booking. Cancellations made 1 day prior to or on the day of check-in (or more than 60 days from the day of check-in) will not be eligible for refund. Example: for a check-in on Friday you could cancel the prior Wednesday, but not Thursday (1 day prior) or Friday (day of check-in). 

We reserve the right to treat date/cottage changes made 48 hours after receipt of deposit as a cancellation and a new booking.

Bookings placed before 17 April 2020 are not cancellation protected, meaning that if you cancel between 60-42 days before check-in date, and we are able to re-let your dates, we will refund you the deposit amount which may be less than you paid eg if the final letting price was discounted or only some of the days are re-let, and less our £50 administration charge. If we are unable to re-let, you remain responsible for the deposit and there will be no refund under any circumstances. You will be reimbursed at check-in date of original or replacement booking, whichever has the later arrival date. From 42 days before check-in to the day of check-in, you remain responsible for the full rent and there will be no refund unless we are able to re-let your dates, in which case we will refund you all or part of the sum you have paid, depending on the value of the replacement booking and less our £50 administration charge. You will be reimbursed at check-in date of the original or replacement booking, whichever has the later arrival date.  HOLIDAY INSURANCE is not compulsory however we strongly recommend you purchase insurance to protect against cancellation.

CANCELLATION & CHANGES BY US:  We do not expect to have to make any changes to your booking, but sometimes problems occur and bookings have to be changed or cancelled or errors corrected. If this does happen we will contact you as soon as is reasonably practicable, inform you of the situation and refund payments already made.

CIRCUMSTANCES BEYOND THE CONTROL OF THE OWNER (FORCE MAJEURE): If for any reason we have to cancel your booking in advance due to circumstances beyond our control for example fire, flood, exceptional weather conditions, epidemics/pandemics*, destruction/damage to the property (“force majeure”), provided your holiday was booked on or after 17 April 2020 for dates starting on or after 1 August 2020 you will be refunded the full amount of the booking. If we have to terminate your holiday early for the above reasons you will be refunded part of the accommodation costs 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.

*In the event of an epidemic/pandemic we will follow Government policy strictly and inform you accordingly.  We expect you to also comply with Government guidance including vacating the property and returning home from your holiday early should it be deemed necessary.

LIABILITY: As far as the law allows, Brechfa Forest Barns, 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 as a consequence of this agreement or the occupancy following thereon.  You indemnify Brechfa Forest Barns against loss, damage or injury sustained to the property or any persons as a result of any breach of these conditions or arising from the fault of you or any member of your party.

RIGHT OF ENTRY:  We shall be allowed reasonable right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.

ACCURACY OF DETAILS:  The brochure and website are as accurate as possible but cannot be warranted, nor do the descriptions form any contract. Whilst every effort is made to ensure accuracy of property descriptions and images, the facilities and services may alter. We reserve the right to alter or improve any of the subjects without notice.

Arrival & Departure: In order to prepare the cottages between hirers, we ask that you arrive after 4.00pm and leave by 10.00am on your departure date.  Failure to adhere to the above times will result in you being charged a further days rental. 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.

Your obligations: Once your deposit is paid you have entered into a contract with Brechfa Forest Barns and you are bound by our T&Cs and agree to the following:

a) To complete and adhere to the information given on your booking form.  Once your deposit is paid your booking is considered definite and you are bound by our T&Cs.
b) To pay your balance on time.  If your balance is not paid on time you are in breach of contract.  Your holiday will be cancelled.
c) To advise us of immediately of any breakages, losses or damage caused by you to the property or its’ facilities, the cost of which may be deducted from your security deposit.
d) To take all reasonable care of the property and its’ facilities and leave it in a clean and tidy condition at the end of your holiday. You will be responsible for any additional cleaning costs (if incurred) which may be deducted from your security deposit.
e) To inspect the property on arrival and inform us of any problems with the facilities within 12 hours of your arrival.
f) To permit us reasonable access to the property to carry out urgent maintenance.
g) Not to sublet or share the property except with the persons included on the booking form or subsequently included by agreement. The maximum number of persons allowed and paid for at the property must not be exceeded. We reserve the right to terminate hire without notice and without refund where this condition is breached.
h) Not to do or omit to do something which may be or become a nuisance to neighbouring holiday accommodation or properties.

Numbers of Guests & Pets & Change of Guests: The number of persons and pets occupying the cottages must not exceed that stated on the Booking Form, unless agreed previously, by email, with the owners.  Should it be necessary to change the name of guests attending your holiday please advise us by email, together with any change to the bed set up previously requested, at least 24 hours prior to your check-in date.  Should you wish to bring additional dogs please advise us by email at least 24 hours prior to your check-in date. 

Dogs: Well behaved, fully house-trained dogs are most welcome but we ask that they not be allowed on or in the beds if we are providing bed linen.  If, however, your dog is normally allowed on the bed and this is a necessity for you, please indicate on your booking form or email the owner prior to arrival as it may be possible to arrange this if guests bring their own bedding.  Dogs are not allowed on the mezzanine sleep platform in The Old Bike Shed for their own safety.  There is a sofa-bed downstairs if you wish your dogs to sleep with you.  If you choose to use this please advise us prior to arrival and bring your own bed linen. Please bring throws if you allow your dogs on the lounge furniture.  Dogs must not be left unattended in the barns at any time unless the owners have been consulted, in advance, and agree. We offer the services of a dog sitter, subject to availability, if required.  If you have booked the BBQ Hut and you choose not to book a dog sitter we ask you to use the baby monitor provided to ensure your dog(s) do not disturb other guests.  We take pride in our accommodation.  Please clean up after your dogs, particularly if they are moulting and when they foul in the garden (a bin is provided for the latter).  Please be aware there are sheep on neighbouring farm land.  Every effort has been made to ensure the fully enclosed gardens we provide are secure, however, we can not be held responsible if your dog(s) escape.  Please ensure dogs are on leads when walking to and from your car in the parking area.  All dogs must be up to date with flea and tick treatments (natural remedies are accepted).  Dogs with contagious conditions such as kennel cough, fleas etc must not, under any circumstances, be brought on the premises.

Your neighbours: Guests are asked to please respect their neighbours (and their dogs).  In the unlikely event of a dispute between guests The Owners cannot be held responsible and politely request guests to resolve matters themselves.

Internet: We provide free WiFi but, in rural Wales, it is not the fastest and occasionally unreliable and we can not be held responsible for this.  You agree to reasonable and lawful usage of this service.

Owner Access: The Owners reserve the right to have access to the properties at all reasonable times, with prior notice if necessary.

Loss or Damage: Brechfa Forest Barns, its employees and its representatives shall not be liable to you or your party for loss or damage to your property howsoever arising. You must take all necessary steps to protect and safeguard your personal property.  The Owners cannot accept responsibility for personal injury, theft or damage to cars, bikes etc.  Driving to/from the property and parking is at the Hirers’ risk.

Cleanliness & Care: The Owners endeavour to maintain high standards of comfort and cleanliness at all times and have a limited time to clean the accommodation in preparation for the next guests.  Therefore the Hirer must undertake to keep all furniture, fittings and effects in the same good condition as they were found.  This includes leaving the oven/fridge/freezer/portable BBQ clean and free from grease, dishwasher emptied with clean dishes/cutlery put away, placing rubbish & recycling in the appropriate marked boxes/bins in our outdoor refuse area.

In particular, if your dogs are prone to moulting please make every effort to clear this before vacating the property – a hoover, brush, mop and cleaning products are provided.  If the accommodation is found in a poor state The Owners reserve the right to charge extra for any additional emergency cleaning required and refuse future bookings.  You must not use the properties for any dangerous, offensive, noxious, noisy, immoral activities or carry out any act that may be a nuisance or annoyance to the owners or other neighbouring properties.

Accidents & Breakages: The Owners ask to be informed of such at the time of the accident or breakage to be able to repair or replace in time for the next booking.  The Owners reserve the right to charge for any non-trivial damage howsoever caused (although we would not charge you for the odd glass or plate we would like to be told so that we can replace in time for following guests).  Should any damage, breakages or excessive cleaning bill exceed the amount paid within your security/damage deposit you will be invoiced in full and asked to pay by return.  In the event of any dispute regarding this we will take the necessary steps for settlement through the courts, providing photographic evidence as proof. 

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 will be charged to you in full.

Fireworks & other banned items: Fireworks are not allowed due to pets and the surrounding livestock.  Chinese lanterns, dye (including hair dye) and felt pens must not be used in the cottage during your stay.

Old Welsh Properties: As with many old Welsh stone properties, ours have an occasional problem with dampness at certain times of year.  The Owners make every possible effort to alleviate this problem but in some cases it cannot be completely resolved.  These properties are not like new houses – when the heating is on high and the warmth hits the cold stone walls it can create condensation.  Please help us by ensuring your cottage is well ventilated at this time – open a window occasionally and ask us for a dehumidifier if there is a problem.

Country Life: Guests who may be unaccustomed to country life may be surprised to find the occasional uninvited wildlife visitor in the barn (so far we’ve only had to politely ask a frog and a bat to leave!)  The Owners endeavour to make sure these are kept away but we can’t always guarantee they won’t turn up even though the property will have been thoroughly cleaned.

Smoking is not permitted under any circumstances inside the properties or BBQ Hut.  If you smoke outside please do not leave cigarette butts on the ground or grass.  Drugs are not permitted anywhere on the premises.  Guests will be asked to leave with immediate effect and without recompense if we believe there has been smoking inside the cottage &/or BBQ Hut &/or if drug taking is found anywhere on site and your security deposit will not be returned.  If we believe there has been smoking inside the accommodation you will be in breach of contract and The Owners reserve the right to charge for any additional cleaning and/or loss of business should the following booking have to be cancelled as a result or should the following guests complain and request compensation.

Complaints: Every effort has been made to ensure that you have an enjoyable stay.  However if you have any problem or cause for complaint it is essential that you advise us immediately to give us the chance to resolve it.  We value your custom and want you to return. We are usually on site, and will do our best to resolve any problem.  No refunds/compensation will be made if problems/complaints are only notified at the end of or after the hire period.

Law: Any disputes you may have with us are dealt with by the courts of England and Wales only.

General: Whilst every effort is made to provide the amenities advertised no liability will fall on the owners should restrictions be applied in the event circumstances outside their control.   

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 effectively administrate for 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 are the only people who have access to it. We will not share your data with any third parties and we will not send you marketing emails without your consent which you may retract at any point by emailing bfbarns@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 and it will be deleted at the beginning of the 8th tax year from your stay with us.